Electronic Filing Policy

Jurnal Studi Hadis Nusantara (JSHN) is committed to maintaining a secure, organized, transparent, and accountable electronic system for manuscript submission, editorial management, peer review, publication, and preservation of scholarly records.

The journal uses Open Journal Systems (OJS) as its primary electronic publishing and editorial management platform.

Following the journal's transition from its previous OJS platform to the current OJS platform of Universitas Islam Negeri Siber Syekh Nurjati Cirebon, the current OJS serves as the primary platform for new manuscript submissions, editorial processing, and current journal publications, while the previous OJS remains an important electronic archive of historical journal records and previously published issues.

This policy establishes the principles and procedures governing electronic manuscript submission, document management, editorial records, communication, confidentiality, data protection, and digital preservation.

1. Current Electronic Publishing Platform

The current official electronic publishing and editorial management platform of Jurnal Studi Hadis Nusantara is:

https://journal1.uinssc.ac.id/index.php/jshn

The current OJS is used for:

  • New manuscript submissions;

  • Author registration and manuscript metadata management;

  • Editorial screening;

  • Peer-review management;

  • Author revisions;

  • Editorial decisions;

  • Copyediting and publication preparation;

  • Publication of current and future issues; and

  • Electronic access to published articles and related journal information.

Authors submitting new manuscripts should use the current official OJS platform unless otherwise instructed by the editorial office.

2. Previous OJS and Electronic Archive

Before the implementation of the current OJS platform, Jurnal Studi Hadis Nusantara operated through the previous journal platform:

https://syekhnurjati.ac.id/jurnal/index.php/jshn/index

The previous OJS contains historical information, previously published journal issues, article records, and other electronic materials associated with the journal's earlier publishing system.

The previous OJS is retained as an electronic archival reference and should not be interpreted as the primary submission platform for new manuscripts after the journal's transition to the current OJS.

The journal seeks to preserve the integrity and accessibility of historical publication records during and after the transition between electronic publishing platforms.

3. Electronic Manuscript Submission

All new manuscripts must be submitted electronically through the journal's current official OJS platform.

Authors are required to register or log in to their OJS accounts before submitting a manuscript.

The electronic submission process generally includes:

  1. Account Registration or Login: Authors create an account or access an existing account through the current OJS.

  2. Submission Initiation: Authors select the appropriate submission workflow and provide the required submission information.

  3. Manuscript Metadata: Authors enter accurate information concerning the manuscript title, abstract, keywords, authors, affiliations, and other required metadata.

  4. File Upload: Authors upload the manuscript and any required supplementary files.

  5. Submission Review: Authors verify the accuracy and completeness of the submitted information.

  6. Final Submission: Authors complete the electronic submission process through OJS and receive an electronic submission record.

Submission through personal email, messaging applications, social media, or other unofficial channels does not constitute a formal manuscript submission unless specifically authorized by the editorial office.

4. Electronic Document Requirements

Authors are responsible for ensuring that all electronic files submitted through OJS are complete, readable, accurate, and consistent with the journal's Author Guidelines.

Manuscripts must be submitted in the file format required by the journal.

Where applicable, supplementary materials may include:

  • Research instruments;

  • Supporting datasets or documentation;

  • Ethical approval or research permission documents;

  • Authorship or contribution statements;

  • Conflict-of-interest declarations;

  • Additional textual or documentary sources; and

  • Other materials specifically requested by the editorial team.

Authors must ensure that uploaded materials do not unlawfully disclose confidential information, violate copyright, or breach applicable research-ethics requirements.

5. Electronic Editorial and Peer-Review Management

JSHN manages manuscript processing electronically through its OJS platform.

The electronic editorial workflow may include:

Submission → Initial Editorial Screening → Peer Review → Revision → Editorial Decision → Copyediting/Proofreading → Publication

Editors and authorized editorial personnel access manuscripts and associated records according to their assigned roles within OJS.

Peer reviewers receive access only to manuscripts assigned to them for evaluation.

Review reports, editorial decisions, revision requests, author responses, and relevant editorial correspondence should be documented through the electronic editorial system whenever technically possible.

The electronic record of manuscript processing supports transparency, accountability, and continuity of the journal's editorial operations.

6. Electronic Communication

OJS is the journal's primary channel for formal manuscript-related communication.

Electronic communications may include:

  • Submission confirmations;

  • Editorial screening notifications;

  • Peer-review invitations;

  • Review decisions;

  • Revision requests;

  • Acceptance or rejection decisions;

  • Copyediting and proofreading requests;

  • Publication notifications; and

  • Other communications concerning manuscript processing.

Authors are responsible for maintaining accurate contact information and regularly monitoring the email address associated with their OJS account.

When formal editorial communication is conducted outside OJS because of technical or administrative circumstances, the communication should be appropriately documented in the relevant editorial record.

7. Electronic Records and Filing

The journal maintains electronic records relating to the editorial and publication process, subject to applicable institutional policies and confidentiality requirements.

Electronic records may include:

  • Submitted manuscripts;

  • Manuscript metadata;

  • Author information;

  • Peer-review reports;

  • Editorial decisions;

  • Revision files;

  • Author responses;

  • Publication files;

  • Editorial correspondence; and

  • Other documents necessary for the management and preservation of the scholarly record.

Access to non-public electronic records is restricted according to the user's role and authorized responsibilities within the editorial system.

The journal seeks to maintain records in an organized manner to support editorial accountability, publication continuity, and appropriate scholarly verification.

8. Confidentiality and Data Protection

JSHN is committed to protecting confidential manuscripts, unpublished research findings, personal information, and editorial records processed through its electronic systems.

Editors, reviewers, authors, and editorial staff must respect the confidentiality of unpublished manuscripts and related editorial communications.

Information obtained through the editorial process must not be used for personal, academic, commercial, or other purposes unrelated to the authorized editorial process.

Reviewers must not share, reproduce, distribute, or otherwise disclose unpublished manuscript materials without appropriate authorization.

Personal information collected through OJS is used for legitimate purposes related to manuscript processing, editorial management, publication, indexing, scholarly communication, and journal administration.

The journal manages personal and electronic information in accordance with applicable institutional policies and relevant Indonesian laws and regulations concerning personal data protection and information security.

9. Electronic Archiving and Digital Preservation

JSHN recognizes the importance of maintaining long-term access to its published scholarly record.

Published articles, issue information, bibliographic metadata, and relevant publication records are maintained electronically through the journal's publishing infrastructure.

The current OJS serves as the primary electronic platform for current and future journal publications.

The previous OJS remains an important historical archive containing records of the journal's earlier publication period.

The journal seeks to preserve the continuity, authenticity, accessibility, and integrity of published articles during the transition between electronic publishing platforms.

Where available, permanent article URLs and Digital Object Identifiers (DOIs) should be maintained to support long-term identification and accessibility of published research.

Digital preservation activities may be conducted in accordance with the journal's Archiving Policy, institutional procedures, and applicable scholarly publishing standards.

10. Migration of Electronic Records

The transition from the previous OJS to the current OJS is managed with consideration for the continuity and integrity of the journal's scholarly record.

Where publication records are migrated, transferred, or reproduced within the current electronic system, reasonable measures should be taken to maintain the accuracy of bibliographic information, publication history, article identification, and associated metadata.

The existence of the current OJS does not invalidate the historical publication record maintained through the previous OJS.

Where appropriate, historical records may continue to reference the previous publishing platform to support verification of earlier publications and journal history.

11. Technical Problems and System Accessibility

The journal recognizes that technical problems may occasionally affect manuscript submission, editorial communication, peer review, or access to electronic records.

Authors who experience technical difficulties should contact the editorial office through the official communication channels provided by the journal.

When necessary, the editorial team may provide technical assistance or establish temporary alternative arrangements.

Any alternative submission or communication arrangement must preserve, as far as reasonably possible, the confidentiality, traceability, and integrity of the editorial process.

Temporary technical arrangements do not replace the current OJS as the journal's primary electronic publishing and submission platform.

12. Account Security and User Responsibilities

All users of the journal's OJS platform are responsible for maintaining the security and accuracy of their accounts.

Authors, editors, reviewers, and editorial staff should:

  • Protect their account credentials;

  • Avoid sharing passwords or unauthorized access information;

  • Maintain accurate personal and institutional information;

  • Upload only appropriate and authorized documents;

  • Respect the confidentiality of unpublished materials; and

  • Use electronic manuscript and publication records only for legitimate scholarly or editorial purposes.

Users should promptly notify the editorial office if they become aware of unauthorized access, significant technical errors, or other security concerns affecting the editorial system.

13. Responsibilities of Authors

Authors are responsible for:

  1. Submitting manuscripts through the appropriate OJS platform;

  2. Providing accurate manuscript metadata and author information;

  3. Uploading complete and technically accessible files;

  4. Ensuring that submitted materials comply with copyright and research-ethics requirements;

  5. Maintaining the confidentiality of unpublished editorial communications;

  6. Monitoring their OJS account and registered email address; and

  7. Responding appropriately to editorial requests and technical notifications.

Authors remain responsible for the accuracy and integrity of information contained in their submitted files.

14. Responsibilities of Editors and Editorial Staff

Editors and editorial staff are responsible for managing electronic submissions in a fair, secure, confidential, and accountable manner.

They must:

  • Use OJS according to their assigned editorial roles;

  • Protect confidential manuscript information;

  • Maintain appropriate access controls;

  • Document relevant editorial decisions;

  • Ensure that manuscripts are processed according to established editorial policies;

  • Protect the integrity of electronic publication records; and

  • Take appropriate action when technical, ethical, or security problems affect the editorial process.

Editors must not use confidential manuscript information for personal advantage or disclose unpublished research without appropriate authorization.

15. Responsibilities of Peer Reviewers

Peer reviewers must use electronic manuscript files exclusively for the purpose of scholarly evaluation.

Reviewers must:

  • Maintain the confidentiality of assigned manuscripts;

  • Not distribute or reproduce unpublished manuscript materials;

  • Not use unpublished information for personal or academic advantage;

  • Submit review reports through the designated editorial system where applicable; and

  • Inform the editor if technical problems prevent them from properly accessing or evaluating the manuscript.

Reviewers must also comply with the journal's Peer Review Process, Publication Ethics, and Conflict of Interest policies.

16. Electronic Filing and Scholarly Record Integrity

Electronic filing is an integral component of the journal's scholarly publishing infrastructure.

JSHN seeks to ensure that electronic records are maintained in a manner that supports:

  • Editorial accountability;

  • Confidentiality;

  • Traceability of editorial decisions;

  • Accurate publication history;

  • Long-term accessibility;

  • Preservation of scholarly records; and

  • Integrity of the academic record.

The electronic filing system does not replace the journal's broader editorial, peer-review, publication-ethics, and archiving responsibilities. Rather, it provides the infrastructure through which those responsibilities are implemented and documented.

17. Related Policies

This Electronic Filing Policy should be read together with the following JSHN policies and guidelines:

  • Publication Schedule

  • Authorship Criteria

  • Author Guidelines

  • Peer Review Process

  • Publication Ethics

  • Plagiarism Policy

  • Artificial Intelligence and Generative AI Policy

  • Copyright and Licensing Policy

  • Conflict of Interest Policy

  • Archiving Policy

  • Correction and Retraction Policy

Jurnal Studi Hadis Nusantara is committed to maintaining a reliable, secure, transparent, and sustainable electronic publishing environment that supports the integrity and long-term accessibility of its scholarly record.