Policy

  1. Purpose: The purpose of this archiving policy is to ensure the systematic and organized preservation of all records, documents, and materials related to "Al-Aasar," including but not limited to articles, publications, research papers, and administrative documents.
  2. Scope: This policy applies to all employees, contributors, and stakeholders involved in the production, management, and maintenance of content for "Al-Aasar."
  3. Responsibilities:

The Editorial Board: Responsible for overseeing the archiving process and ensuring compliance with the archiving policy.

Authors and Contributors: Responsible for submitting their work in accordance with the archiving guidelines outlined by the Editorial Board.

Archivist: Responsible for maintaining the archive, organizing materials, and ensuring accessibility to authorized personnel.

IT Department: Responsible for implementing necessary technological infrastructure to support the archiving system.

  1. Archiving Procedures:

All published materials, including articles, research papers, and publications, will be archived in both physical and digital formats.A designated archivist will organize materials according to a predetermined classification system, ensuring easy retrieval and access.Digital copies will be stored in secure, password-protected databases or servers with regular backups to prevent data loss.Physical copies will be stored in designated archive rooms or facilities, following appropriate preservation measures to prevent deterioration.Metadata associated with each archived item, including author information, publication date, and keywords, will be recorded for efficient searching and retrieval.

  1. Access and Security:

Access to the archive will be restricted to authorized personnel only, including members of the Editorial Board, archivists, and IT staff.Access permissions will be granted based on job roles and responsibilities, with different levels of access for viewing, editing, and managing archived materials.Strict security measures, including encryption, firewalls, and user authentication, will be implemented to safeguard against unauthorized access or data breaches.Regular audits and security assessments will be conducted to identify and address any vulnerabilities in the archiving system.

  1. Retention and Disposal:

A retention schedule will be established to determine the duration for which materials will be retained in the archive based on their relevance and legal requirements.Materials that have reached the end of their retention period or are no longer deemed relevant will be disposed of securely, following established protocols to ensure compliance with data protection regulations.