International Journal of Documentary Heritage (Int J Docum Herit, IJODH)
Article 1 (Purpose)
The purpose of the IJODH Publication Policy is to define and establish rules regarding the functioning and composition of the International Journal of Documentary Heritage hereinafter, IJODH). The IJODH will be a publication of International Centre for Documentary Heritage (ICDH) under the auspices of UNESCO.
Article 2 (Definition)
The IJODH is a thematic academic and professional journal, published annually in English and dedicated to promoting global understanding of all aspects of documentary heritage worldwide, as well as communicating scholarly discussions and good professional practices.
Article 3 (Governing Structure)
The IJODH Governing Structure is composed of one Editorial Committee and the IJODH Secretariat.
Article 4 (Editorial Committee)
4.1. Organization and composition of the Editorial Committee
(1) The Editorial Committee is composed of approximately fourteen (14) members. Each member shall be entitled to one (1) vote.
(2) ICDH appoints members of the Editorial Committee through consultation with the Editor-in-Chief and recommendation of experts from the International Board of Directors of ICDH and takes geographical diversity and gender balance into consideration, and ICDH shall commission them.
(3) The Editor-in-Chief shall be appointed among members of the Editorial Committee, and approved by ICDH. The term of the members of the Editorial Committee, including the Editor-in-Chief, is three (3) years and the extension of the position may be explored by the editorial committee and ICDH.
(4) The Editorial Committee in office may recommend candidates for the next term of the Editorial Committee from among the experts in relevant fields of documentary heritage studies.
(5) In case of a vacancy of a position within the Editorial Committee, ICDH shall appoint, upon the recommendation of the remaining members of the Editorial Committee, a new member. The term of the new member shall be three (3) years, and the extension of the position may be explored by the editorial committee and ICDH.
(6) The Editorial Committee shall meet once a year at an appropriate date before the launch of the publication process. Online meeting can be considered if necessary.
4.2. Duties of the Editorial Committee
(1) The members of the Editorial Committee shall perform the functions mentioned below.
Article 5 (IJODH Secretariat)
5.1. Organization and Composition of the IJODH Secretariat
(1) The IJODH Secretariat (hereinafter “the Secretariat”) shall be established in Research and Development Division of International Centre for Documentary Heritage (ICDH) under the auspices of UNESCO at Cheongju, Republic of Korea.
(2) The Director of the Research and Development Division of ICDH shall take on the role of the General Director and One (1) member of the division shall take on the role of the Deputy General. They will assume these functions during the period of their tenure in the Research and Development Division.
(3) The General Director represents the Secretariat and oversees the affairs of the Secretariat. The term of the General Director shall be the period during which the Director of the Research and Development Division holds the relevant title.
(4) The Secretariat attends the meetings of the Editorial Committee and performs administrative and technical tasks related to publication. This includes organizing copy-editing and proofreading the articles before publication in consultation with the Editor-in-Chief when necessary.
5.2. Duties of the IJODH Secretariat
(1) The Secretariat shall perform the functions mentioned below:
Article 6 (Publication)
6.1 Content and Format of the manuscript
(1) Regarding the content of the IJODH, potential authors may submit academic and research papers and reviews, practical studies, policy briefs, presentation papers, book/exhibition reviews, Memory of the World (MoW) nomination-related contents, training materials, data articles, and narratives.
(2) The format of the manuscripts should follow the IJODH guidelines adopted by the Editor in Chief after consultation with the Editorial Committee. Potential authors may submit academic and research articles and reviews of the academic articles of maximum 8,000 words; and short notes of maximum 3,000 words. However, if deemed necessary, exceptions may apply.
(3) If necessary, potential authors may submit manuscripts with photographs, images and illustrations for which they have obtained the necessary permission to publish in IJODH.
6.2 Conditions for submitting a manuscript
(1) The manuscripts submitted to the IJODH must be original works relating to documentary heritage and may not have been published or presented elsewhere previously. If the manuscript submitted to the IJODH has been published in other academic journals or if the submission turns out to be a double-submission, or if a proposed paper raises ethical issues, the Editorial Committee reserves the right to cancel the publication of said manuscripts and to refuse the relevant authors’ submission for 3 consecutive years.
(2) Submission by a same author more than twice annually to the IJODH is not allowed.
(3) When a potential author makes a submission to the IJODH, it is highly recommended that the author submits his/her submission on the IJODH website including an abstract (300 words), keywords, images, illustrations, the Agreement on the Collection and Use of Personal Information, and the Ethics Regulation Statement. Submitted reference files, such as images or video clips for which the author holds the copyright, can be uploaded to the journal’s website for a better understanding of the article.
(4) Staff members of the IJODH publication secretariat or the Editorial Committee may be entitled to ask professionals in the field to submit manuscripts on a special theme.
(5) Articles of authors in the same organization cannot exceed 40% of the entire articles published in the issue.
(6) Before the paper is published, the author (including co-authors) shall assign his/her/their copyright to ICDH by means of a contract or license for publication, distribution, dissemination, communication, adaptation or any other right deemed necessary for the IJODH.
6.3 Publication process
For any publication of the IJODH, the following process will have to be respected by the Parties involved:
(1) IJODH Editorial Committee shall decide on the annual theme at IJODH’s Annual Meetings.
(2) Call for papers will be prepared by the Editorial Committee and shall be disseminated within the networks of ICDH and related organizations of the Memory of the World (MoW) Programme. The call for papers should contain all the necessary information as well as submission deadlines for potential authors.
(3) Once the call for papers is sent out, the proposals are sent directly to the IJODH Secretariat by the potential authors.
(4) The Editorial Committee is responsible for the review and editorial process as detailed in Article 8 of the Publication Policy.
(5) The IJODH shall be published on the 30th of November of each year; however, this date may be changed with the agreements of the Editorial Committee.
Article 7 (Review commission and refereeing)
(1) The Editor-in-Chief is responsible for providing a ranking of the manuscripts submitted for the theme of the IJODH.
(2) The Editor-in-Chief will appoint a review commission for each issue of the IJODH composed of two reviewers for each article submitted. The reviewers are appointed according to their professional and academic backgrounds and should have no conflict of interest with the author. These referees are professionals in the subject or field.
Article 8 (Review and Editorial process)
(1) Decisions regarding the publication of articles shall be made by the Editorial Committee based on comments provided by the peer reviewers.
(2) The selected authors will be contacted by the Editor-in-Chief who will give precise instructions and deadlines to be respected.
(3) The Editor-in-Chief and the members of the Editorial Committee reserve the right to request revisions from the author so that the article is suitable for publication.
(4) The potential authors shall revise the article in accordance with the IJODH guidelines and the evaluation result of the peer reviewers. However, if the review is not acceptable to the author, the author may file an objection immediately.
(5) The Editor-in-Chief reserves the right to decide on the academic relevance of the submitted manuscripts and not to discuss, at the meeting of the Editorial Committee, manuscripts that do not meet the academic standards or that do not relate to documentary heritage. In such cases, the Editor-in-Chief will forward the submitted manuscripts to the authors with the referees’ comments and report to the Editorial Committee and the ICDH within one (1) month.
(6) The evaluation and ranking criteria to be taken into consideration by the peer reviewers are as follows:
Article 9 (Funding)
9.1 General funding
(1) ICDH shall establish a budget for the IJODH and be financially responsible for all costs related to the publication of the journal such as but not limited to printing and distribution. In the event that this situation should evolve according to the ICDH’s financial situation, this agreement can be revised.
9.2 Reimbursement
(1) Air fare and per diems will be provided to the Editor-in-Chief when attending IJODH-related events, including the meeting of the Editorial Committee. The costs will be covered by the ICDH.
(2) Air fare and per diems will be provided to Members of the Editorial Committee when attending IJODH-related events, including the meeting of the Editorial Committee, depending on the budget’s capacity from ICDH and other support organizations.
9.3 Fees
(1) No fees shall be paid to the referees or authors.
Article 10 (Format)
(1) Each issue of IJODH shall be published in English with paper and electronic format.
Article 11 (Publication and distribution)
(1) ICDH has the right to distribute and publish the IJODH in paper or electronic version.
(2) The IJODH is not for sale and shall be distributed to institutions related to UNESCO’s Memory of the World (MoW) Programme.
Article 12 (Others)
Matters not included in this Policy shall be subject to consultation with ICDH.