Electronic Filing

Purpose and Scope

The Electronic Filing Policy establishes a framework for organizing, managing, retaining, and preserving digital records generated throughout the scholarly publishing process. Its objectives are to:

• Maintain accurate and accessible records of published scholarly articles.
• Preserve bibliographic metadata, article files, and publication histories.
• Support the traceability of editorial and peer-review activities.
• Reduce the risk of accidental data loss, unauthorized alteration, and digital deterioration.
• Support long-term access to the journal's scholarly content.
• Provide transparent information concerning the journal's digital preservation arrangements.

Electronic Records Management

The journal uses Open Journal Systems (OJS) as its electronic platform for manuscript submission, editorial processing, peer review, production, and publication. Electronic records are organized according to their functions within the publication workflow.

Public Journal Archives

Published journal content is made available through the official OJS website. Readers may access available issues, article landing pages, bibliographic information, and published full-text files through the journal's public archives.

The journal's archival structure organizes published content by volume, issue, and publication year. This arrangement supports scholarly discovery, citation, historical retrieval, and continuity of the academic record.

LOCKSS Archival Manifest

Tarbawi: Jurnal Studi Pendidikan Islami provides a publicly accessible LOCKSS Publisher Manifest through its OJS platform. The manifest identifies archival units and provides permission for the LOCKSS system to collect, preserve, and serve the specified journal content.

The availability of this manifest supports technical compatibility with LOCKSS-based preservation workflows. However, the existence of an OJS LOCKSS manifest does not independently demonstrate that the journal's content has been collected by an active LOCKSS preservation network or that distributed preservation copies have been completed.

Long-Term Digital Preservation

The journal recognizes that maintaining public article pages within OJS is not, by itself, sufficient to guarantee permanent preservation. Long-term digital preservation requires appropriate technical, organizational, and continuity arrangements.

The journal's preservation objectives include:

• Maintaining recoverable copies of published article files and associated metadata.
• Protecting the integrity and readability of digital publication formats.
• Supporting recovery from technical failures and accidental data loss.
• Preserving the connection between published articles, their metadata, and subsequent editorial notices.
• Evaluating appropriate independent preservation mechanisms for continuity beyond the operation of the journal website.

External preservation services, including the PKP Preservation Network (PKP PN), LOCKSS networks, and CLOCKSS, may be considered where the journal satisfies the relevant technical, administrative, and participation requirements. Participation in a particular service must be confirmed before that service is identified as an active preservation arrangement for the journal.

Data Backup and Recovery

The journal's electronic filing framework calls for documented backup and recovery procedures under the responsibility of authorized journal administrators and institutional technical personnel.

The procedures should cover relevant OJS database records, uploaded manuscript and publication files, configuration information, and other essential data. Backup frequency, retention periods, storage locations, access restrictions, recovery testing, and responsible personnel should be specified in the publisher's operational documentation.

Operational backup arrangements should be periodically reviewed to determine whether they remain appropriate for the volume, sensitivity, and preservation needs of the journal's digital records.

Continuity of Access

In the event of website migration, technical disruption, publisher transition, or discontinuation of the journal, the publisher should seek to maintain access to previously published scholarly content and associated bibliographic metadata, subject to applicable rights and technical arrangements.

Where feasible, continuity measures should include preserving original publication information, maintaining persistent identifiers, establishing appropriate URL redirections, and transferring archival copies to an authorized preservation service or institutional repository.

Access, Confidentiality, and Record Integrity

Published scholarly content is accessible in accordance with the journal's open-access and licensing policies. Unpublished manuscripts, confidential peer-review materials, personal information, and internal editorial records are subject to role-based access and applicable confidentiality obligations.

Electronic filing must not result in the public disclosure of confidential reviewer identities, unpublished research materials, or restricted personal information. Authorized editorial personnel are responsible for maintaining appropriate access controls and the integrity of editorial records.

Corrections, Retractions, and Preservation of the Scholarly Record

Published articles form part of the scholarly record. Corrections, retractions, and other post-publication notices should be clearly identified and linked to the relevant article records.

When an article is corrected or retracted, the journal should preserve appropriate bibliographic and editorial information to maintain transparency. Article removal should be considered only in exceptional circumstances, such as applicable legal, privacy, or safety requirements.

Institutional and Editorial Responsibilities

Universitas Nahdlatul Ulama Pasuruan, as the journal's publisher, has institutional responsibility for supporting the continuity of the journal's publishing infrastructure. The editorial team is responsible for maintaining accurate publication records, while authorized technical administrators are responsible for implementing the applicable electronic storage, security, and recovery procedures.

The policy should be reviewed whenever significant changes occur in the journal's publishing platform, preservation arrangements, institutional responsibilities, or applicable scholarly publishing standards.