ELECTRONIC FILING

Electronic Archiving and Digital Preservation Policy

1. Purpose

The journal establishes this electronic archiving policy to maintain the integrity, traceability, and continued accessibility of the scholarly publication record. The policy covers the storage of published content, operational backups, service recovery, and long-term preservation planning.

2. Scope of the Archive

The content covered by archiving includes:

  • The official published version of each article (Version of Record).
  • Article metadata, including the title, author names, affiliations, abstract, keywords, publication details, and DOI, where available.
  • Supplementary files published with the article.
  • Copyright and reuse license information.
  • Correction notices, retraction notices, or expressions of concern associated with the article.

Submission files, reviewer reports, editorial correspondence, and personal data are managed as restricted documents in accordance with institutional confidentiality and retention requirements. These documents do not automatically form part of the public archive.

3. Storage and Access

Articles and metadata are maintained through the journal platform. Journal management endeavors to ensure that files remain readable, downloadable, and discoverable using article identifiers and publication details.

Archiving does not alter copyright ownership or the article license. Reuse of content is governed by the license stated in each article.

4. Operational Backups

Journal management and the designated information technology unit are responsible for establishing and implementing regular backup procedures.

Backups must include the database, article files, supporting files, and configurations required to restore services. Backup copies are stored separately from the production system, with appropriate safeguards and access restrictions.

Backup frequency, copy retention periods, responsible personnel, and recovery procedures are specified in the institution's operational procedures. Backup success is checked, and recovery capability is tested periodically.

5. Long-Term Digital Preservation

Journal management is responsible for developing preservation mechanisms that support the continuity of content availability if the primary platform becomes unavailable.

Backups for operational recovery are distinct from long-term preservation. The presence of an archive on the journal's website or the existence of backup copies does not, in itself, demonstrate that the content has been preserved by an independent service.

If the journal uses an external preservation service, the policy page will state the service name, the content or issues covered, and any available verification information. A statement of participation is included only after the service status and acceptance of the content have been checked.

6. Content Integrity and Changes

Journal management checks file readability, completeness, and integrity and records significant maintenance actions.

Substantive changes to published articles must follow the journal's correction policy and be accompanied by a traceable notice. Retracted articles remain in the publication record with clear labeling and a link to the retraction notice.

Content restriction or removal is undertaken only in exceptional, justifiable circumstances, such as legal, privacy, or safety concerns. Wherever possible, metadata and a notice explaining the reasons for the action remain available.

7. Platform Migration and Disruption Recovery

In the event of a domain, server, or platform migration, journal management endeavors to transfer articles, metadata, supplementary files, and post-publication notices in full. Previous links are redirected, and DOI destination URLs are updated where necessary.

In the event of disruption or data loss, recovery is undertaken using the available backup copies. Disruptions that significantly affect access to content are communicated through available official channels.

8. Cessation of Publication

If the journal ceases to publish new articles, the publisher endeavors to ensure that previously published content remains accessible through an institutionally maintained archive or an agreed preservation service.

Continuity planning includes designating the party responsible for maintaining the archive, transferring files and metadata, and informing readers of the access location. Where external preservation is used, access is governed by the terms of that service.

9. Responsibilities and Review

The publisher is responsible for establishing institutional support for archiving. Journal management coordinates content completeness, while the designated information technology unit handles backups, security, and system recovery.

This policy takes effect on the date announced on the journal's website and is reviewed periodically. Archiving information is updated whenever the mechanisms, service providers, or scope of preserved content change.