Submissions

Author Guidelines

Introduction

All contributors should use this Style Guide.

Content for submission must be submitted electronically via email and be in an editable form. Documents should be in Word (e.g., .docx) and figures and images should be saved as .jpg or .tiff.

If Word cannot be used, use a format readable by Word, such as an Open Office or .rtf format.

Please use the templates provided by the Editorial Team to ensure that submitted content matches the style outlined in this guide. Templates are available via the ARANZ website or from the Archifacts Editor.

Suggested word counts

• General articles and case studies on any topic relating to records, archives or information management - around 1500 to 6000 words
• Double-blind peer reviewed articles that are more detailed, ‘academic’ and/or research focused - around 5000 – 7000 words.
• Opinion pieces relating to records, archives or information management – around 1000 - 1500 words.
• Short reviews of books, training courses, blogs, Podcasts, exhibitions, services etc. relating to records, archives or information management - around 300 – 500 words.
• Summarised person-related content such as ‘getting to know you’ articles and celebratory pieces - around 200 – 500 words
• Obituaries – around 500 – 1000 words
• Other ‘standard’ section articles – around 200 – 500 words

 Suggested word counts do not include words in tables, references, captions, or Endnotes.

Language

Content will be accepted in English and / or Te Reo.

Guidance on writing for publication can be found here: https://www.wordy.com/writers-workshop/best-practice-content-writing/

Guidance on Te Reo for publication can be found here: https://www.reomaori.co.nz/orthography

Spelling

When writing in English, please use New Zealand English spelling.

Example:

Use recognise, not recognize.

Use labour, not labor.

Macrons and other diacritical marks

All words must be written using correct and consistent macrons and other diacritical marks.

Example:

Use Māori, not Maori.

Glottal stops, and other phonetic notations, should be used where appropriate.

Examples:

• Hawai’i
• ʻ'O tagata.

Initialisms and acronyms

All initialisms and acronyms should be written in full the first time they are used.

To improve the readability of papers, especially for readers whose first language is not English, use only widely understood initialisms (e.g., USA, UK, OECD, ICA).

Example:

…from the International Council on Archives (ICA). The ICA states…

 For archival initialisms, do not assume that all readers will understand usage (for example, using A&D for arrangement and description).

Format

Content must be submitted as Word documents (.doc or docx) using:

• Times New Roman 12-point font.
• 2- line spacing between rows. 
• Justified spacing across rows.
• An indented first sentence at the start of every paragraph.

Use the templates to help ensure correct format. Templates are available via the ARANZ website or from the Archifacts Editor.

Endnotes

Please use endnotes (not footnotes) for any page notes. 

Endnotes should not be used for source references. For these, use in-text references instead. (See referencing section below for guidance).

Use Arabic (e.g., 1) not Roman numbers (e.g., i) for endnote numbers within your text. (If you are not sure how to do this, contact one of the Editorial Team).

Place endnote numbers after the relevant content and any grammatical mark. For example, if you add an Endnote for something that ends in a comma, you will add the Endnote after the comma, not before. The same goes for full-stops.

Example:

An endnote number is applied after the full stop.¹

Referencing

Referencing is the process used to link the content you quoted or paraphrased in your work back to its original source.

You need to reference all sources you:

• Quote from
• Summarise
• Re-write ideas from
• Reproduce (e.g., images)

Archifacts uses the APA 7 style for referencing. This means that all sources used within the text need to have in-text references (for example, Welland, 2023, p.2) and a corresponding full reference in a reference list situated at the end of your article.

A quick guide to using APA 7 can be found here: https://www.waikato.ac.nz/assets/Uploads/Student-life/Academic-integrity/apa-quick-guide.pdf.

Or for more extensive guidance:  https://auckland.libguides.com/apa7th.

Quotes

Quotes less than 40 words can be added into the paragraph you are writing with double quotation marks.

 Example:

 “This is a short quote”.

Concluding quotation marks go after the final quoted word.

Every short quote needs to have an in-text reference to its source with it. For example, (Welland, 2026, p. 2).

In-text references for quotes should always have a page number added unless the source does not have page numbers.

Quotes of more than 40 words need to be formatted as a separate, indented (at both ends), paragraph without double quotation marks.

 Example:

This is a quote that is over forty words. It is in Times New Roman 12-point font, and it doesn’t use quotation marks. It is however indented at both ends to highlight it on the page. Quotes other than quotes from a person’s own research should have an intext reference included. For example (Welland, 2026, p.2).

Quotes from participants in your research

Use the formatting style for short and long quotes, but also:

• use italics
• do not add an intext reference but indicate within the text who said what.

Examples:

 Short quote:

 As Interviewee 1 said, “that is what happened.”

OR

“…That is what happened.” [Interviewee 1].

 Long quote:

It has been a long time since [the event] happened. That event changed my life and that of my family. I don’t know if I would like to go through it again, but looking back, it made me the person I am today, so I don’t regret that it happened the way it did [Interviewee 1].

Quotes from the book you are reviewing

Use the formatting style for short and long quotes but:

• do not add an in-text reference
• add the page number of the book in round brackets after the concluding double quotation marks.

Example:

“This is a short quote from a pretend book being reviewed” (p.6).

 Example:

This is a quote from a pretend book being reviewed that is over forty words. It is in Times New Roman 12-point font, and it doesn’t use quotation marks. It is however indented at both ends to highlight it on the page (p.6).

Quotes from books that are not from the book being reviewed should have in-text references. Titles of publications other than the book being reviewed should be written in italics, with an intext reference.

Example:

The secret life of cats: Everything your cat would want you to know (Bessant, 2009).

Using italics for emphasis

It is recommended that use  of italics (outside of use for participant quotations and book titles) is reserved for emphasis or more unusual phrasing where you would normally use quotation marks.

Example:

Instead of:

This situation was ‘odd’, to say the least.

Use:

This situation was odd, to say the least.

If you emphasise a word within a quote, you need to say that you have done this within your intext reference by writing

Emphasis added.

after the reference. 

Example:

(Rylance, 2006, p. 104. Emphasis added).

If an emphasis already exists within the quote, write

Emphasis in the original.

after the reference.

 Example:

 (Rylance, 2006, p.104. Emphasis in the original)

Figures and images

Figures and images must be saved as separate .jpeg or .tiff files and each file individually named. For example, ‘Image 1’, ‘Fig 1’, etc. Attach these files with the article / review etc. when emailing it for submission.

In the text, use the saved name of the fig, graph, or image to identify where you want it to be placed.

Example:

[Figure 1]

[Image 1]

Directly under each description in square brackets, write the description of the figure or image in bold Times New Roman 10-point font, along with the source of the figure or image for referencing purposes.

Example:

[Figure 1]

Title of figure. [Source: Author (or Organisation) Remember to add copyright and permissions information if necessary)].

[Image 1]

Title of image. [Source: Author (or Organisation) Remember to add copyright and permissions information if necessary)].

Scanned images

All scanned images should be as follows:

• 1200 dpi for line art
• 600 dpi for grayscale
• 300 dpi for colour and black and white

Photos of authors

Head and shoulders photos of authors are recommended, but not compulsory.  All photos need to be clear, and of reasonable resolution for publication (300 dpi). Save each author photo as a separate file.

Brief biographies of authors

Each author should have a brief biography. This should be no more than 100 words and formatted according to the Brief Biography template.

Questions and correspondence

All questions and correspondence relating to style should be sent to Editor@ARANZ.org.nz.

Version: February 2026