Archiving and Digital Preservation

1. Introduction

Magistra Andalusia: Jurnal Ilmu Sastra (MAJIS) is committed to the long-term preservation, integrity, authenticity, and continued accessibility of the scholarly content it publishes.

The journal recognises that the preservation of scholarly publications is an essential component of responsible academic publishing. Published articles constitute a permanent part of the scholarly record and should remain accessible to researchers, authors, students, institutions, libraries, and the wider public regardless of changes to publishing technology, website infrastructure, editorial personnel, or the journal's future operational circumstances.

This policy establishes the principles and mechanisms adopted by MAJIS to preserve its published scholarly content and associated publication records.

MAJIS currently preserves its published content through the PKP Preservation Network (PKP PN). The journal's Open Journal Systems (OJS) platform is configured to facilitate preservation through the PKP PN when the relevant preservation plugin is enabled and the applicable terms are accepted. In addition, the Editorial Office maintains regular server and database backups as part of its internal preservation and continuity measures.

This policy is intended to ensure that:

  • published articles remain accessible over the long term;

  • scholarly content is protected against accidental loss;

  • publication records remain authentic and complete;

  • digital content can survive technological and infrastructure changes;

  • article metadata and persistent identifiers remain usable;

  • the scholarly record remains available if the journal's website experiences disruption; and

  • appropriate preservation measures are maintained if MAJIS ceases publication.

The policy is aligned with the archiving principles reflected in the JOSI Archiving Policy, which emphasises permanent access, protection against technical failure and cessation of publication, maintenance of authenticity and integrity, third-party preservation, author self-archiving, persistent identifiers, metadata harvesting, and continuity planning.

This policy does not constitute or imply endorsement, certification, or approval by any third-party preservation service.

2. Description

2.1 Digital Archiving

Digital archiving refers to the systematic preservation of scholarly publications and associated digital records to ensure their continued accessibility and usability over time.

For MAJIS, digital archiving encompasses:

  • published articles;

  • article metadata;

  • bibliographic information;

  • DOI information;

  • publication records;

  • journal issue information;

  • relevant editorial records;

  • website content necessary to maintain the scholarly record; and

  • appropriate digital files required for long-term preservation.

Digital archiving is not limited to maintaining a functioning website. Website availability and long-term digital preservation are related but distinct functions.

2.2 Digital Preservation

Digital preservation refers to the policies, procedures, technologies, and organisational measures used to maintain the availability, authenticity, integrity, and usability of digital scholarly content over time.

Preservation should protect content against risks including:

  • server failure;

  • database corruption;

  • accidental deletion;

  • cyber incidents;

  • software or platform changes;

  • hardware failure;

  • natural disasters;

  • institutional changes;

  • website migration;

  • loss of editorial infrastructure; and

  • cessation of journal operations.

2.3 Version of Record

The Version of Record (VoR) is the final published version of an article formally issued by MAJIS.

The VoR includes, where applicable:

  • final article text;

  • final figures and tables;

  • bibliographic metadata;

  • publication information;

  • DOI;

  • licensing information; and

  • other publication elements constituting the definitive published article.

The Version of Record is a primary object of the journal's preservation activities.

2.4 Preservation of Publication History

MAJIS recognises that the scholarly record includes not only the original article but also legitimate post-publication events.

Where applicable, the journal will preserve and maintain links to:

  • corrections;

  • corrigenda;

  • errata;

  • addenda;

  • Expressions of Concern;

  • retraction notices; and

  • other substantive post-publication notices.

Such notices should remain associated with the affected article so that readers can determine the current status of the publication.

2.5 Preservation and Self-Archiving

Journal-level digital preservation and author self-archiving are complementary mechanisms.

MAJIS's Repository (Self-Archiving) Policy governs the conditions under which authors may deposit:

  • submitted manuscripts;

  • accepted manuscripts; and

  • published Versions of Record.

The present policy primarily concerns preservation of the journal's own published scholarly record and editorial infrastructure.

3. Policy Details

3.1 Long-Term Preservation

MAJIS is committed to preserving all formally published scholarly content for the long term.

Published articles should not become inaccessible merely because:

  • the website is redesigned;

  • the OJS platform is upgraded;

  • editorial personnel change;

  • the journal changes technical infrastructure;

  • the journal changes its institutional administration; or

  • publication temporarily ceases.

The preservation of the scholarly record should remain an institutional responsibility.

3.2 Publisher-Managed Archiving and Website Access

MAJIS maintains its official online publication platform through its institutional publishing infrastructure.

The official journal website serves as the primary access point for:

  • published articles;

  • journal issues;

  • article metadata;

  • DOI information;

  • publication notices; and

  • related scholarly records.

The journal's online content is supported by regular server and database backups maintained by the Editorial Office and/or relevant institutional technical infrastructure.

Website availability, however, is not regarded as the sole preservation mechanism.

3.3 PKP Preservation Network

MAJIS uses the PKP Preservation Network (PKP PN) as its principal external digital preservation mechanism.

PKP PN provides a distributed preservation infrastructure for journals using Open Journal Systems.

Where the PKP PN plugin is enabled and the applicable preservation terms have been accepted, MAJIS's published content is deposited through the OJS preservation mechanism.

The use of PKP PN provides an additional layer of preservation beyond the journal's own website and server infrastructure.

3.4 Distributed Preservation

MAJIS recognises the value of distributed preservation because maintaining copies across separate preservation infrastructure reduces dependence on a single server, website, or physical location.

The journal therefore supports preservation mechanisms that reduce the risk of a single point of failure.

The PKP PN mechanism is particularly relevant to this objective because it is based on distributed preservation infrastructure. JOSI similarly identifies PKP PN as part of its preservation strategy.

3.5 Internal Backups

The Editorial Office maintains regular backups of the journal's server and database infrastructure.

Backups are intended to protect against:

  • accidental deletion;

  • database corruption;

  • technical malfunction;

  • failed software upgrades;

  • server failure;

  • operational errors; and

  • other technical incidents.

Where technically feasible, backups should be maintained separately from the primary production environment.

3.6 Preservation of Article Files

MAJIS will preserve the final published article files and associated publication information.

Depending on the publishing infrastructure, preserved materials may include:

  • PDF files;

  • HTML content;

  • XML or structured article data;

  • article metadata;

  • DOI information;

  • issue metadata;

  • figures;

  • tables;

  • supplementary files where applicable; and

  • other files constituting part of the published scholarly record.

3.7 Persistent Identifiers

MAJIS assigns Digital Object Identifiers (DOIs) to published articles.

A DOI provides a persistent identifier that allows readers and indexing systems to identify and locate an article even when the underlying website structure changes.

MAJIS will make reasonable efforts to maintain accurate DOI metadata and ensure that DOI links continue to resolve to the appropriate article landing pages.

3.8 Metadata Preservation

Article metadata constitute an important component of the scholarly record.

MAJIS will preserve and maintain, where applicable:

  • article title;

  • author names;

  • affiliations;

  • abstract;

  • keywords;

  • publication date;

  • issue information;

  • volume and issue;

  • page or article number;

  • DOI;

  • ORCID information where supplied;

  • funding information;

  • references;

  • licensing information; and

  • post-publication status.

3.9 Metadata Harvesting

MAJIS supports the harvesting and dissemination of article metadata through appropriate scholarly infrastructure.

Where technically available through OJS, metadata may be exposed through mechanisms such as:

  • OAI-PMH;

  • DOI registration services;

  • indexing services;

  • abstracting databases;

  • library discovery systems; and

  • scholarly search services.

The purpose is to ensure that article metadata remain discoverable independently of the journal website.

JOSI similarly identifies metadata harvesting as part of its archiving strategy.

3.10 Preservation of Post-Publication Changes

When an article receives a:

  • correction;

  • Expression of Concern;

  • retraction;

  • addendum; or

  • other substantive post-publication notice,

the journal will preserve the relevant notice and maintain an appropriate link between the notice and the original article.

The existence of a correction or retraction should not result in the silent deletion of the original publication record.

3.11 Preservation of Retracted Articles

A retracted article should normally remain part of the archived scholarly record.

The article should be clearly marked as RETRACTED, and the Retraction Notice should remain permanently linked to the article.

The purpose is to preserve publication history while preventing readers from mistakenly treating the retracted article as valid current research.

3.12 Preservation of Expressions of Concern

Expressions of Concern should also be preserved as part of the publication history.

Where an EoC is subsequently resolved through:

  • correction;

  • clarification;

  • confirmation of validity; or

  • retraction,

the relevant records should remain connected so that the history of the article can be reconstructed.

3.13 Author Self-Archiving

MAJIS permits author self-archiving in accordance with its Repository (Self-Archiving) Policy and applicable licensing terms.

The journal currently publishes fully open access under a CC BY-SA 4.0 licence.

Authors may therefore share permitted versions of their work in accordance with the Repository Policy.

Self-archiving by authors does not replace the journal's responsibility to preserve the Version of Record.

3.14 Repository Copies and Article Status

Authors and repository administrators are encouraged to ensure that repository records remain accurate when the journal publishes:

  • corrections;

  • Expressions of Concern;

  • retractions; or

  • other significant post-publication notices.

The MAJIS Repository Policy specifically requires repository records to be updated when an article receives a correction, Expression of Concern, or retraction.

3.15 Continuity of Access

MAJIS will take reasonable measures to maintain continuous access to published content.

Temporary interruptions may occur because of:

  • scheduled maintenance;

  • server upgrades;

  • security incidents;

  • technical failures; or

  • other unavoidable operational circumstances.

Such interruptions should be minimised and, where practicable, communicated to users.

3.16 Journal Website Migration

If MAJIS migrates to a new:

  • domain;

  • OJS installation;

  • server;

  • institutional platform; or

  • publishing infrastructure,

the journal will make reasonable efforts to preserve:

  • article files;

  • article metadata;

  • DOI links;

  • issue structure;

  • publication dates;

  • author information;

  • licensing information; and

  • links to post-publication notices.

Website migration should not intentionally break persistent access to previously published articles.

3.17 Institutional Responsibility

As an academic journal operating within Universitas Andalas, MAJIS recognises the importance of institutional support for long-term preservation.

Where feasible, the journal will coordinate with relevant institutional technical and library services concerning:

  • server infrastructure;

  • backups;

  • digital preservation;

  • repository services;

  • DOI management;

  • metadata;

  • security; and

  • continuity planning.

3.18 Cessation of Publication

If MAJIS ceases publication, the journal will make reasonable efforts to ensure that its previously published content remains accessible.

The preservation plan should prioritise:

  1. continued availability through PKP PN;

  2. preservation of journal content and metadata;

  3. continued DOI resolution;

  4. retention of the journal's publication history; and

  5. transfer or continuation of appropriate institutional preservation arrangements.

Cessation of new publication should not automatically result in deletion of previously published articles.

3.19 Transfer of Journal Management

If responsibility for MAJIS is transferred between editorial teams, departments, faculties, or institutional units, preservation responsibilities should also be transferred.

The incoming responsible body should receive, where applicable:

  • access to the OJS administration system;

  • preservation information;

  • backup information;

  • DOI records;

  • metadata;

  • journal archives;

  • relevant technical documentation; and

  • information concerning third-party preservation services.

3.20 Security and Integrity

Digital preservation requires protection against unauthorised alteration or destruction.

MAJIS will therefore seek to maintain appropriate technical and organisational safeguards for:

  • article files;

  • metadata;

  • databases;

  • administrative records; and

  • backup copies.

Access to administrative and backup systems should be restricted to authorised personnel.

3.21 Authenticity and Integrity

Preserved content should, as far as reasonably possible, maintain the authenticity and integrity of the published record.

The journal should avoid undocumented alterations to the Version of Record.

Where substantive changes are required after publication, they should be documented through the journal's post-publication procedures.

3.22 Preservation of Editorial Records

MAJIS may retain appropriate editorial records necessary to demonstrate the history and integrity of the publication process.

Such records may include:

  • submission information;

  • editorial decisions;

  • peer-review records;

  • author correspondence;

  • publication metadata;

  • correction records; and

  • retraction or Expression of Concern records.

The handling of personal information contained in such records remains subject to the journal's privacy and confidentiality requirements.

4. Technicalities to Achieve and Materialise the Policies

4.1 Publication Formats

MAJIS primarily publishes scholarly articles in digital formats through its OJS platform.

The principal publication format should support:

  • readability;

  • stable citation;

  • accessibility;

  • indexing;

  • long-term preservation; and

  • reliable reproduction of the published content.

Where technically available, the journal may maintain both HTML and PDF representations of articles.

4.2 OJS Infrastructure

MAJIS uses Open Journal Systems as its publishing platform.

The journal will maintain the OJS environment to the extent reasonably possible through:

  • software updates;

  • security maintenance;

  • database maintenance;

  • server maintenance;

  • access-control management; and

  • technical monitoring.

Platform upgrades should be undertaken with appropriate attention to preservation of existing articles and metadata.

4.3 PKP Preservation Network Configuration

The MAJIS OJS installation should maintain the PKP Preservation Network plugin where technically supported.

The Editorial Office should ensure that:

  • the plugin is enabled;

  • the applicable preservation terms have been accepted;

  • preservation status is periodically checked;

  • deposited content is monitored where the system provides such information; and

  • configuration is reviewed after major OJS upgrades.

The journal's current Publication Ethics page states that MAJIS preserves published content through PKP PN and that OJS automatically deposits articles when the PKP PN plugin is enabled and the applicable terms are accepted.

4.4 Server and Database Backups

Regular backups should cover, as appropriate:

  • OJS database;

  • uploaded article files;

  • journal configuration;

  • metadata;

  • issue information;

  • user and publication records necessary for continuity; and

  • other critical system components.

Backup procedures should be tested periodically where feasible to determine whether restoration is possible.

4.5 Backup Separation

Where technically feasible, at least one backup copy should be maintained separately from the primary production environment.

This reduces the risk that a single technical incident will destroy both the operational website and its backup.

4.6 Restoration Testing

Backups should not be regarded as reliable solely because they have been successfully created.

Where resources permit, the responsible technical team should periodically test restoration procedures.

Testing may verify:

  • database integrity;

  • article-file availability;

  • metadata completeness;

  • user access;

  • issue structure; and

  • successful restoration of the OJS environment.

4.7 DOI Management

For each published article, MAJIS should ensure that:

  • the DOI is correctly registered;

  • article metadata are accurate;

  • the DOI resolves to the appropriate landing page;

  • bibliographic information is consistent; and

  • significant post-publication status changes are reflected where applicable.

4.8 Metadata Quality Control

Before and after publication, the Editorial Office should make reasonable efforts to ensure the accuracy of:

  • article title;

  • author names;

  • affiliations;

  • abstract;

  • keywords;

  • publication date;

  • volume and issue;

  • DOI;

  • licensing information; and

  • other core metadata.

Accurate metadata improve both preservation and discoverability.

4.9 Post-Publication Metadata Updates

Where an article is:

  • corrected;

  • subject to an Expression of Concern;

  • retracted; or

  • otherwise materially amended,

the relevant metadata should be updated where the publishing and indexing infrastructure permits.

The original publication information should nevertheless remain traceable.

4.10 Article Version Identification

MAJIS should distinguish, where relevant, among:

  • Submitted Version;

  • Accepted Manuscript; and

  • Version of Record.

The journal's Repository Policy governs the rights and conditions associated with these versions.

4.11 File Naming and Organisation

Where internal preservation systems are used, article files should be organised systematically to facilitate:

  • identification;

  • retrieval;

  • migration;

  • backup;

  • restoration; and

  • auditing.

File naming conventions should avoid unnecessary ambiguity and should, where practicable, incorporate persistent identifiers or other stable identifiers.

4.12 Migration and Format Sustainability

Digital preservation may require migration when file formats or publishing technologies become obsolete.

Where migration becomes necessary, MAJIS should seek to preserve:

  • the intellectual content;

  • article structure;

  • bibliographic information;

  • citation information;

  • figures and tables;

  • metadata; and

  • publication history.

Any significant preservation migration should be documented internally.

4.13 Website and Domain Changes

When the journal website or domain changes, the Editorial Office should:

  • maintain redirects where possible;

  • preserve DOI resolution;

  • preserve article URLs where feasible;

  • update metadata;

  • maintain links between articles and notices; and

  • communicate major changes to relevant indexing or preservation services.

4.14 OAI-PMH and Metadata Exposure

Where enabled by OJS, MAJIS may use OAI-PMH or equivalent metadata mechanisms to expose article metadata to:

  • libraries;

  • indexing services;

  • repositories;

  • aggregators; and

  • scholarly discovery systems.

This supports redundancy of metadata availability beyond the journal website.

4.15 Preservation Monitoring

The Editorial Office should periodically review:

  • whether PKP PN preservation is active;

  • whether backups are functioning;

  • whether DOI links resolve correctly;

  • whether article files remain accessible;

  • whether metadata remain accurate; and

  • whether major technical changes create preservation risks.

4.16 Technical Incident Response

In the event of a significant technical incident, MAJIS should prioritise restoration of:

  1. published article access;

  2. article metadata;

  3. DOI resolution;

  4. journal issue structure;

  5. post-publication notices; and

  6. other records necessary to reconstruct the scholarly record.

4.17 Disaster Recovery

Where possible, the journal should maintain a basic disaster-recovery procedure covering:

  • server failure;

  • database corruption;

  • loss of uploaded files;

  • cyber incidents;

  • prolonged hosting interruption;

  • accidental deletion; and

  • institutional infrastructure failure.

The procedure should identify responsible personnel and available backup or preservation resources.

4.18 Cessation or Extended Interruption

If MAJIS experiences prolonged interruption or cessation, the Editorial Office should prioritise the continued availability of previously published content through available preservation mechanisms.

The journal should, where feasible:

  • maintain PKP PN preservation;

  • retain DOI registrations;

  • preserve article metadata;

  • maintain institutional copies;

  • preserve publication history; and

  • inform authors and readers of significant changes affecting access.

5. Responsibilities

5.1 Editor-in-Chief

The Editor-in-Chief is responsible for ensuring that MAJIS maintains an appropriate long-term preservation strategy.

The EiC should:

  • ensure that the journal has an active preservation policy;

  • oversee continuity arrangements;

  • ensure preservation responsibilities are assigned;

  • coordinate with institutional stakeholders where necessary; and

  • ensure that significant preservation risks are addressed.

5.2 Managing Editor

The Managing Editor is responsible for coordinating:

  • preservation-related administrative activities;

  • metadata maintenance;

  • DOI information;

  • article records;

  • post-publication notices;

  • communication with technical personnel; and

  • documentation of preservation arrangements.

5.3 Editorial Office

The Editorial Office is responsible for:

  • monitoring the journal's online archive;

  • maintaining appropriate publication records;

  • ensuring that published content is preserved;

  • coordinating backups;

  • monitoring preservation services where possible; and

  • reporting significant preservation problems to the appropriate institutional personnel.

5.4 Technical/IT Support

Relevant technical personnel are responsible for supporting:

  • server maintenance;

  • database backups;

  • system security;

  • OJS maintenance;

  • restoration procedures;

  • software upgrades; and

  • technical continuity.

5.5 Authors

Authors are responsible for:

  • retaining appropriate copies of their scholarly work;

  • complying with the Repository (Self-Archiving) Policy;

  • accurately identifying the MAJIS publication when self-archiving;

  • linking repository copies to the published DOI; and

  • updating repository records when significant post-publication changes occur.

5.6 Publisher/Institution

The responsible institutional unit should support the journal's long-term preservation through appropriate:

  • infrastructure;

  • technical resources;

  • institutional repositories;

  • backup arrangements; and

  • continuity planning.

6. Relationship with Other MAJIS Policies

This policy should be read together with:

  • Re