Digital Preservation

Purpose and scope

To ensure the long-term conservation, integrity, authenticity, availability, and recovery of published scientific content, Sapiens in Education maintains a formal digital-preservation policy aligned with international editorial practice. It covers articles, complete issues, metadata, persistent identifiers, corrections, retractions, supplements, and relationships among versions.

Preservation is not limited to retaining visible files. It maintains the information required to identify, cite, interpret, and reconstruct the published record after technical failure, obsolescence, migration, security incidents, or interruption of operations.

Institutional responsibilities

The Instituto Sapiens de Investigaciones Científicas Multidisciplinar, as publishing entity, supervises continuity and preservation. Sapiens Edition S.A.S., as technical and administrative co-publisher, performs backups, maintenance, exports, checks, and recovery under the publisher’s direction without altering scientific content.

Backups and recovery

The journal periodically backs up servers, the database, file directories, Open Journal Systems configuration, and published objects. Copies are kept separately from the primary server with restricted access and version control.

A backup is not considered sufficient until recovery is tested. Restoration tests record date, scope, responsible person, result, errors, and corrective measures. Following an incident, priority is given to the editorial database, articles, metadata, and DOI links.

OJS maintenance and obsolescence prevention

Open Journal Systems is updated through controlled procedures. Compatibility, security, a prior backup, and rollback plan are reviewed before installing versions or extensions. Migrations preserve editorial structure, history, users, decisions, files, DOIs, and links.

Persistent identifiers and metadata

Every article receives a DOI. Deposited metadata include title, authors, affiliations, abstracts, keywords, dates, volume, issue, license, references, and correction or retraction status. DOI resolution and correspondence with the version of record are checked periodically.

Preservation formats

Content is retained in PDF, HTML, and JATS XML to support interoperability, accessibility, and future migration. Where a format is not yet available, the existing file is retained and planned conversion is documented. Migration may not alter authorship, dates, DOI, content, or history without a record.

Distributed preservation

Sapiens in Education actively participates in LOCKSS and CLOCKSS, which maintain distributed copies in participating libraries and enable recovery after technical failure or loss of the original servers.

The journal also participates in the PKP Preservation Network. The editorial team periodically verifies inclusion, coverage, and recovery through LOCKSS, CLOCKSS, and PKP PN. Participation is stated only while activation can be verified.

Integrity of the record

The version of record is not silently replaced. Corrections, expressions of concern, and retractions are published as identified, dated, linked notices, and metadata are updated so external systems recognize current status.

Documentation monitoring and continuity

The journal retains backup and restoration logs, file and format inventories, update and migration reports, DOI checks, and evidence of distributed-preservation participation.

The policy and continuity plan are reviewed at least annually and after any significant incident or migration. Each deficiency receives an owner and deadline. If the journal ceases operation, the publishing entity will seek continued archive access through the preservation systems and relevant repositories.