Author Guidelines

  Submitting Manuscripts to Archivaria
  Types of Submissions
  Format and Style
  Submission Procedures


All questions regarding submissions, excluding book and exhibition reviews, should be directed to the General Editor, Jennifer Douglas (

To contact any other member of the Archivaria Editorial Team, please use the following links:

Submitting Manuscripts to Archivaria

Prospective authors are invited to submit manuscripts for consideration in either of Canada’s official languages, English and French. Material submitted for publication must be original work that is not under consideration for publication elsewhere and that has not been previously published in its present form.

Each submission to Archivaria is judged on a case-by-case basis through a rigorous editorial review and peer assessment process. Qualified readers evaluate all manuscripts (including articles for Studies in Documents and Counterpoint) through a double-blind peer review process. Any substantive editorial changes will be cleared with authors before publication.

Each author of every article, review, or obituary that is published in Archivaria will receive a complimentary copy of the journal issue in which his/her piece appears. Complimentary PDFs will also be provided to authors who request them.

Types of Submissions

Archivaria includes several different sections, accommodating a wide range of submissions of different types and lengths:

  • Letters to the Editor: Short rejoinders to previously published material, and communications of new information, corrections, criticisms, etc.
  • Articles: Theoretical and otherwise scholarly treatments of subjects based upon in-depth research and/or extensive reflection.
  • Studies in Documents: Scholarly articles on archival documents or bodies of documents, including their origins (context of creation), functions (original, subsequent, and current), structure, evolution, and/or content.
  • Counterpoint: Provocative and challenging pieces, presentations of new arguments or opinions, article-length rejoinders to previous Archivaria publications, and trial balloons.
  • Communications: Articles describing developments or events in the Canadian and international archival community, technical information, and/or descriptions of procedures or practices likely to be of interest to the readers of the journal (excludes shorter notes on these and other topics, which appear in the ACA’s newsletter, The Bulletin).
  • Book Reviews and Notices: Critical assessments of books and other publications judged to contribute to the themes explored in the journal.
  • Exhibition Reviews: Critical assessments of the purposes, themes, preparation, presentation, and educational potential of physical or virtual exhibitions of archival documents. Emphasis should be on the analysis of archival and historical issues raised by an exhibition and/or related publication, using examples from the exhibition to illustrate the author’s critical assessment.
  • Obituaries: Short biographical pieces memorializing individuals who have made a significant contribution to the Canadian archival community.


Format and Style

The purpose of Archivaria is to educate, explore, and stimulate through the communication of ideas and information. Therefore, the writing must be clear, correct, and easy to read. Indeed, the more complicated or abstract the ideas, the greater the requirement for direct and unpretentious prose. Acronyms should be used sparingly, technical terms defined in simple words, and jargon avoided wherever possible. Authors should also avoid unsuitable statements concerning ethnicity and race, gender, sexual orientation, disability, etc.

Sources are to be cited using footnotes as set out in the Chicago Manual of Style, 16th ed. (Chicago, 2010) or Kate L. Turabian, A Manual for Writers of Term Papers, Theses, and Dissertations, 7th ed. (Chicago, 2007).

Archivaria has developed an in-house style guide for authors. For the English version, please click here: Archivaria Style Guide. For editorial guidelines in French, please refer to Avis aux auteurs. For issues not addressed in the in-house style guide, Archivaria has adopted the Chicago Manual of Style, 16th ed. (Chicago, 2010).

Those wishing further guidance in matters of format and style are invited to consult the standard reference works on writing and usage. For writing in English, the editors highly recommend William Strunk, Jr. and E.B. White, The Elements of Style, 4th ed. (New York, 2000). Additional help in achieving clear, direct writing may be found in The New Fowler’s Modern English Usage, 3rd ed. (Oxford, 1996), The Canadian Oxford English Dictionary, 2d ed. (Toronto, 2004), and Wilson Follett, Modern American Usage: A Guide, rev. ed. (New York, 1998). A useful, albeit somewhat technical, work is Editing Canadian English, 2d ed. (Toronto, 2000).


Submission Procedures

Manuscripts should be submitted in electronic form as an email attachment in MS Word or Rich Text Format (RTF).

All text and footnotes should be double-spaced.

A typical manuscript will not exceed 8000 to 10,000 words including tables, footnotes, and appendices. Manuscripts that greatly exceed this will be critically reviewed with respect to length. For shorter pieces, such as Studies in Documents, the word count is typically 4000 to 5000 words.

Abstract and Biographical Sketch
Along with the manuscript, authors of articles (including articles for Studies in Documents and Counterpoint) are asked to provide an abstract (150-250 words) and a short biographical sketch (no longer than 250 words). The biographical sketch should outline the author’s current and past positions in the archival field, his/her academic background, and any relevant service in the archival field (such as professional committee or editorial work) as well as any publications of note. For examples of abstracts and biographical sketches, please refer to previous issues of Archivaria.

Authors are encouraged to include illustrative material (e.g., photos, maps, etc.) in their submission, as appropriate to the content. Digital copies of these works should be submitted as an email attachment at the time of initial submission. (See below for information regarding technical requirements.) Depending on the situation, it may be appropriate for authors to provide low-resolution images with the initial submission and submit publication quality copies once the article has been accepted for publication.

Image Checklist
At the time of initial submission, authors must also provide the completed Author Checklist for the Use of Images in Archivaria, which is a list of the illustrative material that the author wishes to use and a complete statement of all rights and permission requirements to use reproductions of works in which the rights are owned by third parties. (See below for information regarding rights and permissions.) Archivaria reserves the right to refuse to publish any article where rights or licensing agreements related to third-party material are time limited or otherwise restrictive of future use.

Technical Requirements for Images
For the purposes of publication, Archivaria will accept JPEG format, 300 dpi or 1,800 x 1,500 pixel range with a file size in the 500-700 KB range. (If using Adobe Photoshop, an 1,800 x 1,500 pixel image saved in medium JPEG compression should create a file in the 500 KB range.) Whenever possible, scanned images should be produced from the original photograph in order to ensure the highest possible quality for publication.

Rights and Permissions
Authors are responsible for compliance with copyright and intellectual property requirements, including the “fair use” of quotations. Accuracy in citations is the responsibility of the author, as is conformity with established citation style as outlined above.

Authors whose articles include reproductions of works in which the rights are owned by third parties must obtain written permission from the rights holder(s) for the use of such material, and provide Archivaria with copies of all such permissions. Archivaria does not provide funding to authors for fees associated with reproduction costs or copyright clearance.

Last reviewed: 2015-Jul-06


Copyright Notice

Authors of manuscripts accepted for publication retain copyright in their work. They are required to sign the Agreement on Authors' Rights and Responsibilities that permits Archivaria to publish and disseminate the work in print and electronically. In the same agreement, authors are required to confirm that "the material submitted for publication in Archivaria, both in its paper and electronic versions, including reproductions of other works (e.g. photographs, maps, etc.) does not infringe upon any existing copyright."