Guidelines for Authors


Guidelines For Authors

The Electronic Media Review is a publication on the conservation and preservation of electronic, time-based, or new media works of art and cultural heritage. It is published online by the Electronic Media Specialty Group (EMG) of the American Institute for Conservation of Historic and Artistic Works (AIC). The Electronic Media Review compiles post-prints (full text papers, extended abstracts, or abstracts) of papers presented at the EMG specialty group session at the AIC Annual Meeting and independently submitted papers that are of interest to members of EMG.


The Electronic Media Review 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 AIC Annual Meeting are selected by committee and based on abstracts. After presentation, authors have the opportunity to revise their papers before submitting them for publication in The Electronic Media Review; 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 EMG Publications Committee. The Committee considers the general merits and appropriateness of any submission, but does not attempt a detailed review.

Authors of papers with a general interest to the conservation community are encouraged to submit their article to the peer-reviewed publication, Journal of the American Institute for Conservation (JAIC).


Authors may choose between three options for submissions based on AIC presentations:

  1. Paper: EMG strongly encourages the submission of your talk in the form of a paper, and the Publications committee will help guide this process along if needed (please follow submission deadlines below).
  2. Extended Abstract: If a paper is not possible, an extended abstract would allow authors to get their talk published in a slightly less formal manner. This format allows authors to add pertinent photos, images, links, and other information incorporated directly from the text used for a talk. Follow general guidelines below for as many parts as you wish to include.
  3.  Abstract: All authors who have not chosen an option above will have their paper added to the website in the form of the abstract submitted to AIC. Authors will still be invited to review the abstract once it is live.


Authors should submit papers electronically as an email attachment using the EMG approved template or in a common word-processing format such as Microsoft Word (DOC) or Rich Text Format (RTF). Papers should include the following parts (in this order):

  1. Title of paper
  2. Author’s name(s)
  3. An abstract (200 word limit). Do not use acronyms, abbreviations, references, or citations within the abstract.
  4. The text
  5. Acknowledgements (if any)
  6. Appendix (if any)
  7. Notes (limit to no more than 3 endnotes)
  8. References (follow JAIC author-date style)
  9. Further reading (if any)
  10. Sources of materials (if any) listed with supplier name and address
  11. The author’s name(s) with title and contact information. Do not include an author bio.
  12. A list of figure captions (if any).

    Follow the guidelines below for your submission:

  13. Submissions must be in English and formatted to 8 ½ x 11 inch page size with all margins set at 1 inch. 12 point Times New Roman type is required.
  14. Authors are required to follow the JAIC Style Guide and The Chicago Manual of Style. A PDF of the Style Guide is available from AIC at The Electronic Media Review follows The Chicago Manual of Style, 16th Note that this EMG Guide takes precedence, followed by JAIC, and then CMS.
  15. Do not use a number system in section headings (e.g., use “INTRODUCTION” not “1.0 INTRODUCTION”) (This differs from JAIC).
  16. Do not use your word processor’s automatic text-formatting features (e.g., for bulleted or numbered lists); simply type the symbols and text.
  17. Single space text; one space between paragraphs. Do not indent paragraphs.
  18. Use italics, not underlines, where appropriate
  19. For citation of sources, follow the reference style described in the JAIC Style Guide (Chicago Manual of Style author-date system). Do not use of footnotes or endnotes. If necessary, a maximum of three endnotes are allowed.
  20. All artists named in your paper must include life dates at first mention of their name. For example, “John Smith (b. 1956)” or “Jane Smith (1956–2010).”


Websites cited in your article should be listed in the references section in the following order: (1) author name (use shortened abbreviations for organizations, if possible), (2) year posted or copyright, (3) title of webpage or article and include the full name of organizations if you used an abbreviation for the author name (assuming you have not already spelled out the full name within the body text), (4) web address, and (5) date site was last accessed (MM/DD/YY). If a website does not have a date on the webpage, use the year you last accessed the page. Do not include “http://” if a web address includes “www.” If a reference is available in print format as well as online, reference both (see Laurenson example below). For example:

INCCA. 2005. Inside installations: Preservation and presentation of installation art. Netherlands Institute for Cultural Heritage, International Network for the Conservation of Contemporary Art. (accessed 07/20/11).

Laurenson, P. 2008. Authenticity, change and loss in the conservation of time-based media Installations. In (Im) permanence: cultures in/out of time, eds. J. Schachter and S. Brockmann, Pittsburgh: Center for the Arts in Society, Carnegie Mellon University. 150–164. Available at (accessed 09/23/11).

NOTE: Please double check the accuracy of any websites used, as these will now be live links on the website.

The Electronic Media Review is printed in grayscale. Authors are responsible for ensuring that color figures and charts are legible when printed in grayscale. Do not embed figures (images and line art), charts, or tables into the text of your word-processing document but submit them as separate files. Submit all image files in the form of a color or grayscale TIF, JPG (high quality), or PDF file at 300 ppi for photographs. Line art should be at 1200 ppi. Most images should be no larger than 5 inches tall or 7 inches wide. Adobe PDF, Illustrator or InDesign files are acceptable for line art. Tables should be presented as separate word processing (DOC or RTF) files or as a PDF file. Microsoft PowerPoint presentations are not acceptable for submission of figures. Note that screenshots are inherently low resolution and will be printed small if submitted.

Each illustration and table file should be clearly named to indicate the figure, chart, or table to which it corresponds in the text and also include the author’s last name (e.g., fig_1_smith.tif; chart_2_smith.pdf; or table_3_smith.doc). Digital files can be submitted as part of an email attachment (no larger than 5MB) or using a file transfer service such as Dropbox (preferred) or WeTransfer. If submission of images is not possible in electronic format, consult the Program Chair or Managing Editor for further information. All figures, charts, and tables must be called out within the text (i.e., fig. 1, or see table 1) so the designer knows where to place your figures.

Captions for works of art should include the artist name, title of work, date, media or materials, dimensions (in metric), owner (include accession number if applicable), and credit. For works photographed as an installation, include the location and year (e.g., “Installation view at the Solomon R. Guggenheim Museum, 2013”). Provide appropriate credit to the photographer, illustrator, and owner (if other than the author) in the caption or in an acknowledgments section at the end of the paper. If a work of art is not illustrated with a figure, the above label copy information should be included in the body of the text when the work is first mentioned.


As of 2013, papers will be published directly on EMG’s website. Color figures and charts will be reproduced in color for the website. Print on demand will continue to be an option, and images will be printed in black and white.


Authors are required to provide EMG with a signed copy of The Electronic Media Review “Permission to Publish” form at the time of initial submission. 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 and payment of any applicable fees.

Authors will have the opportunity to review all edits to their papers prior to final preparation of the print on demand PDFs.


Authors, not EMG or AIC, own the copyright on the material they publish in The Electronic Media Review. 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 Electronic Media Review must seek permission from the authors, not from EMG, or AIC.


The deadline for submissions is July 31, during the year of presentation at the Annual Meeting. Authors must inform the Managing Editor of their decision for submittal format by June 15th.

Send submissions to the Managing Editor:
Briana Feston-Brunet
Hirshhorn Museum and Sculpture Garden
Independence Ave at 7th St SW
Washingon, DC 20013