Digital Archiving and Preservation Policy

1. Policy Statement

Khazanah: Journal of Islamic Education and Science is committed to ensuring the long-term accessibility, integrity, authenticity, and availability of its published scholarly content. The journal recognizes the importance of digital preservation in maintaining the scholarly record and ensuring that published articles remain accessible to readers, researchers, librarians, and other stakeholders over time.

This policy establishes the principles and procedures for archiving, backing up, preserving, and recovering the journal's digital content. The journal's preservation practices are implemented in accordance with its available technical resources and may be strengthened as additional preservation services and infrastructure become available.

2. Objectives

The Digital Archiving and Preservation Policy aims to:

  1. Maintain the long-term accessibility of published articles and related scholarly metadata.

  2. Protect digital content against accidental loss, technical failure, unauthorized alteration, and other risks.

  3. Maintain the integrity and authenticity of published articles and their associated records.

  4. Establish appropriate backup and recovery procedures to support service continuity.

  5. Support the preservation of the journal's scholarly record in accordance with recognized scholarly publishing practices.

3. Scope of Digital Preservation

This policy applies to the journal's digital content and associated records, including:

  • Published articles and their full-text files.

  • Article metadata, including titles, abstracts, keywords, author names, affiliations, and references.

  • Journal issues, tables of contents, and publication records.

  • Editorial and publication records maintained within the journal's Open Journal Systems (OJS) platform, subject to applicable access restrictions.

  • Corrections, expressions of concern, retraction notices, and other updates to the scholarly record.

  • Other digital materials necessary to maintain the journal's publication history and operational continuity.

Access to confidential editorial records and personal information is restricted in accordance with the journal's confidentiality obligations and applicable data protection requirements.

4. Digital Archiving and Storage

The journal uses its Open Journal Systems (OJS) platform to manage and provide access to published articles and associated publication metadata.

Published content is maintained in digital formats suitable for online scholarly dissemination. The journal seeks to ensure that article files, metadata, and publication records remain organized, identifiable, and retrievable.

Where technically and operationally feasible, the journal may maintain additional copies of its published content and related records in separate storage locations to reduce the risk of data loss.

The journal periodically reviews its storage and archiving arrangements to identify technical risks and opportunities to improve the reliability and sustainability of digital preservation.

5. Backup and Data Recovery

The journal recognizes that regular backups are essential to protecting its digital content and supporting the continuity of its publishing operations.

Accordingly, the journal establishes backup procedures covering, as applicable:

  1. Published article files and supplementary materials.

  2. The OJS database, including article metadata and publication records.

  3. Essential system configurations and other technical files required to restore the journal's publishing platform.

Backups should be performed at appropriate intervals based on the journal's technical capacity, data volume, and operational requirements. Where feasible, backup copies should be stored separately from the primary production environment to reduce the risk of simultaneous data loss.

The journal's designated technical administrator or authorized personnel are responsible for managing backup procedures and restricting access to backup files.

Recovery procedures should be established to support the restoration of the journal's website, article files, metadata, and essential publication records following technical failure, data corruption, security incidents, or other disruptive events.

Where technically feasible, backup integrity and restoration procedures should be tested periodically and documented. Backup records and recovery-test results should be retained as evidence of implementation.

6. Long-Term Digital Preservation Services

To strengthen the long-term preservation of its scholarly content, the journal may participate in recognized digital preservation services, such as the PKP Preservation Network (PKP PN), LOCKSS, CLOCKSS, or another suitable preservation service, subject to eligibility, technical compatibility, and successful implementation.

Participation in any preservation service will be stated publicly only after the journal's participation has been verified. The journal will not claim that its content is preserved by a particular service unless the relevant preservation arrangements have been established and can be substantiated.

Where a preservation service is implemented, the journal will seek to maintain the technical configuration and institutional arrangements necessary to support continued preservation and, where applicable, future access to its published content.

7. Integrity and Authenticity of the Scholarly Record

The journal is committed to maintaining the integrity and authenticity of its published scholarly record.

Published articles are retained as part of the journal's publication history. When a published article requires a correction, expression of concern, or retraction, the journal follows its applicable editorial policies and maintains an appropriate record of the action taken.

Where possible, the original article remains identifiable and linked to the relevant correction or retraction notice so that readers can understand the article's publication status and the history of any editorial action.

Changes to published content are managed transparently and documented appropriately. The journal seeks to prevent unauthorized alteration, deletion, or replacement of published records.

8. Access and Continuity

The journal aims to maintain continuous online access to its published content through its official OJS website.

If the website becomes temporarily unavailable because of maintenance, technical failure, or another disruption, the journal will take reasonable steps to restore access as soon as practicable.

Where necessary and feasible, the journal may use preserved copies or alternative storage arrangements to support the recovery of published content. Any alternative access arrangements will be communicated through appropriate official channels when possible.

9. Roles and Responsibilities

The implementation of this policy involves the following responsibilities:

  • Publisher and Journal Management: Provide oversight of the journal's digital preservation arrangements and support the implementation of appropriate procedures.

  • Editor-in-Chief and Editorial Team: Ensure that the publication record, including corrections and retractions, is maintained consistently with the journal's editorial policies.

  • Technical Administrator or Authorized Personnel: Manage technical archiving arrangements, backups, access controls, and recovery procedures within their assigned responsibilities.

  • Journal Management and Technical Personnel: Review preservation practices periodically and identify improvements appropriate to the journal's operational capacity.

These responsibilities may be assigned to designated individuals or units according to the journal's organizational structure.

10. Policy Review and Implementation

This policy is reviewed periodically and may be updated to reflect developments in digital preservation standards, publishing technology, institutional requirements, and the journal's technical capacity.

The journal is committed to progressively strengthening its digital preservation practices. The implementation of specific measures, including external preservation services, separate backup storage, and recovery testing, will depend on the availability of appropriate technical arrangements and resources.

This policy is intended to support transparent, responsible, and sustainable preservation of the journal's scholarly content.