Electronic Filing

1. General Policy on Electronic Filing

Jurnal Ilmu-Ilmu Pertanian (JIIP) implements an electronic manuscript submission and editorial management system to facilitate the efficient, transparent, secure, and accountable processing of scholarly publications. Electronic filing encompasses manuscript submission, document management, editorial screening, peer review, manuscript revision, publication preparation, editorial correspondence, and the maintenance of publication records.
The journal's electronic filing policy follows the principles of transparent editorial management established in the Committee on Publication Ethics (COPE) Core Practices, particularly those relating to journal management, peer review processes, ethical oversight, intellectual property, and the responsible handling of research information. These principles provide an ethical framework for managing electronic manuscripts throughout the publication process.
JIIP also recognises the importance of clearly documented editorial procedures, reliable publishing infrastructure, and accessible publication policies, as described in the Principles of Transparency and Best Practice in Scholarly Publishing. The journal seeks to ensure that electronic manuscript processing supports scholarly integrity, editorial independence, and the accurate documentation of publication decisions.

2. Online Manuscript Submission System

JIIP accepts manuscripts through its official online submission system. Authors must access the JIIP Submission Portal, register for a user account or log in to an existing account, and complete the required submission procedures. Manuscripts must be submitted electronically in accordance with the journal's current Author Guidelines and Submission Preparation Checklist.
The electronic submission process is designed to ensure consistent manuscript registration, accurate identification of contributors, and appropriate documentation of editorial correspondence. In accordance with the COPE Core Practice on Journal Management, JIIP seeks to maintain clearly defined editorial responsibilities and appropriate software-supported procedures for the effective administration of manuscripts.
Authors are responsible for ensuring that all submitted files are complete, readable, accurate, and consistent with the manuscript information entered into the journal's online submission system. Submitting a manuscript does not automatically guarantee that it will proceed to external peer review or publication.

3. Electronic File Formats and Technical Requirements

Manuscripts must be uploaded in a file format accepted by the journal's submission system. According to JIIP's published submission instructions, acceptable manuscript formats include OpenOffice documents, Microsoft Word documents, and Rich Text Format (RTF) files. Authors must ensure that the uploaded documents can be opened, reviewed, and processed by the editorial team.
Manuscript files must follow the journal's current formatting requirements, including the prescribed manuscript structure, typography, citation style, figures, tables, and bibliographic presentation. The journal's published submission checklist specifies single-spaced text, a 12-point font, the use of italics instead of underlining except in URLs, and the placement of figures and tables at appropriate positions within the manuscript.
Authors must ensure that illustrations, graphs, photographs, tables, and supplementary materials are presented accurately and remain legible in electronic form. Where separate supporting files are required, authors must provide them in formats that preserve scientific information and facilitate editorial assessment.
Electronic files must not contain malicious code, intentionally corrupted content, undisclosed alterations, or material that interferes with the integrity of manuscript evaluation. The journal's approach to digital document management is informed by the COPE Core Practices concerning Journal Management and Data and Reproducibility, which emphasise appropriate editorial infrastructure and responsible research documentation.

4. Manuscript Metadata and Author Information

Authors must provide complete and accurate metadata during the electronic submission process. Required information includes the manuscript title, abstract, keywords, author names, institutional affiliations, corresponding author details, and other information requested by the editorial office.
Authors must also disclose relevant funding information, competing interests, and supporting documentation where applicable. Accurate metadata contributes to transparent contributor identification and supports compliance with the COPE principles on Authorship and Contributorship and Conflicts of Interest.
The corresponding author is responsible for verifying the accuracy of the information provided during submission and ensuring that all listed authors have approved the manuscript and their authorship designation. Any changes to author information must be communicated to the editorial office and handled according to the journal's Authorship Criteria.
Authors should supply accurate bibliographic information and persistent identifiers, including Digital Object Identifiers (DOIs), where available. Complete reference information supports scholarly traceability, reliable citation linking, and the identification of relevant previous research.

5. Originality and Electronic Submission Declaration

The corresponding author must confirm that the submitted manuscript represents original scholarly work, has not been published previously in substantially the same form, and is not simultaneously under consideration by another journal, except where relevant circumstances have been explicitly disclosed to the editor.
JIIP applies the principles of responsible scholarly publication described in the COPE Core Practice on Intellectual Property, including the need for clear policies concerning plagiarism, redundant publication, overlapping manuscripts, and prior dissemination of research findings.
Authors must disclose any relevant preprint, conference paper, thesis, research report, or other prior dissemination that could affect the editorial evaluation of originality. Such disclosure enables the editorial team to assess the relationship between the submitted manuscript and existing scholarly records.
The submission declaration must accurately represent the approval of all authors, the originality of the work, and compliance with the journal's ethical and editorial requirements. Misleading declarations may result in editorial investigation or rejection.

6. Electronic Editorial Screening and File Management

Following electronic submission, the editorial office conducts an initial assessment of manuscript completeness, subject relevance, formatting compliance, originality, research ethics, and adherence to the journal's submission requirements.
Manuscripts that do not meet the journal's technical or editorial requirements may be returned to the authors for correction or declined before external review. This initial assessment forms part of the journal's documented editorial procedures, consistent with the COPE and partner organisations' Principles of Transparency concerning the Peer Review Process.
The editorial office should maintain accurate electronic records of manuscript submissions, editorial assignments, administrative checks, reviewer invitations, reviewer recommendations, author revisions, editorial decisions, and relevant correspondence.
Electronic editorial records should be organised in a manner that enables authorised editorial personnel to reconstruct the processing history of a manuscript when necessary. This recordkeeping procedure supports consistent journal administration and reflects the COPE Core Practice on Journal Management.

7. Confidentiality and Electronic Access Control

JIIP recognises the confidentiality of unpublished manuscripts, editorial correspondence, reviewer reports, and supporting documents submitted through its electronic system. Access to manuscript files should be restricted to authorised individuals whose editorial or publishing responsibilities require such access.
Editors, reviewers, and editorial staff must respect the confidentiality of unpublished research and must not disclose, distribute, reproduce, or use manuscript information for unauthorised purposes. The journal follows the ethical principles outlined in the COPE Core Practices on Peer Review Processes and Ethical Oversight to support responsible handling of confidential scholarly information.
Reviewers must not use unpublished data, research findings, methodologies, or intellectual contributions obtained through manuscript evaluation for personal or professional advantage. The COPE Ethical Guidelines for Peer Reviewers establish the importance of confidentiality, responsible use of review materials, and the protection of information entrusted to reviewers.
Electronic access privileges should correspond to the responsibilities assigned to each participant in the editorial process. Authors, reviewers, editors, and journal administrators should only access manuscript information that is appropriate to their assigned roles and the journal's peer-review model.

8. Electronic Peer Review and Editorial Correspondence

Manuscripts that satisfy the initial editorial assessment may proceed to peer review according to the journal's published review policy. The electronic system supports the assignment of reviewers, distribution of manuscripts, submission of evaluation reports, and communication of editorial decisions.
The journal's peer-review procedures should be transparent, fairly administered, and appropriately documented. These principles reflect the COPE Core Practice on Peer Review Processes, which identifies clear review policies, reviewer responsibilities, conflict-of-interest management, and well-managed editorial procedures as essential elements of responsible scholarly publishing.
Editorial decisions, requests for revision, reviewer comments, and other official communications should be managed through the journal's designated electronic communication channels. Authors are responsible for monitoring their submission status and responding to editorial requests within the applicable deadlines.
The editorial office should preserve appropriate records of manuscript assessments and decisions while protecting confidential reviewer information and other restricted editorial material.

9. Manuscript Revision and Version Control

When revisions are requested, authors must upload the revised manuscript through the official electronic submission system and follow the instructions provided in the editorial decision. Revised submissions should include a clear response to editorial and reviewer comments when requested.
Authors must ensure that the revised files accurately reflect the changes made to the manuscript. Any significant modification to research methods, analytical results, figures, tables, authorship, or conclusions must be disclosed to the editorial team.
JIIP encourages clear version identification and the retention of an appropriate manuscript revision history. Such procedures support scientific transparency and are consistent with the COPE principles on Data and Reproducibility and Journal Management.
Authors must not manipulate revision records or misrepresent changes made in response to peer-review recommendations. The editorial team may request clarification or additional supporting documents when inconsistencies arise between manuscript versions.

10. Electronic Data Security and Privacy Protection

JIIP recognises the need to protect personal information, confidential research materials, and electronic editorial records against unauthorised access, disclosure, alteration, or loss. The journal's handling of electronic information should be consistent with its published Privacy Statement and applicable data protection requirements.
The COPE Core Practice on Ethical Oversight identifies the responsible handling of confidential data as an important component of publication ethics. Accordingly, JIIP expects authorised editorial personnel to handle submitted documents and personal information only for legitimate editorial, publishing, and research integrity purposes.
Authors should avoid including unnecessary personal identifiers, confidential institutional records, or sensitive participant information in manuscripts and supplementary files. Research involving human participants must respect relevant informed-consent requirements and applicable ethical safeguards.
The journal should maintain appropriate administrative and technical safeguards for its electronic submission infrastructure, including account access management, system maintenance, secure handling of confidential files, and procedures for responding to suspected information security incidents.

11. Electronic Records, Backup, and Digital Preservation

JIIP recognises the importance of maintaining reliable electronic records and preserving access to published scholarly content. Electronic recordkeeping should support editorial accountability, document traceability, the verification of publication decisions, and the long-term accessibility of the scholarly record.
The Principles of Transparency and Best Practice in Scholarly Publishing concerning Archiving recommend that journals publicly describe their arrangements for electronic backup and preservation of access to published content, including arrangements that remain effective if the journal ceases publication.
JIIP should maintain appropriate procedures for backing up electronic journal content and protecting editorial records against accidental loss, technical failure, or unauthorised modification. Backup responsibilities, preservation arrangements, and recovery procedures should be established by the journal's publisher and technical administrators.
The journal should disclose its confirmed digital preservation arrangements on its official website. Any named preservation platform, third-party archiving service, or institutional repository should be identified only when an active arrangement has been established and verified.
Internal editorial records, including unpublished manuscripts and confidential reviewer reports, must be distinguished from publicly accessible publication archives. Access to retained editorial materials should remain subject to confidentiality requirements, legitimate administrative needs, and applicable institutional retention policies.

12. Electronic Research Data and Supplementary Files

Authors may be required to provide supplementary research materials when these are necessary for scientific assessment or are specified in the journal's submission requirements. Such materials may include datasets, research instruments, experimental protocols, analytical documentation, additional tables, or supporting figures.
The journal encourages accurate documentation of research procedures and responsible management of supporting data. These expectations reflect the COPE Core Practice on Data and Reproducibility, which supports policies on data availability, research reporting standards, and practices that improve the reliability and reproducibility of scholarly findings.
Authors remain responsible for the integrity, accuracy, and lawful disclosure of supplementary files. Restrictions concerning confidential information, intellectual property, research participant privacy, and other applicable legal or ethical requirements must be respected.
When supporting data cannot be shared publicly, authors should provide an appropriate explanation and cooperate with reasonable editorial requests for verification where legally and ethically permissible.

13. Publication Records and Post-Publication Corrections

Electronic publication records must accurately represent the published manuscript, author information, bibliographic metadata, and applicable editorial notices. Any substantial error identified after publication should be assessed according to the journal's policies on corrections, retractions, and other post-publication actions.
JIIP recognises the importance of maintaining an accurate and transparent scholarly record in accordance with the COPE Core Practice on Post-Publication Discussions and Corrections, which calls for appropriate mechanisms to correct, revise, or retract published articles when necessary.
Corrections and other editorial notices should be clearly identified and linked to the relevant article whenever appropriate. The journal should preserve sufficient documentation to explain the basis of editorial actions while protecting confidential information and legitimate research integrity investigations.
Published content should not be silently altered in ways that obscure substantive changes to the scholarly record. Significant amendments must be managed through transparent editorial procedures appropriate to the nature of the error or concern.

14. Technical Problems and Electronic Submission Assistance

Authors experiencing technical difficulties with manuscript registration, file uploading, metadata entry, or electronic submission should contact the journal's editorial office through its official communication channels. Authors should provide sufficient information about the problem to assist the editorial team in identifying an appropriate solution.
Technical problems do not automatically exempt authors from the journal's submission, documentation, and publication ethics requirements. Any alternative submission arrangements must receive explicit authorisation from the editorial office and must preserve the accuracy and traceability of the manuscript record.
The journal should manage electronic submission services in a consistent and accessible manner. Its approach to technical administration is informed by the COPE Core Practice on Journal Management, which emphasises the importance of appropriate publishing infrastructure, editorial procedures, and effective journal administration.

15. Responsibilities of Authors and Editorial Personnel

Authors are responsible for submitting accurate manuscript files, providing complete metadata, observing publication ethics requirements, responding to editorial correspondence, and ensuring that all research information supplied through the electronic system is authentic and appropriately documented.
Editors and editorial staff are responsible for administering submitted manuscripts fairly, maintaining appropriate confidentiality, documenting editorial decisions, managing conflicts of interest, and safeguarding the integrity of the editorial process. These responsibilities are consistent with the COPE Core Practices on Journal Management, Peer Review Processes, and Conflicts of Interest.
Reviewers are responsible for protecting confidential manuscript information, providing objective assessments, disclosing relevant competing interests, and using submitted research materials exclusively for authorised review purposes.
All participants in the electronic publication process must cooperate in maintaining accurate records, protecting unpublished research, and preserving the reliability of scholarly communication.

16. Policy Compliance and Implementation

All manuscripts submitted to JIIP must comply with this Electronic Filing Policy, the journal's Author Guidelines, Authorship Criteria, Peer Review Policy, Publication Ethics, Privacy Statement, and other applicable editorial requirements.
The Editor-in-Chief and editorial team are responsible for overseeing the implementation of this policy within the scope of their respective duties. Suspected violations involving electronic documents, inaccurate submissions, unauthorised disclosure, or manipulation of research records may be evaluated under the journal's publication ethics procedures.
JIIP may review and revise its electronic filing procedures to reflect developments in scholarly publishing standards, editorial technology, data protection practices, and institutional requirements. Policy revisions should be communicated transparently in accordance with the COPE and partner organisations' Principles of Transparency and Best Practice in Scholarly Publishing.
By submitting a manuscript through the JIIP electronic submission system, authors confirm their agreement to comply with the journal's submission procedures, documentation requirements, confidentiality provisions, and applicable publication ethics policies.