Archiving

Voices of English Language Education Society (VELES) is committed to preserving the scholarly record and ensuring that published articles remain accessible, discoverable, and citable over time. As an open-access journal in English language education, VELES supports long-term access to research for readers, authors, institutions, and ELT/EFL communities in Indonesia, Asia, and the wider Global South. This Archiving and Preservation statement explains how VELES maintains article records, persistent identifiers, publication files, metadata, backups, self-archiving rights, and continuity procedures. These practices help protect the integrity and availability of published content beyond the initial publication period.

On this page

1. Preservation Networks
2. Persistent Identifiers and Metadata
3. File Types and Version of Record
4. Backups and Continuity
5. Link Persistence and Metadata Corrections
6. Self-Archiving
7. Takedown and Legal Requests
8. Responsibilities and Governance
9. Contact

1. Preservation Networks

VELES uses multiple preservation and discovery channels to help ensure that journal content remains available even if one platform, service, or access point becomes temporarily unavailable. These channels support both long-term preservation and wider scholarly visibility.

PKP Preservation Network. VELES content is preserved through the PKP Preservation Network (PKP PN), which supports distributed preservation for journals using Open Journal Systems (OJS).
Indexing and discovery services. Article metadata and links are distributed to indexing and discovery platforms to support discoverability and access beyond the journal website.
Institutional and national repositories. Authors are encouraged to deposit accepted or published versions of their work in institutional, national, or subject repositories to strengthen long-term access.

2. Persistent Identifiers and Metadata

Persistent identifiers and accurate metadata are essential for stable citation, indexing, harvesting, and long-term article discovery. VELES assigns and maintains article-level identifiers and metadata records to support reliable access to published work.

Digital Object Identifier. Each published article receives a DOI under the VELES prefix 10.29408/veles.
E-ISSN. VELES is registered with the electronic International Standard Serial Number 2579-7484.
Open metadata. Article metadata are made available for harvesting and indexing through appropriate systems, including Crossref deposits and OAI-PMH where applicable.
Citation stability. Authors and readers are encouraged to cite VELES articles using the DOI link to ensure persistent access even if website paths change.

3. File Types and Version of Record

The Version of Record is the official, final, and citable version of an article published on the VELES website. VELES preserves the Version of Record, metadata, supplementary materials, and relevant production files to support accessibility, correction, re-typesetting, and long-term maintenance.

Component	Format	Purpose / Notes
Version of Record	PDF, preferably PDF/A when available	The official citable article version preserved and served on the VELES website.
Article metadata	Crossref XML; OAI-PMH metadata	Used for indexing, discovery, citation linking, and metadata harvesting.
Supplementary materials	Open or widely accessible formats such as CSV, TXT, PNG, JPG, MP4, or similar formats	Used to support transparency, reuse, and interpretation of research materials where ethically appropriate.
Production files	DOCX, images, equations, layout files, and related files	Stored internally when needed to support production, correction, re-typesetting, or accessibility updates.

4. Backups and Continuity

VELES maintains backup and continuity practices to reduce the risk of data loss and support recovery from technical incidents. These practices help ensure that journal content, metadata, and publication files can be restored when necessary.

Regular backups. VELES maintains backups of the OJS database, uploaded files, article records, and relevant configuration files.
Redundant storage. Backup copies may be stored in more than one location to support recovery and continuity.
Disaster recovery. In the event of a technical failure, VELES may restore content from backups, preservation services, or other trusted records.
Continuity planning. Editorial and technical contact information is maintained to support ongoing journal operation and access continuity.

5. Link Persistence and Metadata Corrections

VELES prioritizes persistent article links and accurate metadata to help readers, authors, indexing services, and citation systems locate published articles reliably. When errors are identified, the journal takes appropriate steps to update records and maintain transparency.

DOI-based linking. DOI links should be used as the primary and preferred link for citation and sharing.
Link maintenance. VELES may review and update broken or outdated links when authoritative replacement links are available.
Metadata updates. If article metadata such as title, author name, affiliation, DOI, or other bibliographic information requires correction, VELES may update the journal website and relevant metadata deposits.
Correction notices. When a correction affects the scholarly record, VELES may issue a correction notice in accordance with the journal’s correction and retraction policy.

6. Self-Archiving

VELES supports self-archiving as part of its open-access commitment. Authors may archive their work in appropriate repositories or academic platforms to improve accessibility, visibility, and preservation.

Allowed versions. Authors may archive the preprint, accepted manuscript, and published Version of Record without embargo.
Deposit locations. Authors may deposit their work in institutional repositories, national repositories, subject repositories, personal websites, departmental pages, or academic networks.
Required attribution. Archived versions should include complete citation information and the article DOI.
Version of Record notice. Authors are encouraged to state that the official Version of Record is available on the VELES website.

7. Takedown and Legal Requests

VELES is committed to open access but also recognizes legal, ethical, and privacy responsibilities. In rare cases, access to content may need to be restricted or removed to address rights infringement, privacy risks, legal orders, or serious ethical concerns.

Takedown review. Requests for content removal or access restriction will be reviewed carefully by the editorial team and relevant institutional parties when necessary.
Grounds for restriction. Access may be restricted if content infringes rights, contains sensitive personal data, violates consent terms, or is subject to a valid legal order.
Tombstone page. When content is removed, VELES may maintain a tombstone page explaining the reason for removal, where appropriate.
Corrections and retractions. Removal is reserved for exceptional cases. Most scholarly record issues are handled through corrections, retractions, or expressions of concern in accordance with journal policy.

8. Responsibilities and Governance

Archiving and preservation require coordination among the editorial team, technical managers, journal system administrators, and institutional stakeholders. VELES assigns responsibilities to ensure that article records, metadata, and preservation workflows are maintained consistently.

Editorial team. The editorial team is responsible for maintaining accurate article records, DOI information, publication metadata, and correction notices.
Technical management. Technical managers support OJS maintenance, file storage, backup procedures, website access, and system recovery.
Institutional oversight. VELES operates under Universitas Hamzanwadi, and relevant institutional units may support continuity, hosting, publication management, and preservation practices.
Periodic review. Archiving and preservation practices may be reviewed periodically to improve reliability, transparency, and sustainability.