Archiving Policy

Purpose:

The archiving policy for "Al-Awan" aims to establish guidelines for the systematic preservation and management of all content produced or acquired by the publication. This policy ensures the accessibility, integrity, and longevity of historical records, enabling future retrieval and reference.

Scope:

This policy applies to all digital and physical content generated, acquired, or utilized by "Al-Awan," including but not limited to articles, photographs, videos, audio recordings, manuscripts, emails, and administrative documents.

Responsibilities:

Editorial Team: Responsible for ensuring that all published content is properly archived according to the guidelines outlined in this policy.

Archivist: Designated personnel tasked with overseeing the implementation of the archiving policy, including organizing, cataloging, and preserving materials.

IT Department: Ensures the technical infrastructure necessary for digital archiving, including storage systems, backups, and security measures.

Retention Period:

Content shall be retained for a minimum period of 10 years, unless otherwise specified by legal requirements or editorial discretion.

Archived materials may be retained indefinitely if deemed historically significant or culturally valuable.

Format and Storage:

Digital Content: Shall be stored in secure, redundant, and appropriately backed-up digital repositories. File formats shall be standardized to ensure long-term accessibility and compatibility with future technologies.

Physical Content: Shall be stored in climate-controlled environments with adequate protection against deterioration, pests, and other hazards.

Access and Retrieval:

Authorized Personnel: Access to archived materials shall be restricted to authorized individuals, including editorial staff, researchers, and authorized stakeholders.

Access Procedures: Requests for access to archived materials shall be processed through designated channels, ensuring compliance with privacy laws and ethical considerations.

Remote Access: Efforts shall be made to facilitate remote access to digital archives while maintaining appropriate security measures.

Legal and Ethical Considerations:

Copyright and Intellectual Property: Archiving shall comply with copyright laws and respect the intellectual property rights of authors, contributors, and third parties.

Privacy: Personal data contained within archived materials shall be handled in accordance with applicable privacy laws and ethical guidelines.

Confidentiality: Sensitive or confidential information shall be safeguarded and access restricted as necessary to protect individuals and organizational interests.

Review and Revision:

This archiving policy shall be reviewed periodically to ensure its effectiveness and relevance.

Amendments or revisions may be made as necessary to adapt to changes in technology, regulations, or organizational needs.