Archiving Policy

1. General Statement

Afeksi: Jurnal Penelitian dan Evaluasi Pendidikan is committed to preserving the availability, accessibility, authenticity, integrity, and usability of all scholarly content published by the journal.

This Archiving Policy is established to ensure that published articles and their associated metadata remain permanently available to authors, readers, researchers, libraries, indexing services, and the wider scholarly community.

The journal maintains appropriate archiving and backup procedures to reduce the risk of permanent content loss resulting from technical failure, hardware or software damage, server malfunction, accidental deletion, data corruption, cybersecurity incidents, platform migration, changes in journal ownership or management, changes to the journal’s domain or hosting provider, natural disasters or other force majeure events, temporary suspension of journal operations, or permanent discontinuation of the journal.

This policy forms part of the journal’s commitment to publication transparency, editorial accountability, scholarly integrity, and the long-term preservation of the academic record.

2. Purpose of Archiving

The journal’s archiving procedures are intended to:

  1. maintain permanent access to published scholarly content;

  2. protect journal content from loss, damage, unauthorized alteration, or deletion;

  3. preserve the authenticity and integrity of the scholarly record;

  4. provide recoverable copies of journal content in the event of system failure;

  5. preserve the publication history of each article;

  6. ensure that corrections, retractions, withdrawals, and editorial notices remain traceable;

  7. support access by libraries, repositories, indexing services, and preservation networks;

  8. ensure continued access if the journal ceases publication; and

  9. comply with recognized principles of transparency and best practice in scholarly publishing.

3. Materials Covered by This Policy

The journal archives published scholarly and editorial materials, including:

  • final published articles;

  • article abstracts and keywords;

  • bibliographic metadata;

  • authors’ names and institutional affiliations;

  • article titles;

  • volume, issue, year, and page information;

  • Digital Object Identifiers or DOIs;

  • reference lists;

  • tables, figures, illustrations, and appendices;

  • supplementary files published with an article;

  • issue covers and tables of contents;

  • copyright and licensing information;

  • editorial policies;

  • correction notices;

  • corrigenda and errata;

  • retraction notices;

  • expressions of concern;

  • withdrawal notices;

  • editorial statements; and

  • other materials forming part of the official publication record.

Confidential editorial records are not made publicly accessible. These may include:

  • reviewers’ identities in an anonymous peer-review process;

  • confidential review reports;

  • private editorial correspondence;

  • personal account information;

  • unpublished manuscripts;

  • investigation documents;

  • personal data protected by law; and

  • other records subject to confidentiality requirements.

Such materials may be retained internally for legitimate editorial, ethical, legal, audit, or dispute-resolution purposes.

4. Version of Record

The article published on the official website of Afeksi: Jurnal Penelitian dan Evaluasi Pendidikan constitutes the Version of Record.

The Version of Record is the final version that has completed the journal’s applicable processes, including: initial editorial screening; peer review; editorial decision-making; author revision; copyediting; reference checking; layout and typesetting; proofreading; and official publication.

Where differences exist between a copy held in an external repository and the version available on the journal’s official website, the Version of Record shall be treated as the authoritative version.

Any correction, update, retraction, withdrawal, or change in publication status shall be clearly linked to the Version of Record.

5. Long-Term Digital Preservation

The journal seeks to preserve its published content through appropriate internal and external digital preservation mechanisms.

Depending on technical availability, institutional arrangements, and confirmed participation, preservation may be supported through:

  • the PKP Preservation Network or PKP PN;

  • LOCKSS, or Lots of Copies Keep Stuff Safe;

  • CLOCKSS, or Controlled Lots of Copies Keep Stuff Safe;

  • institutional repositories;

  • national or institutional digital libraries;

  • publisher-managed repositories;

  • trusted third-party preservation services;

  • Open Journal Systems preservation facilities; or

  • other recognized digital preservation services.

The purpose of using distributed preservation systems is to ensure that multiple authenticated copies of the journal’s content remain available and may be restored if the primary journal website becomes unavailable.

The journal shall only identify a specific preservation service as active after participation in that service has been technically verified.

6. PKP Preservation Network

As the journal is managed through Open Journal Systems, it may use the PKP Preservation Network as one of its long-term preservation mechanisms, subject to technical eligibility, successful registration, and confirmed activation.

Where PKP PN participation has been activated, journal content may be preserved through a distributed network designed to support:

  • long-term content retention;

  • preservation of authentic copies;

  • recovery following system failure;

  • protection against permanent data loss; and

  • continued availability of published content.

The journal’s editorial or technical management shall periodically verify the preservation status through the relevant OJS settings, plugins, or publisher manifest.

The journal shall not claim active participation in PKP PN unless such participation has been confirmed.

7. Internal Backup Procedures

In addition to any external preservation system, the journal maintains internal backups of its website, publication files, and database.

Internal backups may include: the journal database; published article files; supplementary files; images and illustrations; article metadata; issue metadata; OJS configuration files; themes and plugins; journal policies; user-account information, subject to data-protection requirements; system logs, where applicable; and other files required to restore journal operations.

Backup procedures shall follow the principles that:

  • more than one backup copy should be maintained;

  • backup copies should not be stored solely on the main production server;

  • at least one copy should be stored in a separate location or system;

  • access to backup files should be restricted to authorized personnel;

  • backup integrity should be checked periodically; and

  • restoration procedures should be tested where technically possible.

8. Backup Frequency

The frequency of backups shall be proportionate to the volume of journal activity, available infrastructure, and technical resources.

As a recommended minimum standard, the journal should perform:

  • regular database backups;

  • periodic full-system backups;

  • a complete backup whenever a new issue is published;

  • a backup before any OJS upgrade;

  • a backup before installing or updating major plugins or themes;

  • a backup before server or hosting migration;

  • a backup before changing the journal’s domain; and

  • an additional backup following any significant technical modification.

The journal’s technical administrator should document the date, scope, location, and completion status of each significant backup.

9. Geographically or Technically Separate Storage

To reduce the risk of simultaneous data loss, backup copies should be stored in more than one location or technical environment.

Possible storage locations include:

  1. the journal’s primary server;

  2. a secondary server;

  3. secure cloud storage;

  4. encrypted offline storage;

  5. an institutional repository;

  6. a digital library;

  7. an external preservation network; or

  8. another secure storage environment managed by the publisher.

At least one backup copy should, where practicable, be stored separately from the main production server.

Backup files shall be protected through appropriate measures such as access controls, authentication, encryption, security monitoring, and restricted administrative permissions.

10. Integrity and Authenticity of Archived Content

The journal shall take reasonable measures to ensure that archived materials remain complete, authentic, readable, accessible, discoverable, identifiable, protected against unauthorized modification, and consistent with the officially published version.

The technical administrator may use file checks, database validation, system logs, checksums, version identification, or other appropriate mechanisms to verify the integrity of archived content.

Published articles shall not be silently altered.

Where an error is identified after publication, it shall be addressed through an appropriate and transparent post-publication mechanism, such as a correction, an erratum, a corrigendum, an expression of concern, a retraction, a withdrawal notice, or another editorial notice.

The publication history and previous status of an article should remain traceable whenever legally and technically possible.

11. DOI and Metadata Preservation

The journal registers and maintains article metadata through its DOI registration arrangements.

Archived metadata may include: article title; author names; affiliations; abstract; keywords; publication date; volume and issue; page range or article number; article URL; DOI; references; licensing information; and publication status.

If an article URL or journal domain changes, the journal shall make reasonable efforts to update the corresponding DOI destination so that the DOI continues to resolve to the official article page.

DOI registration and metadata deposit do not replace the need to preserve the complete article file and its associated materials.

12. Institutional and Subject Repositories

Authors are permitted and encouraged to deposit their articles in lawful repositories and scholarly platforms, subject to the journal’s copyright and licensing policies.

Permitted locations may include: institutional repositories; subject-based repositories; national repositories; digital libraries; personal academic websites; academic profile services; research information systems; and other lawful scholarly platforms.

For the final published version, the deposited copy should include: the article title; the author’s name; the journal title; the complete bibliographic citation; the DOI, where available; a link to the Version of Record; identification of the deposited version; and the applicable Creative Commons license.

A repository copy provides an additional access route, while the version hosted on the journal’s official website remains the Version of Record.

13. Author Self-Archiving

Authors may archive the following versions of their manuscripts, subject to the applicable publication agreement and journal license:

  1. the submitted manuscript or preprint;

  2. the accepted manuscript or postprint; and

  3. the final published Version of Record.

Authors should clearly identify the status of each archived version.

Where the final published version is deposited, authors should include the DOI and a link to the official article page.

If an earlier version differs materially from the published version, the archived copy should clearly state that a later, peer-reviewed version has been published.

14. No Silent Removal

Published articles form part of the permanent scholarly record and shall not ordinarily be removed merely because:

  • an author requests removal after publication;

  • an author changes their opinion;

  • the research findings later become unpopular;

  • the editorial team or publisher changes;

  • the article receives criticism;

  • the article receives few citations;

  • the journal changes its scope; or

  • publication of new issues is discontinued.

Where an article contains errors or integrity concerns, the journal shall normally address the matter through correction, retraction, an expression of concern, or another transparent editorial notice rather than through unexplained deletion.

15. Exceptional Removal

Complete removal of published content may be considered only in exceptional circumstances, including:

  1. a binding court order;

  2. a serious and unlawful breach of privacy;

  3. a substantial and immediate risk to personal safety;

  4. defamatory content confirmed through an appropriate legal process;

  5. copyright infringement that cannot reasonably be resolved by correction;

  6. publication of confidential information without authorization; or

  7. another overriding legal obligation.

Where content must be removed, the journal should retain a bibliographic landing page and a public notice explaining the reason for removal, to the extent permitted by law.

The DOI and metadata should be retained wherever appropriate so that the publication record remains transparent.

16. Corrections and Retractions

Corrected or retracted articles shall remain in the archive in order to preserve the transparency and integrity of the scholarly record.

Where an article is retracted:

  • the article shall not be silently deleted;

  • its retracted status shall be clearly displayed;

  • a retraction notice shall be published;

  • the reason for retraction shall be explained clearly and objectively;

  • the retraction notice shall be linked to the original article;

  • the original article shall be linked to the retraction notice;

  • relevant metadata shall be updated; and

  • archived copies shall be clearly marked as retracted where technically possible.

Where the original article remains accessible, the article file should carry a clear retraction watermark, label, or notice.

Corrections and retraction decisions shall be handled in accordance with the journal’s publication ethics and post-publication policies.

17. Platform, Server, or Domain Migration

If the journal migrates to a new platform, server, domain, publisher, or hosting provider, the journal shall seek to ensure that:

  1. all published articles are transferred completely;

  2. article and issue metadata are preserved;

  3. the original volume and issue structure is maintained;

  4. supplementary materials are transferred;

  5. correction and retraction records are retained;

  6. DOI links continue to resolve correctly;

  7. old URLs are redirected where technically possible;

  8. user data are transferred securely and lawfully;

  9. a complete backup is created before migration;

  10. transferred files are checked before the former system is closed; and

  11. readers and authors are informed of significant changes.

Migration shall not erase, conceal, or materially alter the journal’s publication history.

18. Journal Discontinuation

If Afeksi: Jurnal Penelitian dan Evaluasi Pendidikan ceases to publish new issues, the publisher shall make reasonable efforts to preserve access to all previously published content.

The journal or publisher should:

  1. maintain the journal archive for as long as reasonably possible;

  2. preserve published article files and metadata;

  3. keep DOI records active;

  4. provide a public notice explaining the journal’s discontinued status;

  5. transfer archived content to a trusted repository or preservation service where appropriate;

  6. retain contact information for the publisher or archive administrator;

  7. preserve correction, retraction, and withdrawal notices; and

  8. maintain a mechanism for addressing serious post-publication concerns.

If the official website can no longer be maintained, access may be continued through an institutional repository, digital library, preservation network, or another trusted archive.

19. Disaster Recovery

The journal shall maintain a reasonable procedure for recovering journal content following major data loss or system failure.

The recovery process may include:

  • assessing the nature and extent of the incident;

  • securing the affected system;

  • preserving relevant system logs;

  • identifying the most recent valid backup;

  • restoring the database and publication files;

  • checking article and metadata integrity;

  • testing article URLs and DOI resolution;

  • verifying issue structure;

  • documenting the incident;

  • notifying affected parties where necessary; and

  • reviewing procedures to prevent recurrence.

Where an incident significantly affects public access, the journal may publish an announcement through its official website or another appropriate communication channel.

20. Archive Security

Administrative access to the journal’s archives and backup systems shall be limited to authorized personnel.

Reasonable security measures may include:

  • strong passwords;

  • multi-factor authentication where available;

  • role-based access controls;

  • regular software updates;

  • server monitoring;

  • malware protection;

  • secure file transfer;

  • encryption where appropriate;

  • activity logging; and

  • prompt removal of access when personnel are no longer authorized.

Security arrangements should protect archived content without preventing legitimate restoration and long-term access.

21. Personal Data and Confidential Records

Archiving shall be conducted in accordance with applicable privacy, confidentiality, and personal-data protection requirements.

Personal data that are not part of the public scholarly record shall not be made publicly available.

Confidential materials, including author account information, anonymous reviewer identities, editorial correspondence, investigation files, and unpublished manuscripts, may be retained only for legitimate purposes such as:

  • editorial administration;

  • ethical investigations;

  • dispute resolution;

  • audit requirements;

  • legal compliance;

  • security;

  • preservation of decision records; or

  • another lawful and legitimate publishing purpose.

Access to confidential archived materials shall be restricted according to the responsibilities of the relevant personnel.

22. Responsibilities of the Journal and Publisher

The publisher and journal management are responsible for:

  1. maintaining appropriate backup and preservation arrangements;

  2. ensuring that backups are performed regularly;

  3. protecting archived content against unauthorized access;

  4. verifying that backups can be restored;

  5. maintaining article files and metadata;

  6. keeping DOI links functional;

  7. documenting significant system migrations;

  8. confirming participation in external preservation services;

  9. maintaining correction and retraction records; and

  10. reviewing this Archiving Policy periodically.

The editorial team is responsible for ensuring that post-publication changes are made transparently and through documented editorial procedures.

The technical administrator is responsible for system maintenance, backups, security, restoration, and infrastructure management.

23. Transparency of Preservation Arrangements

The journal shall publicly identify any external digital preservation service in which it has confirmed active participation.

Information made available should, where applicable, include:

  • the name of the preservation service;

  • the type of content preserved;

  • the journal’s participation status;

  • the scope of preservation coverage; and

  • the date on which the information was last verified.

The journal shall not state that it participates in PKP PN, LOCKSS, CLOCKSS, Portico, or another preservation service unless that participation has been confirmed.

24. Policy Review

This Archiving Policy shall be reviewed periodically in light of:

  • updates to COPE principles and guidance;

  • changes in scholarly publishing standards;

  • developments in digital-preservation technology;

  • updates to Open Journal Systems;

  • requirements of indexing and accreditation services;

  • applicable legal and regulatory requirements;

  • institutional policies;

  • technical audits; and

  • lessons learned from system failures or migration activities.

Any substantial revision shall be published on the journal’s official website.

The most recent version displayed on the journal website shall be regarded as the applicable policy.

25. Ethical and Professional Basis

This Archiving Policy is informed by the principles of transparency, accountability, integrity, and preservation of the scholarly record promoted by:

  • the Committee on Publication Ethics;

  • the Principles of Transparency and Best Practice in Scholarly Publishing;

  • the Directory of Open Access Journals;

  • the Open Access Scholarly Publishing Association;

  • the World Association of Medical Editors; and

  • recognized digital-preservation practices for journals operating through Open Journal Systems.

This policy should be read together with the journal’s:

  • Publication Ethics;

  • Open Access Policy;

  • Copyright Notice;

  • Licensing Policy;

  • Correction Policy;

  • Retraction Policy;

  • Withdrawal Policy;

  • Privacy Statement; and

  • Author Self-Archiving Policy.

26. Contact

Questions concerning digital archiving, long-term preservation, inaccessible articles, DOI links, archived issues, or content recovery may be addressed to:

Editorial Office
Afeksi: Jurnal Penelitian dan Evaluasi Pendidikan
Pusat Studi Penelitian dan Evaluasi Pembelajaran

Email: jurnalafeksi@gmail.com
Website: https://afeksi.id/jurnal/index.php/afeksi