Publication Ethics and Best Practice Information

Cadernos do Arquivo Municipal (CAM) is a peer-reviewed journal, committed to uphold high ethical publication practices. To this end, the journal promotes the agreement between all parties involved (director, editors, Scientific Board, scientific coordinators, authors, and reviewers) concerning ethical behaviour standards.

This journal defends the following publication ethics principles and malpractice statement, based on the Code of Conduct and Best Practice Guidelines for Journal Editors of the Commission on Publication Ethics – COPE (available here).

1. RESPONSIBILITIES OF THE DIRECTOR AND THE EDITORS

1.1 Editorial Decisions

CAM’s director is the person in charge of Lisbon Municipal Archives, or whoever has similar competences. It is their responsibility to ensure that the journal is published as frequently as it has been decided, that it complies with the editorial policy, and that it enters and remains in international indexed repositories.

The editors are responsible for CAM’s editorial policy.

The duties of the director and the editors include:

• To guarantee the quality of the journal, as well as the fulfilment of its formal aspects, proposing its adaptation when necessary, according to the Instructions for Authors, as well as complying with the legal requirements regarding defamation, copyright violations and plagiarism;
• To guide the invited scientific coordinator(s), authors and reviewers about all their functions, as well as to clarify them about the peer review process, new editorial policies and procedures;
• Establishing a time frame for articles to be submitted, peer reviewed, revised and finalized, alongside scientific coordination to ensure that every deadline is met;
• Publish corrections, clarifications, retractions and apologies whenever necessary.

The director and the editors promote a constant dialogue and cooperation with authors, both in person and through the journal’s online platform.

1.2 Confidentiality, Disclosure and Conflicts of Interest

The director and the editors cannot divulge any information about the submitted manuscripts, except regarding authors and reviewers. They must:

• Refuse to intervene in manuscripts where they have conflicts of interest stemming from competition, collaboration or any relation/ link with authors, corporations or institutions associated with them;
• Guarantee that the unpublished materials divulged in the submitted articles are not used in the research carried out by themselves without the authors’ explicit consent in writing;
• Ensure that the authors’ and reviewers’ identities are protected; certify that the double-blind peer review process is fair and impartial and that the information pertaining to it remains confidential and strictly kept within the editorial sphere;
• Guarantee an adequate selection of reviewers in order to fulfill the journal’s mission of promoting a diversity of published languages, namely Portuguese, Spanish, French and English;
• Develop and maintain a database of relevant reviewers, which should be updated based on their performance;
• Observe the rules of identification, attribution and authorization, the above norms notwithstanding, in the case of manuscripts and essays submitted by invitation, as well as in the re-edition and translation of published texts or texts in other formats – interviews, round tables, etc.

1.3 Editorial Loyalty and Independence

The director and the editors should accept the submission of articles exclusively on the basis of their academic and intellectual merit, regardless of any other factors.

Editorial decisions should not be influenced by policies belonging to other entities. The director has absolute authority over the journal’s editorial content and the scheduling of its publication.

1.4 Research Involvement and Cooperation

The director and the editors should respond to any complaints regarding a submitted or published article by adopting reasonable measures. If they suspect there has been misconduct, the COPE flowcharts available here should be followed.

2. RESPONSIBILITIES OF THE ACADEMIC ADVISORY BOARD

The Academic Advisory Board plays an advisory role and is composed of researchers who hold doctorates, being of recognized merit and with wide experience in academic publications. Its members are invited by the director and provide scientific accreditation to the journal.

It is the role of the Academic Advisory Board:

• To validate the editorial policy;
• To validate the choice of the Scientific Coordinator and the theme of each issue;
• To suggest academic coordinators and themes;
• To propose reviewers to the editors;
• To validate each issue;
• To promote its dissemination.

Any member of the Academic Advisory Board can ensure the scientific review of articles, should the Editorial Board so request.

3. RESPONSIBILITIES OF THE INVITED SCIENTIFIC COORDINATORS

The invited scientific coordinators must:

• Define the guidelines of the thematic dossier they are coordinating, as well as the alignment of articles;
• Provide clear orientation to the authors on the topic/sphere of their contributions and an overview of the issue’s conception;
• Assess the articles exclusively based on their content, considering their importance, originality and clarity, as well as the study’s validity and its relevance to the remit of the journal, regardless of any other factors;
• Guarantee, in collaboration with the editors, the selection of suitable reviewers for every article (whether these were submitted by invitation or after a call for papers).

4. AUTHORS’ RESPONSIBILITIES

4.1 Information Norms

The authors of texts resulting from original research should rigorously account for the work done and present an objective discussion of its meaning. The data underlying their research should be presented in the article with precision. Fraudulent or intentionally imprecise declarations constitute unethical and unacceptable behaviour;

The authors should not submit the same article simultaneously to more than one publication. This behaviour goes against publication ethics and is therefore unacceptable.

4.2 Manuscript Authorship, Originality, Plagiarism and Identification of Sources

The authors should guarantee that their work is original and has not been previously published;

The authorship of the submitted article should be limited to those who have contributed significantly to the conception, design, execution or interpretation of the study in question. Everyone who has made a significant contribution should be indicated as a co-author.
Everyone who has participated in substantial aspects of the research project should be identified as a collaborator;

The author responsible for contacting the journal should make sure that every author is included in the list of authors and that there is a consensus regarding the final draft of the article and its submission for publication;

The authors confirm that the article submitted for publication in CAM is their own contribution, and was not wholly or partly copied from other work (including thesis), by themselves or third parties, unless the respective source is clearly cited;

All sources and studies decisive for the work should be clearly cited;

Plagiarism, in all its forms, constitutes unethical behavior and is unacceptable.

4.3 Conflicts of Interest

Every author should include a statement disclosing any financial conflicts of interest (or others) that might interfere with the results or the interpretation of their manuscript. Where an article results from a funded project, the author(s) commit(s) to disclose all sources of funding.

4.4 Serious Errors in Published Work

When an author notices a serious error or imprecision in their published work he is obligated to immediately notify the journal’s director and editors, cooperating with them to correct or withdraw the article from publication.

5. REVIEWERS’ RESPONSIBILITIES

5.1 Swiftness

Any reviewer who has been asked to assess an article but does not feel qualified to analyze the research described in the article, or who knows that their assessment cannot be completed in the established time frame should immediately notify the editors so that alternative reviewers can be contacted.

5.2 Confidentiality

All articles received within a peer-review process should be treated as confidential documents.

5.3 Editorial Loyalty and Independence

The reviewers assess the articles based exclusively on their content, considering their importance, originality and clarity, as well as the study’s validity and its relevance to the remit of the journal, regardless of any other factors.

5.4 Disclosure and Conflicts of Interest

Any privileged information or ideas obtained in the context of the peer-review process cannot be revealed or used for one’s personal benefit;

The reviewers should not assess articles in which they have conflicts of interest resulting from relations of competition, collaboration, or others, with the authors, corporations or institutions linked to the articles.

5.5 Identification of Sources

The reviewers should point out the cases where citations are not identified in the bibliographic references. They should mention if the observations or arguments taken from other published articles are accompanied by their respective references. They should notify the editors about any significant similarities or coincidences between the manuscript under assessment and any published and/or available text they know;

The reviewers should inform the editors about any copyright law violations or acts of plagiarism.

5.6 Objectivity Standards

Their report must be objectively structured and their observations clearly formulated and founded on solid arguments, so that the authors might use them to improve the articles. Relevant publications should be recommended if they have not been cited.

6. PUBLISHER'S AND OWNER'S RESPONSIBILITIES

The journal Cadernos do Arquivo Municipal is a publication of Lisbon’s City Council. As the editor and owner of CAM, the latter:

• Provides practical support to the director and the editors, so that they may follow COPE’s code of conduct for scientific journals;
• Guarantees the autonomy of editorial decisions;
• Protects intellectual property and copyright law;
• Upholds good practices, according to the norms set up for the journal’s operation.