File Archiving

A publication site may use file archiving to increase storage capacity of its database servers. This supports optimal performance.

The metadata for an archived submission (Article Title, Author, etc.) are retained permanently in the publication's database, regardless of the archive policy. Archiving applies solely to the source files, reviewer and editor attachments, email attachments, substitute items, and PDFs associated with the submission. Once archived, these files are no longer accessible via the publication's site.

A publication defines the file archiving policy to determine how files are handled. Submissions with different final disposition terms and file types may be archived at different time intervals.

Automatic deletion of Author's incomplete submissions

If the File Archiving feature is enabled, then the system will automatically delete initial submissions that have not been completed by the Author and have been without activity for a specified number of days.

An incomplete submission meets one or more of these criteria:

Author has not completed all steps in the submission process.
Author has not approved the submission PDF. (This also includes PDF Build error, which prevents Author from approving the submission PDF.)

An inactive submission may be one that was received by the publication office but was returned to the Author before being assigned to an Editor (e.g., the submission did not pass the publication's technical check).

The system only considers submissions where Revision = 0 when identifying incomplete or abandoned submissions for the purposes of data deletion. Submissions in the Author's Incomplete Submissions Being Revised are not considered incomplete or abandoned, because there is a high likelihood that the Author will complete the revision at some time.

The publication may configure notification letters to send to the Author. ActionManager events can trigger a letter informing Authors of both the impending deletion and actual deletion of the incomplete submissions.

To Configure:

To enable file archiving or automatic deletion, contact your Aries Account Coordinator.

Publications may customize the text displayed when a user attempts to access an archived file.

To customize the text, go to PolicyManager > General Policies > Edit Instructions for Archived Files.

The textbox for each Role Family displays default text. Edit or replace default text as appropriate.
When finished, click Submit.

Publications may also send leters to inform Authors that submission files are going to be deleted and to confirm that files have been deleted. For details on letter configuration, see Create Letters.

Create one letter in the Author family to inform the Author of the impending deletion.
Go to ActionManager > Author Letters. In the Content Files Deleted section:
1. Next to the Delete Content Files Warning event, use the drop-down list to select the letter created in step 1.
2. Click Submit.
Create a second letter in the Author family to confirm that the files have been deleted.
Go to ActionManager > Author Letters. In the Content Files Deleted section:
1. Next to the Delete Content Files Notification event, use the drop-down list to select the letter created in step 3.
2. Click Submit.