Journal of Contemporary Archival Studies 1 Draft Workplan. Submitted by. Michael Lotstein, CA. Records Services Archivist. Manuscripts and Archives
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1 JournalofContemporaryArchivalStudies 1 DraftWorkplan Submittedby MichaelLotstein,CA RecordsServicesArchivist ManuscriptsandArchives YaleUniversityLibrary May14, Thisproposalshouldbeconsideredaworkinprogress,subjecttorevisionduringthecourseofdevelopment. MuchoftheproposedcontentisbasedonthebusinessplanoftheJournalofWesternArchives,anopenaccess journalhostedbytheutahstateuniversitydigitalcommons.thebusinessplanmaybedownloadedfromthe Bepresswebsite:
2 I. Introduction TheJournalofContemporaryArchivalStudiesisanopenaccessjournaltobehostedandmanagedby theyaleuniversitylibraryinstitutionalrepositoryincollaborationwithnewenglandarchivists,an archivalprofessionalorganization.themissionofthejournalofcontemporaryarchivalstudieswillbe tofurtherawarenessofissuesanddevelopmentsintheworkofprofessionalarchivists,curators,and historians,andserveasalocusforgraduatestudentsandprofessionalsinlibraryscience,archival science,andpublichistorytocontributeoriginalworksofresearchandinquiryforpeer reviewand publication. II. Rationaleforanewjournal TheJournalofContemporaryArchivalStudieswillhavetheunequivocaladvantageofbeingpublishedon anopensourceplatform,freeofcharge,withouttheneedofmembership,andpublishedonanarticleby articlebasis.asuccessfulexampleofthisopenaccessmodelisthejournalofwesternarchives,a peer reviewedjournalhostedbytheutahstateuniversitydigitalcommons 2.Sinceitsdebutin October,2008throughDecember,2012therehasbeen5,143full textdownloadsofthecontentfrom thejournalofwesternarchives 3. III. BenefitsofOpenAccess TheYaleUniversityinstitutionalrepositorywillbeimplementedthroughtheBerkeleyElectronicPress DigitalCommonsplatform,whichwasspecificallydesignedtohostonlineacademicandprofessional journals 4.Themainbenefitofopenaccesstoauthorsisthatitallowsthemtoretaincopyrighttotheir workandthroughtheapplicationofmodernlicensesisabletomaketheirwritingsavailableamong multipleonlinevenuesoutsidethejournalthroughoutanauthor sprofessionalcareer.toensurethat thejournalofcontemporaryarchivesisasaccessibleaspossible,itwillbeindexedbyboththedirectory ofopenaccessjournals 5 whichcurrentlyindexes1,271openaccessjournalsintheunitedstatesand thousandsmoreinover120countriesandbygooglescholar.digitalcommonsincludessite wide searchfunctionality,aswellasrssfeedsandanopenarchiveinitiative(oai)responder.inaddition,all DigitalCommonscontentismadeavailablethroughanaggregatedsearchthroughtheBerkeley ElectronicPresswebsite,whichinturnindexesarticlesforinclusioninveryrobustGooglesearching. ThemainbenefitofopenaccessthroughtheDigitalCommonsforpublishersisthewiderangeof featuresbepressprovidesforthepublicationofcontent.thebasisofpublishingonthedigital Content referstoresearchandwork in progressarticles,reviewsandcasestudiespublishedbythejournalof WesternArchives.Daines,J.Gordon. Re:statsforJournalofWesternArchives. MessagetoMichaelLotstein.14 Jan.2013.E mail. 4 journals/. 5
3 CommonsisEdikit 6,aneditorialmanagementapplicationthatelectronicallyoverseestheeditorial, reviewandpublicationprocess.submissions,metadataindexing,andcommunicationbetweenauthors, editorsandpeer reviewersareallmadedirectlyovertheweb,includingautomatede mailremindersto anypartythatisbehindschedule.thedistinctadvantageofeditorialmanagementviatheinternetis self evidentwhendealingwiththedemandsofageographicallydistributedjournalstaffandauthors. IV. ParticipatingInstitutions Thefollowingarchivalprofessionalassociationsandacademicinstitutionswillbeparticipatinginthe creationandmanagementofthejournalofcontemporaryarchivalstudies: 1. YaleUniversityLibrary.YaleUniversityLibraryincludestheManuscriptsandArchives departmentatsterlingmemoriallibraryandthebeineckerarebookandmanuscripts Library.YaleUniversityLibraryhasagreedtohosttheJournalofContemporaryArchival Studiesandfundtheone time$1,500.00feetoberkeleyelectronicpresstoestablishthe journalspaceontheinstitutionalrepository.allotherfeesassociatedwithsite maintenance,designandimplementationofthejournalthroughtheberkeleyelectronic PresswillbecoveredbytheYaleUniversityLibrary slicensingfee. 2. NewEnglandArchivists(NEA).NewEnglandArchivistsistheregionalorganizationofpeople whoorganize,describe,preserve,andprovideaccesstohistoricalrecordsinavarietyof formats.itofferseducationalopportunitiesandprovidesvenuesforprofessionaland volunteerarchiviststogatherandshareexperienceswithcolleagues 7. Otherinstitutionshaveexpressedinterestinparticipatingaspeer reviewersorasinformalsponsorsof thejournal: 1. UniversityofMassachusettsBostonDepartmentofHistory. 2. SimmonsCollegeGraduateSchoolofLibraryandInformationScience. V. StaffingandFinances StaffingoftheJournalofContemporaryArchivalStudieswillcomefromvolunteersaffiliatedwithYale UniversityLibraryandNewEnglandArchivistsandtaskedwiththemanagementofthejournalandfor thepeerreviewprocess.principalmanagementofthejournalwillderivefromtheeditorialboard. SectionTenofthebusinessplanfortheJournalofWesternArchives, OrganizationandStaffing providesanidealmodeltoadoptintheestablishmentofanorganizationalstructureforthejournalof us/about us.html.
4 ContemporaryArchivalStudies 8.Thefollowingisaproposedorganizationalstructureforthe managementofthejournal: ManagingEditor.TheManagingEditorwillberesponsibleforsubmittingcallsforarticlesand otherjournalcontent,managingdeadlines,orientingneweditorialboardmembers,overseeing theselectionofpeer reviewers,andmanagingthepublicationprocess.themanagingeditor servesa3 yearrepeatableterm. EditorialBoard.InadditiontotheparticipationoftheManagingEditor,YaleUniversityLibrary (MSSA/Beinecke)andNewEnglandArchivistswillhavetheoptiontoappointatleastone memberoftheeditorialboard.editorialboardmemberswillberesponsibleforidentifying peer reviewers,reviewingassignedarticlesandoverseeingthepeerreviewprocess,soliciting contentforthejournalandmarketingthejournal.editorialboardmemberswillservea3 year repeatableterm. PeerReviewers.PeerreviewerswillbeappointedbymembersoftheEditorialBoardwithfinal approvalbythemanagingeditor.peerreviewerswillreadandevaluatecontentforaccuracy andprofessional/historicalsignificance.peerreviewerswillmakerecommendationstothe EditorialBoardontheefficacyofarticlesaspartofthefinalapproval/rejectionprocess.Peer reviewerswillserve2 yearrepeatableterms. TechnologyAssociate.TheTechnologyAssociatewillworkwitharegionalrepresentativeof BerkeleyElectronicPresstocreatethelayoutofthejournalandfinalizethelayoutwiththe approvaloftheeditorialboard.otherdutieswillincludefinalproofingofgalleysanduploading ofcontenttothedigitalcommonsandserviceasliaisonbetweentheeditorialboardanddigital Commonsconcerningtechnicalsupportissues.TheTechnologyAssociateservesa2 year repeatableterm. Copyeditor.Afor hirecopyeditorwillbetaskedwithcopyeditingofarticlespublishedona submission by submissionbasis.thisservicewillbetheonlyongoingfinancialconsiderationfor thejournal.otherconsiderationswillbecoveredeitherthroughvolunteerstaffingorbyyale UniversityLibraryandNewEnglandArchivistsfortheestablishmentofthejournalitself.An estimateforcopyeditingcomesfromjeffreyschier,seniormanuscripteditorwiththeyale UniversityPress.Thisestimateforscholarlyjournalarticlesthatinvolvespecializedlanguage andcitationscomesinat$30perhour.atthreepagesperhour,ifthejournalpublishes pagesofcontentperyear 9 thecostforoneyearofcopyeditingwillbe$500to$1,000peryear. IfthiscostisdividedequallybetweenYaleUniversityLibrary(MSSA/Beinecke)andNewEngland Archivists,thecostwillrangefrom$167to$334dollarsperyear.Inordertoensurethatthe Schier,Jeffrey. RE:copyeditorforarchivaljournal.MessagetoMichaelLotstein.14May2013.E mail.
5 maximumamountofmaterialisabletobepublishedinthefirstfullyearofoperation,partners shouldcontributethemaximumof$334dollars.likethejournalofwesternarchives,the JournalofContemporaryArchivalStudieswilloperatewitha net zero orbreak evenresult. Anysurplusaccruedwillbecarriedovertothenextapplicableyearandserveascontingency fundstocoveranybudgetaryshortfalls.othersourcesofpotentialrevenueforthejournalmay beprint ondemandservices,merchandizingajournallogo,anddirectdonations. VI. Submissions SectionfourofthebusinessplanoftheJournalofWesternArchives, JournalDescription describesthe audience,concepts,andcontentsoughtfromprospectiveauthorsforsubmission 10.Ultimately,manyof thesamegoalswillbepartofthesubmissionsmodelforthejournalofcontemporaryarchivalstudies. Thejournalwillfeatureresearcharticles,casestudies,literaturereviews(book,web based, multimedia),work in progressarticles,andconferencereportsthatemphasizeuniqueintellectualand technologicaldevelopmentsinthearchivalprofession. AllmanuscriptsubmissionswillbemadeelectronicallythroughtheBerkeleyElectronicPress Digital Commonsplatform.SectionsixofthebusinessplanoftheJournalofWesternArchives, Editorialand CopyrightConsiderations providessomeexcellentpreliminarysubmissionguidelinesaslistedbelow Allsubmissionsmustbedouble spacedthroughout,includingallquotations. 2. Researcharticlesandcasestudiesshouldbenolongerthan15 20pages;work in progress articles,reviewessays,andconferencereportsshouldbenolongerthan5 10pages. 3. ThesubmissionfileshouldbeinMicrosoftWordorRTFformat. 4. AllsubmissionsmustconformtothecurrenteditionoftheKateTurabian samanualforwriters oftermpapers,thesesanddissertations,includingendnoteformat. 5. Authorsareresponsibleforallstatementsmadeintheirworkandforobtainingpermissionfrom copyrightowners. 6. Authorsshouldprovideabriefbiographicalsketch. 7. Photographsandillustrationsarewelcome. AsstatedinSectionIIIoftheproposal,authorswillretaincopyrighttotheirworkwhilegrantingthe journalrightoffirstpublicationwiththeworksimultaneouslylicensedunderacreativecommons AttributionLicense: nc/3.0/,whichallowsotherstosharethe workwithacknowledgementofthework sauthorshipandinitialpublicationinthejournalof ContemporaryArchivalStudies AmoredetailedlistingofsubmissionguidelinescanbefoundattheJournalofWesternArchives:
6 VII. EditorialConsiderations MuchoftheworktobedonebytheappropriatemembersoftheEditorialBoardonceasubmissionhas beensentwillbeconductedwithinthedigitalcommons Edikitsoftware.Submissionsareroutedbythe systemtothemanagingeditorwhothenassignsamemberoftheeditorialboardthesubmissionvia .theeditorialboardmemberselectstwopeerreviewersfromamasterlistmaintainedbythe ManagingEditorandforwardsthesubmissionstothemforevaluationaspartofadouble blindreview process.specificcriteriausedbypeer reviewerstoevaluatetheefficacyofanysubmissionswillneedto beestablishedbytheinauguraleditorialboardpriortothejournalacceptinganysubmissionsforreview. Oncethepeer reviewershavecompletedtheirevaluationofthesubmissiontheirrecommendation alongwiththeirnotesaresenttotheeditorialboardmemberwhomakesthefinalrecommendationto themanagingeditor,whonotifiestheauthorviaedikit sautomatednotificationsystemwhetherthe submissionhadbeenacceptedforpublication.allofthesestepsareconductedeitherviae mailor throughedikitduringtheentireprocess 12.Thecriteriaandproceduresforthecopyeditingprocesswill bedevelopedbytheinauguraleditorialboard. VIII. Marketing Arobustmarketingcampaignwillhopefullyensurearegularstreamofsubmissionstothejournalas wellaspotentialfinancialassistanceviaprivateorinstitutionaldonations.possiblemarketingmediums mayinclude: Organizationalnewsletters ArchiveandArchivistsListservsponsoredbytheSocietyofAmericanArchivists Listservsofotherregionalprofessionalarchivalorganizations Participationinmarketingtablesatorganizationalannualand/orseasonalmeetings Targetede mailstoappropriateregionalarchivalandacademicinstitutions Merchandisingisanotherwaythejournalcanberegionallymarketed.Sectionnineofthebusinessplan ofthejournalofwesternarchives, Markets,Marketing,SalesandPricing outlinesthesaleof merchandisethroughcafépress,whichissoldthroughtheirwebsiteandisresponsibleforcustomer service 13.Itemsforsalemayincludeprint on demandissuesofthejournalwhichwouldcontainayear s worthofcontent,t shirts,mugs,caps,pencils,postcardsorotheritemswhichbearthejournallogoand URLonthem.AcomprehensivemarketingcampaignshouldbeapriorityoftheinauguralEditorial Boardpriortothelaunchingofthejournal. 12 Sommers,Thomas. Re:anotherjournalquestion.MessagetoMichaelLotstein.15Jan2013.E mail. 13
7 IX. Conclusions TheJournalofContemporaryArchivalStudies,hostedbytheYaleUniversityLibraryinstitutional repositorywillbeabeneficialresourceforstudentsandnewlymintedprofessionalarchivists,curators, aswellasestablishedprofessionalslookingtopublishon demand.asthejournalofwesternarchives clearlydemonstrates,opensource,peer reviewedpublicationsareanexcellentvenueforprofessional publication,andthecreativecommonsattributionslicenseallowsauthorstoretaincopyrighttotheir workandposttheworkontheweborinotherformats.
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