Digital Preservation

1. Purpose and commitment

Jurnal Onoma: Pendidikan, Bahasa dan Sastra is committed to maintaining the integrity, authenticity, readability, and continued accessibility of all published scholarly content. This digital preservation policy aims to reduce the risk of content loss or damage arising from technical disruptions, hardware failure, security threats, technological change, platform migration, or cessation of publication.

Digital preservation is implemented through storage management in Open Journal Systems (OJS), regular backups, long-term archiving through verified preservation services, file integrity checks, format migration, and maintenance of persistent article identifiers.

2. Scope of preserved content

Preserved content includes:

The final published version of each article (Version of Record), in PDF and other formats where available.
Article metadata, including titles, author names, affiliations, abstracts, keywords, bibliographic information, publication dates, licensing information, and DOIs.
Volume and issue information, tables of contents, and journal identification details.
Supplementary materials published with articles and managed by the journal.
Correction notices, retraction notices, and other updates forming part of the publication record.

Submission files, peer-review reports, editorial correspondence, and user data are managed separately under applicable confidentiality, security, and data-retention provisions. These materials are not automatically included in publicly accessible preservation archives.

3. Storage and management through OJS

The journal uses OJS for editorial management, publication, and access to published articles. The database, article files, storage directories, and configuration information required for service recovery are managed by [information technology unit/server administrator].

The journal implements access controls, system maintenance, security updates, and service-availability monitoring. Storage on the OJS server constitutes the primary operational storage environment and is not regarded as the sole mechanism for long-term preservation.

OJS upgrades, server migrations, and domain changes are preceded by backups and followed by checks to ensure that content, metadata, and article links remain functional.

4. Long-term archiving through LOCKSS or CLOCKSS

The journal designates the following external preservation service or services on the basis of confirmed participation:

[Specify only the services actually used: PKP Preservation Network (PKP PN), a specific LOCKSS network, or CLOCKSS; include the activation/participation date and supporting evidence or a verification link where available.]

Where PKP PN is used, journal administrators activate and maintain the appropriate plugin, meet the service requirements, and monitor content deposit status. Where direct LOCKSS or CLOCKSS services are used, archiving is conducted under the relevant agreements and technical requirements.

Administrators periodically verify successful content transmission and receipt and address deposit failures. Enabling an OJS feature or displaying an archiving statement is not treated as evidence that content has been accepted by a preservation service.

Access to and recovery of externally archived content are governed by the provider’s terms, including content-release provisions following triggering events such as cessation of publication or permanent loss of access.

5. Regular backups and recovery

To support operational recovery, the journal adopts the following procedures:

Database backups at least daily.
Full backups of article files, storage directories, and recovery configuration information at least weekly.
Additional backups before major OJS upgrades, server migrations, or significant configuration changes.
Storage of at least one backup copy in a location or system separate from the primary server.
Restricted access to backup copies and protection against unauthorized access.
Recovery testing at least every six months and after significant infrastructure changes.
Documentation of backup results, recovery tests, process failures, and corrective actions.

Backup retention periods are defined in internal operating procedures according to recovery needs, storage capacity, and applicable data-protection provisions. Operational backups do not replace long-term archiving through external preservation services.

6. File integrity and format migration

Administrators periodically check file integrity, using checksums or other verification mechanisms where available. File discrepancies or corruption are addressed using verified copies.

Where file formats or storage media are at risk of becoming unusable, the journal migrates content to formats or media better suited to long-term access. Migration preserves the scholarly content, structure, readability, and bibliographic information.

Original files are retained wherever feasible. Each migration is documented, including its date, source and target formats, tools used, and quality-check results. Technical format changes must not silently alter an article’s scholarly substance.

7. DOI and metadata management

The journal adopts DOIs as persistent identifiers for published articles and manages them through [DOI registration agency or sponsoring organization].

Journal administrators are responsible for:

Registering DOIs and article metadata in accordance with the registration agency’s requirements.
Ensuring that each DOI resolves to the appropriate, accessible article landing page.
Updating DOI destination URLs when domains, servers, platforms, or article locations change.
Maintaining accurate metadata and updating it where necessary.
Maintaining links between articles and related correction or retraction notices.
Monitoring DOI resolution and addressing non-functioning links.

DOIs serve as persistent identifiers and discovery mechanisms; they are not regarded as substitutes for article storage, backups, or content archiving.

8. Continued access and cessation of publication

If the journal ceases publication, changes publisher, or experiences a prolonged service disruption, the publisher will seek to maintain access to previously published content through its infrastructure, a designated repository, or the preservation services in use.

Transfer arrangements include maintaining article files and metadata, updating DOI destination URLs, communicating with preservation providers, and notifying readers of new access locations.

Access through external archives remains subject to the relevant service terms. Licensing and copyright information will accompany transferred content.

9. Copyright, licensing, and security

Digital preservation is conducted in accordance with the journal’s copyright policy, publication licences, and applicable agreements. Archiving does not change copyright ownership or extend reuse permissions beyond the applicable licence.

Access to user data and confidential editorial records is restricted to authorized personnel. Content transferred to preservation services is limited to materials covered by the service scope and applicable permissions.

10. Responsibilities, monitoring, and review

The publisher is responsible for sustaining this policy and providing the necessary resources. Journal administrators are responsible for content completeness, metadata, DOIs, and communication with preservation services. The information technology unit is responsible for storage, security, backups, and system recovery in accordance with internal assignments.

This policy is reviewed at least annually or following significant changes to the platform, preservation services, or publishing requirements. Implementation records are retained for internal evaluation, accreditation applications, and indexing applications.

Preservation information displayed on the journal website must accurately reflect verifiable implementation status.