Long-term conservation and preservation policy

Long-term conservation and preservation policy

The Revista Criminalidad, as a scientific publication specialized in criminology and related fields, is committed to ensuring the long-term preservation and accessibility of its content. Proper preservation of digital and physical archives is essential to guarantee the integrity of the information and the access of future generations of researchers, academics, and professionals. This policy is aligned with national and international regulations on document management, information security, and legal deposit, in accordance with Resolution 05454 of November 29, 2019, “Updating the Document Management Program for the National Police,” Resolution 04408 of December 26, 2024, “Issuing the Information Security Management System Manual for the National Police,” and the legal deposit law, as well as the policies of the National Library of Colombia and the standardized document management process “1GD-GU-0006 - Integrated Conservation System – SIC.”

Objectives of the preservation policy

The main objectives of the long-term preservation policy of the Revista Criminalidad are:

  • To guarantee the integrity of the journal's content through well-established documentary processes, both in digital and physical formats.
  • To ensure continuous and long-term access for users to the journal's articles and issues through robust digital preservation systems and the deposit of physical copies in the National Library of Colombia.
  • To comply with national and international regulations regarding the preservation of scientific publications, such as legal deposit and document management policies of the National Police.

Integrated Conservation System – SIC

The standardized document management process "1GD-GU-0006 - Integrated Conservation System – SIC," from the Criminal Investigation Directorate and INTERPOL, consists of plans, programs, strategies, processes, and procedures for document conservation and digital preservation, aimed at ensuring the proper maintenance of information (physical, digital, and electronic), preserving attributes such as unity, integrity, authenticity, invariability, originality, reliability, and accessibility, from its production and/or reception, through its management, until its final disposition. It includes the Document Conservation Plan and the Long-Term Digital Preservation Plan (National Police of Colombia, 2020).

Document conservation plan

This is the set of short, medium, and long-term actions aimed at implementing programs, processes, and procedures to maintain the physical and functional characteristics of archival documents, preserving their attributes and availability over time. Therefore, the Institution has adopted the following preventive conservation programs:

  • Training and awareness program for staff
  • Inspection and maintenance program for storage systems and physical facilities
  • Environmental sanitation program: disinfection, rodent control, and pest control
  • Monitoring and control program for environmental conditions
  • Storage and re-storage program
  • Emergency prevention and disaster response program

Long-Term digital preservation plan

This is the set of short, medium, and long-term actions aimed at implementing programs, strategies, processes, and procedures to ensure the long-term preservation of electronic archival documents, maintaining their characteristics of authenticity, integrity, confidentiality, invariability, reliability, interpretability, comprehensibility, and availability over time (Law 594 of 2000).

The National Police of Colombia, aware of the importance of ensuring the proper maintenance of digital and/or electronic information produced within the framework of each unit's mission, is committed to complying with the policies designed within the long-term digital preservation plan, in accordance with Resolution 05454 of November 29, 2019, “Updating the Document Management Program for the National Police,” and the information security parameters set forth in Resolution 04408 of December 26, 2024, “Issuing the Information Security Management System Manual for the National Police,” as well as the commitment to continuous improvement and innovation.

The Long-Term Digital Preservation Plan for the National Police aims to promote a culture of digital information preservation among the institution's personnel, within the framework of policies regulating the Document Management process, based on the archival principles established in Law 594 of July 14, 2000, “Establishing the General Archive Law and other provisions,” and regulated by Agreement No. 006 of October 15, 2014, “Developing Articles 46, 47, and 48 of Title XI ‘Document Conservation’ of Law 594 of 2000.” The objective is to facilitate the preservation and disposition of such information from its creation to its final disposition, either for permanent preservation or elimination.

 Long-Term digital preservation strategies

For the long-term digital preservation plan to be effective within the National Police, the strategies must consider the most appropriate handling and preservation parameters for this type of information, aiming to protect and ensure its availability over time according to the institution's needs, while maintaining attributes of authenticity, reliability, and accessibility. To achieve this, policies, procedures, and practices for managing digital and electronic documents must be disseminated.

In this regard, the necessary requirements must be met to ensure preservation, storage, migration, information security, interoperability, and technological architecture. These activities are executed by the Telematics Office of the National Police, following the guidelines issued by the National Archive and the Ministry of Information Technology and Communications.

Based on the above, the following considerations are recommended when implementing an Electronic Document Management System (Enterprise Records Management Systems – ERMS):

  • Assess SGDEA requirements that allow for the integration and expansion of electronic document management, enabling access, search, and retrieval of information.
  • Adopt archival tools that allow the police to responsibly create, manage, and dispose of information.

Responsibilities

The editorial team of the Revista Criminalidad will be responsible for implementing this policy to ensure that preservation processes are effective and comply with current regulations.

References

National Library of Colombia. Document Conservation and Legal Deposit Policy.

Congress of the Republic of Colombia. (1982). Law 23 of 1982, regulating copyright and legal deposit of works.

Congress of the Republic of Colombia. (1993). Law 44 of 1993, regulating legal deposit and distribution of books and periodicals.

Law 594 of 2000. Agreement No. 006 of October 15, 2014, “Developing Articles 46, 47, and 48 of Title XI ‘Document Conservation’ of Law 594 of 2000.”

Ministry of National Defense. (2019). Resolution 05454 of November 29, 2019, updating the Document Management Program for the National Police.

Ministry of National Defense. (2024). Resolution 04408 of December 26, 2024, issuing the Information Security Management System Manual for the National Police.

National Police of Colombia. (2020). Standardized document management process 1GD-GU-0006 – Integrated Conservation System – SIC.