Submission Deadlines

The following dates are the submission deadlines for Off the Record for 2020:

  • January 6th for Winter 2020 issue
  • March 23rd for Spring 2020 issue
  • June 22nd for Summer 2020 issue
  • September 21st for Fall 2020 issue

Issues are typically released the last week of the month following the submission deadline. For example, if the Spring issue deadline is March 25, the issue it would be released the last week of April. The exception is January, as the submission deadline is always extended past the Christmas holidays. 

Submission Guidelines

Submitting Writing

All submissions, including letters to the Editor, should be accompanied by the author's name, e-mail address and phone number. Please do not forget to include a title for your submission. 

Articles should be short: pieces of 1000 to 1500 words or less are preferred. Please consult with the Editor should you wish to write something longer or shorter. The Editor reserves the right to edit for clarity and length. Authors will be contacted for major re-writes.

Submitting Images

Images submitted for the newsletter cover, to accompany articles, or for other uses may be edited or altered at the discretion of the editor. Please ensure that all images are credited properly and that you have the appropriate rights to publish the image. 

Submission Formats


Please submit writing as a Microsoft Word document. For graphics and custom layouts, the preferred file format is TIFF or JPEG. 

Images should be at least 3 inches or 900 pixels wide and cover images should be at least 6 inches or 1800 pixels wide. The highest possible resolution is always preferred.

Please do not insert images in a submitted article: send them separately. Unless otherwise specified, images will be placed in the body of the text at the discretion of the editor. Other specific layouts should be directed to the Editor upon submission.

In general, submit a hard copy if special software is needed to open the file.

Hard Copy

Hard copy submissions are not accepted except under special circumstances. Please contact the Editor if you wish to submit hard copies of photographs or text. 


Authors retain copyright of all materials published in Off the Record. Authors are responsible for ensuring that they have the appropriate rights to submit, publish and freely disseminate all materials published in Off the Record


Off the Record welcomes advertisers for products of services that are of benefit to the AAO membership. The rates are: 

Full page (vertical, 6.5 x 9 inches): $175
Half page (horizontal, 6.5 x 4.5" or vertical, 3.25 x 9"): $100
Quarter page (3.25 x 4.5" vertical or horizontal): $75

Package deal: Buy advertising for 4 issues in advance and get the 4th issue free. 

Please contact the Editor for details. 

The Archives Association of Ontario (AAO) is led by a committed community of volunteers from across the province. 

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