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 (DOCX) 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:

  1. Submissions must be in English and formatted to 8 ½ x 11 inch page size with all margins set at 1 inch, in 12 point Times New Roman. Single space text; one space between paragraphs. Do not indent paragraphs.
  2. 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.
  3. Do not use a number system in section headings (e.g., use “INTRODUCTION” not “1.0 INTRODUCTION”). This differs from JAIC.
  4. Do not use your word processor’s automatic text-formatting features
    • (e.g., for bulleted or numbered lists); simply type the symbols and text.
    • Do not use footnotes or endnotes in your document. Add bracketed numbers in-text (e.g., [1]) and put note text in the Notes section.
  5. Use italics, not underline, where appropriate.
  6. For citation of sources, follow the reference style described in the JAIC Style Guide (Chicago Manual of Style author-date system).
    • Only add references cited in-text to the References section. Other essential references may be listed in a “Further Reading” section.
  7. 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. Inactive links may be amended by the Review’s editors to point to available archived URLs on the Wayback Machine. Efforts will be made to link to site URLs captured contemporary to the time of research or publication.

Authors are responsible for ensuring that figures (images and line art) and charts are submitted in an appropriate resolution for online legibility. Do not embed figures, charts, or tables into the text of your word-processing document; submit them as separate files. 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.

Submit all image files in the form of a color or grayscale JPG (high quality) or PDF file at 72 dpi. Most images should be no larger than 1200 pixels wide.

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.

Each 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).

All figures, charts, and tables must be called out within the text (i.e., fig. 1, or see table 1) so the publisher 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 the Electronic Media Review’s website. Color figures and charts will be reproduced in color. Print on demand will continue to be an option up to 2014, 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 online publication.


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 call for papers is sent to authors over email by the Managing Editor of the Electronic Media Review  shortly after the Annual Meeting. Independently submitted papers that are of interest to members of EMG may contact the editors for consideration. Authors must inform the Managing Editor of their decision for contribution format by the stated deadline in the call for papers.

The deadline for submissions is in the Fall, during the year of presentation at the Annual Meeting. Publication is targeted for completion in the Spring of the following year.

Contact the Electronic Media Review editors:

Managing Editor: sasha arden
Assistant Editor: Felice Robles