The American Institute for Conservation

Guidelines for Authors

The Book and Paper Group Annual is a non-juried collection of papers pertaining to the conservation and preservation of works of art on paper, paper artifacts, books, and library and archival materials. The Annual compiles postprints (full text papers, summaries, or abstracts) of papers presented at the BPG specialty group sessions at the AIC annual meeting and independently submitted papers that are of interest to members of the Book and Paper Group. Papers in the Annual may be of any length from a short technical tip to a full-length article.

Selection. The Annual is a non-juried publication. Authors are responsible for the content and accuracy of their submissions and the methods and materials they present.

Papers presented at the specialty group session of the annual meeting are selected by committee based on abstracts. After presentation authors have the opportunity to revise their papers before submitting them for publication in the Annual; there is no further selection review of these papers. The original abstracts distributed at the meeting are published if the authors do not submit either their full text or a revised abstract.

Independent submissions are published at the discretion of the Book and Paper Group Publications Committee. The Committee considers as selection criteria the scope, intelligibility, originality, significance, and gross factual accuracy of the submission but does not attempt detailed review.

The Book and Paper Group encourages authors of papers that have appeared in the Annual and that have scope of general interest to the conservation community to submit their articles to the peer-reviewed publication Journal of the American Institute for Conservation.

Permissions. Authors submitting papers to the Annual are required to provide the Book and Paper Group written permission to print their submissions and non-exclusive electronic rights to publish it online. If an article has multiple authors, permission is needed from only one. It is the responsibility of authors to seek and obtain permission to publish from other rights holders (owners of objects described or illustrated, photographers, illustrators, or copyright holders other than the author) and to provide appropriate credits. Authors, not the Book and Paper Group, are responsible for any payment of fees to such rights holders. Authors may note in the letter of permission restrictions on print or electronic publication required by the author or other rights holders, but the Book and Paper Group retains the right to drop an image, text, or entire article from print and/or online publication if meeting or maintaining the specified restrictions proves impractical.

Copyright. Authors, not the Book and Paper Group or AIC, own the copyright on the material they publish in the Annual. Authors are free to publish their own material verbatim or in revised form elsewhere. Future publishers who wish to publish all or parts of material published in the Annual must seek permission from the authors, not from BPG or AIC.

Submissions. Submit papers electronically as an email attachment or on disk, in a common word processing format such as Microsoft Word or WordPerfect, either Windows or Macintosh version. Two hard-copy printouts of the paper must be supplied in addition to the electronic file.

Format. Please use the following guidelines when formatting your document:

1. Refer to The Chicago Manual of Style, 14th ed. (The University of Chicago Press, 1993), for editorial style.
2. Do not use your word processor's automatic text formatting features (for bulleted or numbered lists, endnotes, style sheets, etc.). Do not embed images or tables into your word-processing document but submit them separately.
3. Author and full title at the top of the first page (cap and lower case).
4. Abstract of 100–200 words at the beginning of the paper.
5. Cap and lower case for subheadings; double space before a new subheading.
6. Single space text; no spaces between paragraphs.
7. Use italics, not underlines, where appropriate.
8. For citation of sources follow the reference style described in the Journal for the American Institute for Conservation "Guidelines for Authors" (Chicago Manual of Style author-date system).
9. Format footnotes as endnotes; do not use the word-processing program's automatic endnote formatting feature.
10. Author's name, title, affiliation, city and state, and email address should appear at the end of the paper.

Illustrations and tables. Each figure (photographs, tables, line art, etc.) must have a reference number within the text (fig. 1, etc.). Captions for each illustration should be numbered and listed at the end of the paper. Captions for works of art should include artist, title, date, media or materials, dimensions (in metric), and credit (including museum number). Captions for photographs captured under magnification or other special technology should specify the magnification and/or the technology (e.g. scanning electron microscope, UV light, etc.). Provide appropriate credit to the photographer or illustrator, if other than the author, in the caption or in an acknowledgments/credits section at the end of the paper.

The preferred method for the submission of photographs is as 35-mm transparencies, but color or black and white glossy prints may also be submitted. Label each illustration with a reference number and mark the direction of orientation. Tables, charts, and line drawings should be submitted as hard copy and must be of laser quality. Always submit tables as hard-copy laser quality printouts, not as formatted word-processing files. Contact the compiler before submitting images created or scanned in electronic format. Do not embed images into your word-processing document but submit them as separate files.

Deadline. The deadline for receipt of submissions is October 1. Send submissions to the compiler: Shannon Zachary, Conservation Services, University of Michigan Library, 837 Greene Street, Ann Arbor, MI 48104-1048; szachary@umich.edu. 734/763-6980.