Electronic Filing Policy

Justicia Journal implements an electronic manuscript submission and management system to ensure efficiency, transparency, accessibility, security, and accountability throughout the scholarly publication process.

All manuscripts must be submitted electronically through the official Open Journal Systems (OJS) platform of Justicia Journal. The electronic filing system supports manuscript submission, editorial screening, peer review, revision, editorial decision-making, production, publication, and record management.

Manuscripts submitted through personal email, messaging applications, or other unofficial communication channels will not be considered formal submissions unless specifically authorized by the Editorial Board.

1. Purpose

This policy establishes the principles and procedures for the electronic submission, storage, organization, management, protection, and retention of journal documents. It aims to ensure that all manuscript records are complete, traceable, secure, and accessible to authorized users throughout the editorial and publication process.

2. Electronic Submission System

Authors must register an account or log in to an existing account on the official Justicia Journal website before submitting a manuscript.

The electronic filing system facilitates the following processes:

Manuscript submission and metadata entry.
Upload of manuscript files and supporting documents.
Editorial screening and similarity checking.
Assignment of manuscripts to peer reviewers.
Double-blind peer review.
Submission of revised manuscripts and author responses.
Editorial decision-making.
Copyediting, layout editing, proofreading, and online publication.
Management and retention of editorial records.

3. Submission Requirements

Before submitting a manuscript electronically, authors must ensure that:

The manuscript is original, has not been previously published, and is not under consideration by another journal.
The manuscript is relevant to the aims and scope of Justicia Journal.
The manuscript complies with the Author Guidelines, Manuscript Types policy, Authorship Criteria, and Artificial Intelligence Policy.
The manuscript is prepared using the official Justicia Journal manuscript template.
All required information, including title, abstract, keywords, author names, institutional affiliations, corresponding author details, and references, is complete and accurate.
All authors have approved the manuscript and agreed to its submission.
Any conflict of interest, funding source, and use of AI has been appropriately disclosed.
Supplementary materials, figures, tables, datasets, or research instruments are uploaded where applicable.

4. File Format and Naming

Manuscripts must be submitted in an editable Microsoft Word format, preferably .docx, unless otherwise specified by the Editorial Board.

Authors must ensure that all uploaded files are complete, readable, appropriately named, and free from technical errors.

The following file-naming format is recommended:

Justicia_[Manuscript Type]_[First Author Surname]_[Year].docx

Example:

Justicia_OriginalResearchArticle_Andri_2026.docx

Supplementary files should be named clearly and consistently, for example:

Justicia_Figure1_[First Author Surname]_[Year].png
Justicia_Table1_[First Author Surname]_[Year].xlsx
Justicia_SupplementaryMaterial_[First Author Surname]_[Year].pdf

5. Required Documents

Depending on the manuscript type and editorial requirements, authors may be required to upload the following documents:

The full manuscript in Microsoft Word format.
A title page containing author names, affiliations, email addresses, and corresponding author details.
An anonymized manuscript for double-blind peer review.
A similarity or plagiarism check report, where required.
A conflict-of-interest statement.
A funding statement, where applicable.
A statement on the use of Artificial Intelligence, where applicable.
Supplementary materials, datasets, research instruments, images, or tables, where applicable.

6. Submission Metadata

Authors must provide accurate and complete metadata during electronic submission. Metadata may include:

Manuscript title.
Author names and affiliations.
Author email addresses.
Corresponding author details.
Manuscript type.
Subject or field of law.
Funding information.
Conflict-of-interest information.
Suggested reviewers, where required by the journal.

Authors are responsible for ensuring that the metadata accurately matches the information contained in the manuscript and supporting documents.

7. Electronic Editorial Workflow

After successful submission, manuscripts are processed electronically through the following stages:

Initial submission: The corresponding author uploads the manuscript and completes the required submission metadata.
Editorial screening: The editorial team evaluates the manuscript’s scope, formatting, originality, and compliance with journal policies.
Similarity check: The manuscript is screened for textual similarity and potential plagiarism.
Peer review: Manuscripts that pass the initial screening are assigned to qualified reviewers for double-blind evaluation.
Revision: Authors submit revised manuscripts and responses to reviewer and editor comments through the electronic system.
Editorial decision: The Editorial Board communicates the decision through the journal’s electronic platform.
Production and publication: Accepted manuscripts undergo copyediting, layout editing, proofreading, and electronic publication.

8. Revision and Resubmission

Authors receiving revision requests must submit their revised manuscripts electronically through the original submission record.

Revised submissions should include:

A revised manuscript incorporating the requested changes.
A point-by-point response to reviewer and editor comments.
Additional supporting documents, where required.

Authors must retain the original file name or clearly indicate the revised version of the manuscript, for example by adding “Revised” or “Revision 1” to the file name.

Failure to submit revisions within the specified period may result in the manuscript being withdrawn from the editorial process.

9. Electronic Records and Storage

Electronic records may include submitted manuscripts, supplementary files, editorial correspondence, peer-review reports, revision histories, editorial decisions, production files, and published articles.

All electronic records are stored and managed through the journal’s official OJS platform. Access to confidential records is restricted to authorized editorial users according to their roles and responsibilities.

The Editorial Board and authorized technical administrators are responsible for maintaining file integrity, storage permissions, system security, and appropriate backup procedures.

10. Confidentiality and Data Protection

The journal protects the confidentiality of unpublished manuscripts, reviewer identities, personal data, and editorial correspondence.

Authors, reviewers, and editors must not disclose, share, or upload confidential journal records to unauthorized platforms or third-party systems.

Personal data and unpublished materials must be processed in accordance with applicable data protection principles and the journal’s publication ethics policies.

11. Incomplete or Non-Compliant Submissions

The Editorial Board reserves the right to return incomplete, corrupted, unreadable, incorrectly formatted, or non-compliant submissions for correction.

Manuscripts that do not comply with the electronic filing requirements after repeated requests for correction may be declined without further editorial processing.

12. Author Responsibilities

By submitting a manuscript electronically, authors acknowledge that they have read and agreed to comply with the journal’s Author Guidelines, publication ethics policies, and electronic filing procedures.

Authors are responsible for ensuring that all uploaded files are accurate, complete, accessible, and free from technical errors.

13. Policy Review

This Electronic Filing Policy will be reviewed periodically by the Editorial Board of Justicia Journal to ensure alignment with developments in digital publishing, data protection standards, and editorial management practices.