Electronic Filing And Digital Archiving Policy

ELECTRONIC FILING AND DIGITAL ARCHIVING POLICY

Aspiration of Health Journal (AOHJ)

1. Policy Statement

Aspiration of Health Journal (AOHJ), published by LPPM Institut Teknologi dan Kesehatan Aspirasi, is committed to maintaining the secure storage, digital preservation, and uninterrupted long-term accessibility of its published scholarly health sciences literature. Electronic filing and digital archiving are essential to safeguard the integrity of the permanent scientific record and ensure that published research remains permanently available to researchers, clinical practitioners, students, policymakers, and the public.

The journal manages its digital operations through its Open Journal Systems (OJS) platform and enforces systematic protocols for data backup, document management, metadata harvesting, and long-term digital preservation.

2. Scope of Electronic Filing

This policy encompasses the systematic digital storage and curation of the following assets:

Final published research articles and complete quarterly journal issues (PDF and XML formats).
Comprehensive article-level metadata, including titles, author names, institutional affiliations, ORCID identifiers, abstracts, keywords, reference lists, and Crossref Digital Object Identifiers (DOIs).
Original submission files, revised manuscripts, data sets, and supplementary technical materials.
Editorial records, double-blind peer-review reports, revision logs, and formal editorial decision notices.
Post-publication records, including formal corrections (errata/corrigenda), retractions, and editorial expressions of concern.
Core institutional policies, publication guidelines, editorial board registries, and operational governance documents.

Confidential editorial communications, blind reviewer identities, and proprietary manuscript drafts are accessible exclusively to authorized editorial personnel in compliance with research confidentiality standards and data protection principles.

3. Digital Storage and Backup

The journal utilizes its institutional Open Journal Systems (OJS) infrastructure to categorize, archive, and deliver all electronic publications.

To mitigate against data corruption, hardware failure, or unintended loss, the journal implements systematic backup procedures:

Regular, scheduled backups of all published PDF articles, issue galleys, system databases, and administrative records.
Redundant, off-site storage of encrypted backup archives isolated from the primary hosting environment.
Strict role-based access controls to prevent unauthorized modification, accidental deletion, or disclosure of repository records.
Periodic checksum and file integrity audits to verify that stored data remains uncorrupted and retrievable.
Documented disaster-recovery workflows to ensure swift system restoration in the event of server failures or infrastructure disruptions.

The execution and frequency of backups are governed by LPPM Institut Teknologi dan Kesehatan Aspirasi in coordination with technical hosting administrators.

4. Long-Term Digital Preservation

Aspiration of Health Journal (AOHJ) actively participates in decentralized digital archiving initiatives to ensure perpetual preservation beyond the operational lifespan of the local server environment.

Where technically enabled through the Open Journal Systems platform, the journal utilizes recognized archival networks:

PKP Preservation Network (PKP PN): A decentralized digital repository system that preserves OJS-published content using the LOCKSS framework.
LOCKSS (Lots of Copies Keep Stuff Safe): A distributed digital preservation protocol that allows participating university libraries and repositories to create permanent, verifiable web archives of the journal.
CLOCKSS (Controlled Lots of Copies Keep Stuff Safe): A secure dark archive ensuring dark-storage continuity and catastrophic fail-safe preservation for scholarly literature.
National / Institutional Repositories: Archiving metadata and issue files within institutional repositories, national libraries, and recognized academic indexing aggregators (e.g., SINTA, Garuda, and Google Scholar).

Participation in external preservation networks is formally recorded upon complete configuration and activation within the OJS environment.

5. Access to Archived Content

All published articles and archived issues are accessible via open-access protocols on the journal's official website.

The journal guarantees continuous public access to historical issues following the release of new volumes. Any future platform upgrades, domain migrations, or hosting reconfigurations will be engineered to preserve persistent Crossref DOIs (https://doi.org/10.55681/aohj), preventing broken URLs and maintaining uninterrupted inbound citations.

Access to internal manuscript files, peer-reviewer evaluations, and confidential correspondence remains strictly restricted to authorized editorial administrators.

6. File Integrity and Version Control

The journal upholds the permanence and authenticity of the published Version of Record (VoR).

The final published article (VoR) constitutes the definitive scientific citation. Any subsequent corrections, amendments, or retractions will not silently overwrite the original file; instead, they will be handled through formal post-publication notices linked transparently to the original DOI in accordance with Committee on Publication Ethics (COPE) standards. Version-control safeguards within the OJS platform ensure that published galleys cannot be altered or substituted without editorial logging.

7. Author Self-Archiving

Authors publishing in Aspiration of Health Journal (AOHJ) retain the right to self-archive their work to maximize dissemination and clinical impact:

Authors may deposit the final published Version of Record (publisher's PDF) in institutional repositories, subject-specific digital archives, or personal academic profiles (e.g., ResearchGate, Academia.edu, institutional libraries).
Deposited records must acknowledge the original publication source, include the full bibliographic citation, and supply an active hyperlink to the official Version of Record using the assigned Crossref DOI (https://doi.org/10.55681/aohj).
Self-archiving must adhere to the journal's open-access licensing terms and must accurately reflect the publication status of the paper.

8. Continuity and Recovery

In the event of hosting outages, hardware damage, or catastrophic data loss, the editorial office will immediately initiate disaster recovery using off-site backup repositories.

Should the journal transition to a different publishing platform, the editorial leadership and publisher guarantee the preservation and structural migration of all back issues, full-text files, issue metadata, and persistent DOI linkages. In the unlikely event that the journal ceases publication, LPPM Institut Teknologi dan Kesehatan Aspirasi will maintain the digital archive on public servers or transfer full preservation responsibility to national and international archival networks to ensure the literature remains permanently accessible.

9. Responsibilities

The journal's editorial team, systems administrators, and publisher (LPPM Institut Teknologi dan Kesehatan Aspirasi) are collectively responsible for executing this policy:

Maintaining the structural integrity, security, and discoverability of published digital records.
Protecting the confidentiality of peer-review archives and author submissions.
Managing routine automated backups and testing disaster recovery protocols.
Monitoring the operational status of preservation plugins (e.g., PKP PN, LOCKSS).
Ensuring continuous resolution of all registered Crossref DOIs.
Aligning archiving infrastructure with international standards of publication ethics and digital curation.

10. Policy Review

This policy is reviewed periodically by the Editor-in-Chief and the technical team of LPPM Institut Teknologi dan Kesehatan Aspirasi to incorporate evolving standards in digital archiving, data stewardship, and academic publishing technologies.

Publisher: LPPM Institut Teknologi dan Kesehatan Aspirasi
E-ISSN: 2985-8267
DOI Prefix: https://doi.org/10.55681/aohj
Policy Objective: To guarantee the permanent electronic preservation, data integrity, and open accessibility of all health science publications produced by the Aspiration of Health Journal (AOHJ).