Digital Preservation

Purpose and scope

To ensure the long-term conservation, integrity, authenticity, availability, and recovery of published scientific content, Sapiens in Higher 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

Digital preservation encompasses the PDF, HTML and JATS XML publication formats, together with original production files and their metadata. Records preserve the relationships among versions, DOIs, authorship, dates and licenses, and are managed through updating and migration procedures that protect bibliographic integrity.

Distributed preservation

Sapiens in Higher Education participates in LOCKSS, CLOCKSS and the PKP Preservation Network (PKP PN) as part of its distributed digital preservation system. These services complement the journal’s institutional backup, conservation and recovery mechanisms. The journal maintains the integrity of its articles, metadata, persistent identifiers and bibliographic records through its continuity and digital preservation procedures.

Sapiens Edition S.A.S. coordinates file maintenance, metadata synchronization and technical preservation operations; the Instituto Sapiens de Investigaciones Científicas Multidisciplinar (ISICM) oversees continuity of the scholarly record and access to the historical archive.

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 maintains backup and restoration logs, inventories of files and formats, update and migration reports, DOI resolution checks and technical records of its distributed preservation mechanisms.

The policy and continuity plan are reviewed at least annually and following significant incidents or migrations. Maintenance actions have designated owners and defined time frames. Preservation through LOCKSS, CLOCKSS and PKP PN forms part of the journal’s continuity strategy for long-term availability of its scholarly archive.

Continuity through platform migration and the 2024–2026 archive

Preservation covers monthly issues from 2024 through December 2025 and two semiannual issues per year from January 2026. Migration to highereducation.journalsapiens.org/index.php/she does not justify changing actual publication dates, creating replacement DOIs as if articles were new, or suppressing earlier issues; identifiers, versions of record and legacy links must remain traceable.

Each record should be checked for title, authors, affiliations, dates, DOI, full text, license, declarations and supplementary links. The co-publisher maintains evidence of backups and recovery tests, and the publishing institution oversees continuous access and correction of bibliographic discrepancies.

Recovery, integrity and migration controls

Backups cover articles, supplements, metadata, issues, recovery-critical configuration and editorial records subject to retention. Copies are kept separately from the primary installation under access controls and periodically restoration-tested. Domain or OJS migrations require an inventory of URLs, DOIs, files, volumes and publication dates; representative records are checked and broken links repaired without rewriting the historical record.

Response to loss of access

If files become unavailable or corrupted, the co-publisher’s technical team identifies the incident, isolates affected systems and informs journal leadership of the scope of damage. Restoration prioritizes version-of-record articles and persistent metadata. Substantive changes to published works follow the correction policy rather than silent replacement.