1. The Archiving and Long-term Preservation Policy of the University’s scholarly journals (hereinafter – the Policy) and the academic works published therein defines a set of organizational, technical, and legal measures aimed at ensuring:

• continuous open access to scholarly content;
• long-term digital preservation of research outputs;
• protection of information from loss, damage, or technological obsolescence;
• guaranteeing the authenticity and integrity of electronic publications;
• ensuring technical compatibility of information formats.

2. The archiving of scholarly materials is considered a key element in ensuring scientific communication, preserving academic heritage, and increasing the visibility of research outputs produced by scholars and published in the University’s academic journals within the global information space.

4. The archiving procedure defines the sequence of organizational and technical actions taken by the editorial office of the University’s periodical publication after a manuscript has been accepted for publication and officially published. The procedure is implemented using the Open Journal Systems (OJS) editorial platform established for the University’s periodicals.

5. The stages of the archiving procedure for scholarly publications in the University’s journals are as follows:

5.1. Stage 1. Preparation of the final version of the publication:

• the preparation of the final version of the publication is carried out by the executive secretary of the editorial board;
• verification of the compliance of the final version of the article with the approved layout is carried out by the technical editor;
• generation of archival files in the following formats: PDF/A (primary archival format), XML (if available), HTML (if required);
• verification of version accuracy, absence of technical errors, embedded fonts, and metadata completeness;
• assignment of a Digital Object Identifier (DOI);
• formation of a complete metadata package (UDC, author(s) (for each author: e-mail, ORCID, ResearcherID, academic degree, academic title, position, institutional affiliation, city), abstract, keywords, JEL classification, license).

5.2. Stage 2. Initial server storage:

• uploading files to the journal server by the technical administrator;
• automatic weekly backup creation;
• storage of a copy on a separate physical drive;
• documentation of the archiving procedure in the technical operations log.

5.3. 5.3. Stage 3. Archiving in the Institutional Repository:

• transfer of the full text of the article to the Institutional Repository (carried out by the library depositor or an authorized departmental representative with access rights);
• uploading of structured metadata;
• definition of licensing terms (Creative Commons);
• assignment of a persistent URL;
• verification of document availability in open access mode;
• verification of document discoverability via search engines.

5.4 Stage 4. Transmission of metadata to aggregators and indexing services:

• export of metadata in XML format;
• transfer of metadata to national bibliographic databases;
• updating records in scientometric systems;
• verification of indexing in search engines.

5.5. Stage 5. Verification of long-term accessibility:

• verification of DOI activity;
• verification of URL accessibility;
• verification of compliance of formats with current standards;
• verification of metadata accuracy;
• in case of identified issues, re-uploading, format updating, and technical server maintenance are performed.

5.6. Stage 6. Actions in the event of journal discontinuation:

• transfer of the complete archive to the Institutional Repository;
• notification of indexing services regarding the change in status;
• ensuring the preservation of DOIs and link stability.

Regulations on the Institutional Repository
of Lviv University of Trade and Economics