Why preservation matters
Scholarly publishing is a long-term commitment. Readers must be able to access articles years after publication, even if websites change, servers fail, vendors change, or formats evolve. In clinical fields—such as asthma, allergy, and immunology—long-term access supports patient safety, systematic reviews, clinical guideline development, and ongoing research translation.
Preservation is not just “backups.” Backups protect against short-term technical failures; preservation protects against long-term risks like file format obsolescence, link rot, metadata decay, or organizational change. AAAI therefore implements an archiving approach that aims to keep articles and their metadata discoverable, verifiable, and citable for the long term.
Plain language summary
AAAI preserves published articles, metadata, and record updates (corrections/retractions) in systems designed for long-term access, so readers can always find the official Version of Record.
What AAAI preserves
AAAI preserves more than the visible PDF. Long-term scholarly access depends on metadata, identifiers, and version relationships. The journal’s preservation scope typically includes:
- Content Final published articles (HTML and/or PDF), including figures and tables.
- Metadata Article titles, author lists, affiliations, abstracts, keywords, and citation details.
- Identifiers Persistent identifiers (e.g., DOI links where available) and internal article IDs.
- Record updates Corrections, expressions of concern, retraction notices, and related links.
- Supplementary files Supporting information where published/hosted with the article.
- Policy context Key policy pages that describe licensing, ethics, and access conditions.
Preserving integrity
Preservation includes maintaining a traceable history. If an article is corrected or retracted, the preserved record should show that status clearly so readers do not rely on outdated information.
Where AAAI archives content
AAAI uses a layered approach to archiving, combining platform-level archiving, preservation partners, and repository-friendly sharing. The legacy site indicates use of a dedicated preservation service. In addition, AAAI supports responsible deposit in trusted repositories.
Preservation layers (typical model)
| Primary journal platform | The authoritative Version of Record (VoR) is hosted on AAAI’s journal platform with stable article URLs, structured metadata, and clear licensing. |
|---|---|
| Third-party preservation service | AAAI archives content in a trusted preservation partner (e.g., a preservation network/service) to protect against platform loss and ensure long-term availability. |
| Repository ecosystem | AAAI supports repository deposits (institutional/subject repositories) with DOI linking and version labeling, so institutional access pathways remain resilient. |
Important note about archiving partners
Specific partner names can evolve as preservation technology and services improve. AAAI will update this page when archiving arrangements change, while maintaining continuity of access to previously published content.
File formats and preservation readiness
Digital preservation works best when files are stored in stable, widely supported formats. AAAI aims to keep content in formats suitable for long-term use:
- PDF: widely used for scholarly articles; structured text helps long-term indexing and accessibility.
- HTML: supports accessible reading, linking, and machine readability.
- Images: stored in standard formats where possible; figures should retain clarity for clinical interpretation.
- Supplementary files: encouraged in stable formats (CSV, TXT, PDF, common image formats), with clear naming.
Authors can strengthen preservation by using clear figure legends, avoiding embedded screenshots of text, and ensuring that tables are selectable text (not images). These choices improve accessibility and long-term usability for systematic reviews and text/data mining.
Author tip
If you provide supplementary data, include a simple “readme” file describing variables and units. This makes the preserved data interpretable years later.
Metadata continuity and DOI persistence
Preservation is as much about metadata as it is about files. A PDF without accurate metadata can become effectively “lost” in a repository or search engine. AAAI therefore prioritizes consistent metadata and persistent linking.
What we maintain over time
- Stable canonical article URLs on the journal site
- DOI links (where assigned) pointing to the current landing page
- Cross-links between articles and any correction/retraction notices
- Clear license statements (e.g., CC BY 4.0) for reuse and repository alignment
Preventing link rot
When journals or platforms change, URLs can break. DOI links and preserved metadata help ensure citations still resolve to the correct Version of Record.
Versioning, corrections, and retractions in the archive
The scholarly record must remain transparent. If an article is corrected, receives an expression of concern, or is retracted, AAAI ensures that the article’s status is clear on the journal site and that the relationship between versions/notices is preserved.
How status changes are preserved
| Correction | A correction notice is published and linked to the article. The article landing page indicates that a correction exists. |
|---|---|
| Expression of concern | A notice is published and linked prominently so readers understand that reliability is under review. |
| Retraction | A retraction notice is published; the article remains accessible with a visible retraction status label to preserve transparency and protect readers. |
Clinical reader guidance
Always consult the article landing page (via DOI when available) to confirm the current status before using findings in clinical decision-making or guideline development.
Business continuity and disaster recovery
AAAI employs operational safeguards to reduce risk from outages and data loss. While technical details may change with infrastructure updates, the journal’s continuity objectives remain the same: protect content availability, prevent unauthorized modification, and restore services quickly after incidents.
Core continuity objectives
- Maintain secure hosting and periodic backups of the journal platform
- Protect integrity of published content and metadata
- Use preservation partner(s) to ensure long-term access if platform disruption occurs
- Maintain contact pathways for urgent reader or author concerns
Security and integrity
Preservation also protects against unauthorized alteration. AAAI uses controlled workflows for editing published records so that changes are documented and traceable.
Repository deposits as a resilience layer
In addition to preservation services, repository deposits provide distributed access points. AAAI supports repository deposits under the Repository Policy. This benefits institutions and ensures that multiple access routes exist even if a primary platform experiences downtime.
Repository records should include accurate metadata, clear licensing, and DOI links to the Version of Record. If an article is corrected or retracted, repositories should be updated to reflect the current status.
Cross-policy connection
For deposit rules, version labels, and suggested wording, see the Repository Policy page. Preservation and repository policies work together to protect long-term access.
Roles and responsibilities
Preservation is a shared responsibility across the publisher, editorial office, and (in some cases) authors and institutions. AAAI clarifies responsibilities so expectations are clear.
| Publisher / Journal platform | Maintain stable hosting, article pages, metadata, and access; coordinate preservation partner deposits; publish record updates (corrections/retractions). |
|---|---|
| Editorial office | Ensure record integrity, manage notices, and communicate changes to relevant services where applicable. |
| Authors / Institutions | Deposit permitted versions responsibly (if they choose), label versions clearly, and update repository records when status changes. |
Requests, verification, and record questions
If readers or institutions need verification of publication status, licensing, or archival arrangements, AAAI can provide administrative confirmations. For example, a librarian may ask whether a record is the Version of Record or whether a correction exists.
To help the journal respond quickly, include the article title, URL/DOI, and the nature of your question.
1) Identify the item: Provide article URL/DOI or manuscript ID.
2) Explain the request: Preservation verification, repository mapping, or correction/retraction status confirmation.
3) Provide deadlines: If a grant report or library audit has a deadline, note it so we can prioritize accordingly.
Frequently asked questions
Does AAAI preserve articles permanently?
AAAI is committed to long-term preservation of the scholarly record. Preservation includes content files, metadata, and post-publication notices that clarify article status.
Will my article still be accessible if the website changes?
Preservation services and DOI/metadata continuity are designed to protect access if platforms change. AAAI aims to maintain stable resolution from citations to the Version of Record.
If an article is retracted, is it deleted from archives?
Typically no. Retractions remain part of the scholarly record. The article is retained with a clear retraction label and a linked retraction notice to preserve transparency.
Can my institution archive the article too?
Yes. Repository deposits are supported under the Repository Policy, with version labeling and DOI linking as core requirements.
How does this policy relate to indexing?
Preservation improves reliability for indexers and readers by keeping stable metadata and record updates. Indexing details are described on the Indexing & Archiving page.
