Electronic Filing / Archiving
HUMANIKA · UNIVERSITAS NEGERI YOGYAKARTA
Electronic Filing / Archiving
Digital preservation, long-term accessibility, and publication integrity
Digital Preservation Policy
Humanika: Kajian Ilmiah Mata Kuliah Umum, published by Universitas Negeri Yogyakarta (UNY), is committed to maintaining the integrity, accessibility, and long-term availability of its scholarly publications.
The journal recognises that electronic filing and digital preservation are essential to safeguarding the scholarly record. Its archiving practices are intended to reduce the risk of content loss and to support continued access to published articles, bibliographic metadata, and journal issues.
01
Purpose and scope
The electronic filing and archiving policy establishes principles for managing and preserving HUMANIKA's digital publication files throughout their lifecycle.
- Maintain the integrity and authenticity of published scholarly content.
- Support the long-term availability and retrieval of published articles and journal issues.
- Preserve essential bibliographic metadata and publication records.
- Reduce the risk of accidental deletion, technical failure, and loss of digital files.
- Support continuity of access if the journal website or publishing platform experiences disruption.
02
Electronic filing and records management
HUMANIKA's electronic filing practices cover the management of digital records associated with editorial operations and scholarly publication. Records may include the following, subject to institutional retention rules and applicable confidentiality requirements.
| Record category | Description |
|---|---|
| Published content | Final published articles, issue files, abstracts, and supplementary materials approved for publication. |
| Bibliographic metadata | Article titles, author names, affiliations, abstracts, keywords, publication dates, references, and DOI information. |
| Editorial records | Submission, review, revision, and editorial decision records, managed with appropriate access restrictions. |
| Publication files | Final PDF files and, where retained, source documents and other production files. |
| Administrative records | Publication schedules, journal management documents, and other relevant operational records. |
03
Digital preservation and archiving
HUMANIKA seeks to maintain reliable preservation copies of published content and related publication records. Digital preservation measures should be implemented in coordination with the journal's publisher and the university's information technology or library services, as applicable.
- Secure storage. Store digital files in managed systems with appropriate access controls.
- Backup procedures. Maintain appropriate backup copies to reduce the risk of data loss.
- File integrity. Conduct checks, where supported, to detect corruption or unauthorised changes to archived files.
- Metadata preservation. Retain essential article and issue metadata to support identification and retrieval.
- Access continuity. Take reasonable measures to maintain access to published content during platform changes or technical disruptions.
- Technical migration. Where necessary, consider transferring files to supported formats or systems while preserving the content's integrity.
04
Preservation systems and services
Digital preservation may be supported by institutional repositories, dedicated preservation services, and other managed archiving systems. The use of a particular service must be confirmed by the journal or its publisher before it is represented as an active preservation arrangement.
LOCKSS
Lots of Copies Keep Stuff Safe is a distributed digital preservation programme designed to maintain copies of scholarly content across participating libraries and institutions.
Information: www.lockss.org
CLOCKSS
Controlled Lots of Copies Keep Stuff Safe is a community-governed preservation archive that supports long-term access to scholarly publications under its preservation and trigger-access arrangements.
Information: clockss.org
PKP Preservation Network (PKP PN)
The PKP Preservation Network provides digital preservation services for eligible journals using supported versions and configurations of Open Journal Systems (OJS).
Important clarification
The services listed above are examples of digital preservation systems. Their inclusion here does not mean that HUMANIKA is currently enrolled in or covered by any of them. The journal should identify only preservation systems that have been verified as active and applicable to its content.
05
Access, availability, and continuity
HUMANIKA aims to make published scholarly content accessible through its official journal website, subject to applicable copyright, licensing, and access policies.
- Published articles and issues should remain available through the journal website for as long as the platform and applicable preservation arrangements permit.
- Bibliographic metadata should be maintained to facilitate discovery and identification of publications.
- Where a technical disruption occurs, the journal and publisher should take reasonable steps to restore access or identify an alternative source of preserved content.
- Any migration, correction, or replacement of digital files should be managed so that the published scholarly record remains identifiable and reliable.
06
Responsibilities
| Responsible party | Responsibilities |
|---|---|
| Publisher | Supports the infrastructure, policies, and institutional arrangements required for the preservation of published content. |
| Editorial team | Ensures that final publication files and essential metadata are complete and properly maintained within the journal's editorial workflow. |
| Technical or library services | Where assigned, supports storage, backup, security, system maintenance, and digital preservation arrangements. |
07
Policy review and updates
This policy should be reviewed periodically by the journal and its publisher to ensure that electronic filing and preservation practices remain appropriate to the journal's technical environment, institutional requirements, and publication responsibilities.
Any changes to preservation systems, service participation, or long-term access arrangements should be reflected accurately on this page.
HUMANIKA Digital Preservation
HUMANIKA is committed to responsible electronic records management and the preservation of the scholarly record.
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