Electronic Filling

Electronic Filing Policy

Borneo Engineering: Jurnal Teknik Sipil (BEJTS)

1. Policy Statement

Borneo Engineering: Jurnal Teknik Sipil (BEJTS) implements an electronic filing system to manage, process, store, retrieve, and preserve journal-related documents through its online journal management platform, Open Journal Systems (OJS). This policy is intended to ensure that manuscript submissions, editorial correspondence, peer-review reports, editorial decisions, revised manuscripts, publication files, and other relevant records are managed systematically, securely, and efficiently throughout the scholarly publishing process.

The journal uses OJS to support transparent editorial workflows, maintain accurate submission records, protect confidential information, and facilitate the long-term accessibility of published scholarly content. Electronic document management is conducted in accordance with the journal's editorial policies, publication ethics, privacy requirements, and applicable copyright and licensing provisions.

2. Scope of Electronic Filing

The electronic filing system covers documents and records generated or received during the journal's editorial and publishing activities, including:

  1. Manuscript submissions: Original manuscripts, supplementary files, research data, figures, tables, and other materials submitted by authors.

  2. Editorial correspondence: Communications between authors, editors, reviewers, and journal administrators concerning manuscript processing and publication.

  3. Peer-review documents: Reviewer invitations, review reports, editorial assessments, and related correspondence.

  4. Revision and decision records: Revised manuscripts, responses to reviewers, editorial decisions, and records of acceptance or rejection.

  5. Publication documents: Final accepted manuscripts, copyedited files, proofread versions, publication-ready files, and published article files.

  6. Journal management records: Relevant editorial policies, publication templates, ethical declarations, permissions, and administrative documents associated with journal operations.

3. Electronic Submission and Document Formats

All manuscript submissions must be made through the official BEJTS online submission system. Authors are required to register or log in to the journal website and complete the submission process in accordance with the Author Guidelines.

Manuscripts must be prepared using the journal's prescribed template and submitted in an accepted editable document format, such as Microsoft Word (.doc or .docx) or Rich Text Format (.rtf), as specified in the current Author Guidelines. Figures, tables, supplementary materials, and supporting documents must be uploaded in appropriate formats and must meet the journal's technical and editorial requirements.

Authors are responsible for ensuring that submitted files are complete, readable, properly identified, and consistent with the journal's submission requirements. The editorial office may request replacement files or additional documentation when necessary.

Official submission platform: https://jurnal.ubt.ac.id/index.php/bejts

4. Electronic Processing and Document Management

Manuscripts and related documents are processed electronically through the OJS editorial workflow. The system supports the recording of submissions, editorial assignments, peer-review activities, revision rounds, editorial decisions, and publication preparation.

The Editor-in-Chief, handling editors, editorial staff, and other authorized journal personnel are responsible for managing records according to their assigned roles and access permissions. Reviewers are granted access only to the materials necessary for conducting their assigned reviews.

Electronic records must be maintained in an organized manner to support document identification, version tracking, retrieval, and verification of editorial decisions. Revised manuscripts and supporting documents should remain associated with the relevant submission record to preserve the history of the editorial process.

5. Confidentiality, Privacy, and Access Control

BEJTS is committed to protecting the confidentiality and integrity of electronically stored documents. Access to manuscripts, reviewer reports, editorial correspondence, and other non-public records is restricted to authorized individuals according to their roles and responsibilities.

The journal follows a double-blind peer-review process. Authors and reviewers must not intentionally disclose confidential review information or use unpublished manuscript content for purposes unrelated to the review process.

Personal information collected through the journal website, including names and email addresses, is used for journal-related purposes in accordance with the journal's Privacy Statement. Such information must not be disclosed or used for unrelated purposes without an appropriate legal or authorized basis.

Journal personnel are expected to handle electronic documents responsibly and to prevent unauthorized access, disclosure, alteration, or distribution.

6. Document Retention and Archiving

BEJTS maintains electronic records necessary for editorial accountability, publication administration, research integrity, and the preservation of its scholarly output.

Published articles and their associated bibliographic information are made accessible through the journal website in accordance with the journal's open-access and archiving policies. The journal also permits authors to deposit eligible versions of their articles in institutional repositories, subject-based repositories, or personal and institutional websites, subject to the journal's Repository Policy and applicable licensing conditions.

Editorial and administrative records are retained for an appropriate period according to their purpose, applicable institutional requirements, and relevant legal and ethical obligations. Access to confidential editorial records remains restricted even when records are retained for archival purposes.

The journal seeks to maintain the integrity and continued accessibility of its published content. Technical backup, recovery, and preservation measures are implemented subject to the capabilities and arrangements of the journal's hosting and platform infrastructure.

7. Data Integrity and Information Security

The journal takes reasonable measures to maintain the accuracy, completeness, and integrity of electronic records. Authorized personnel should ensure that documents are correctly associated with their respective submissions and that changes to manuscripts and editorial records are appropriately documented within the editorial workflow.

Access credentials must be protected against unauthorized use. Journal administrators and authorized users should follow appropriate security practices when handling accounts, uploading files, managing permissions, and maintaining the OJS platform.

Any suspected loss, corruption, unauthorized disclosure, or unauthorized modification of journal records should be reported promptly to the journal administrator for assessment and appropriate corrective action.

8. Responsibilities

Authors are responsible for submitting accurate, complete, and properly formatted manuscripts and supporting documents, providing required declarations and permissions, and ensuring that revised files correspond to editorial requests.

Editors and editorial staff are responsible for managing submissions, maintaining appropriate editorial records, protecting confidential information, and ensuring that manuscript files are processed according to journal policies.

Reviewers are responsible for maintaining the confidentiality of assigned manuscripts and review materials and for using electronic documents solely for the purposes of scholarly evaluation.

Journal administrators are responsible for maintaining the technical operation of the electronic submission platform, managing authorized access, and coordinating appropriate data protection, backup, and recovery measures in accordance with the journal's technical arrangements.

9. Compliance and Policy Review

All authors, editors, reviewers, and journal personnel are expected to comply with this policy when handling electronic documents associated with BEJTS.

The journal may revise this policy when necessary to reflect changes in its editorial workflow, OJS functionality, publication ethics, information security practices, or applicable institutional requirements. Any revision will be communicated through the journal website.

10. Contact Information

For questions regarding electronic submissions, document management, or the operation of the journal's submission system, please contact:

Borneo Engineering: Jurnal Teknik Sipil (BEJTS)
Universitas Borneo Tarakan
Jalan Amal Lama No. 1, Pantai Amal, Tarakan Timur,
Kota Tarakan, Kalimantan Utara 77115, Indonesia
Email: [email protected]
Website: https://jurnal.ubt.ac.id/index.php/bejts

Effective date: Upon publication of this policy on the journal website.