Electronic Archiving Policy

Electronic Archiving Policy

Journal of Business & Banking (JBB)

1. PURPOSE

The Electronic Archiving Policy of the Journal of Business & Banking (JBB) establishes guidelines for the electronic archiving, storage, management, protection, and long-term preservation of journal documents and scholarly publications.

This policy aims to ensure the security, integrity, authenticity, accessibility, and sustainability of electronic records throughout the editorial and publication processes. It also supports transparency, accountability, and the preservation of the scholarly record in business, banking, finance, management, and related disciplines.

2. GENERAL PROVISIONS

2.1 The Journal of Business & Banking (JBB) adopts an electronic archiving system to manage documents associated with manuscript submission, peer review, editorial decisions, publication, and post-publication activities.

2.2 Electronic archiving practices shall comply with applicable Indonesian laws and regulations, including:

  • Law No. 11 of 2008 concerning Electronic Information and Transactions, as amended by Law No. 19 of 2016 and Law No. 1 of 2024.

  • Law No. 27 of 2022 concerning Personal Data Protection.

  • Other applicable regulations governing electronic information management, document preservation, and intellectual property rights.

2.3 JBB maintains electronic records in formats that support document integrity, authenticity, accessibility, and long-term preservation.

2.4 The journal applies appropriate technical and organizational safeguards to prevent unauthorized access, modification, disclosure, loss, or destruction of archived documents.

3. ARCHIVING PROCEDURES

3.1 Document Collection

3.1.1 JBB electronically archives documents received and generated during the editorial and publication processes, including manuscript submissions, revised manuscripts, peer-review reports, editorial correspondence, acceptance decisions, and final published articles.

3.1.2 Documents shall be archived through the journal's electronic editorial management system or other authorized institutional storage facilities.

3.1.3 Physical documents, when applicable, shall be digitized using appropriate scanning procedures to ensure readability, completeness, and accuracy.

3.1.4 The journal shall maintain appropriate records of document submission, modification, and publication to support editorial accountability.

3.2 Document Classification

3.2.1 Electronic documents shall be classified into the following categories:

  • Manuscripts and Revisions: Original submissions, revised manuscripts, supplementary materials, and final accepted versions.

  • Editorial and Peer-Review Documents: Reviewer reports, editorial evaluations, editorial decisions, and related correspondence.

  • Administrative Documents: Submission confirmations, publication agreements, copyright declarations, and other administrative records.

  • Published Articles: Final article files, abstracts, references, supplementary materials, and publication metadata.

  • Post-Publication Records: Corrections, retractions, expressions of concern, and other documents related to maintaining the integrity of the scholarly record.

3.2.2 Each document category shall receive an appropriate access classification based on its confidentiality and intended use.

3.3 Electronic Storage

3.3.1 JBB shall maintain electronic documents in secure digital storage facilities managed by the journal or its authorized institutional service providers.

3.3.2 Electronic storage systems shall incorporate appropriate security measures, including:

  • Access restrictions based on authorized user roles.

  • Secure authentication mechanisms.

  • Encryption or equivalent safeguards where appropriate.

  • Regular data backups.

  • Access monitoring and audit records.

  • Protection against unauthorized modification or deletion.

3.3.3 Backup procedures shall support data recovery in the event of technical failures, cybersecurity incidents, accidental deletion, or other disruptions.

3.3.4 The editorial team shall periodically review the integrity and accessibility of archived electronic documents.

3.4 Long-Term Preservation

3.4.1 JBB is committed to preserving published scholarly content to maintain its accessibility and integrity for future generations of researchers, practitioners, and policymakers.

3.4.2 Published articles and their associated metadata shall be preserved on a long-term basis through the journal's electronic publishing infrastructure and other preservation arrangements where available.

3.4.3 Editorial and administrative records shall be retained according to institutional retention schedules, applicable legal requirements, and the journal's operational needs.

3.4.4 Documents associated with research misconduct investigations, legal disputes, corrections, or retractions shall be retained as necessary to support accountability and compliance with applicable regulations.

3.4.5 Where technically and institutionally available, JBB may utilize recognized digital preservation services or institutional repositories to strengthen the continuity and accessibility of published content.

4. SECURITY AND PRIVACY

4.1 JBB implements appropriate security and confidentiality measures to protect electronic documents throughout their lifecycle.

4.2 Access to confidential editorial records shall be restricted to authorized individuals, including:

  • Editors and authorized editorial staff.

  • Reviewers assigned to evaluate specific manuscripts.

  • Authorized journal administrators and technical personnel.

  • Competent authorities when disclosure is required by applicable law.

4.3 Authors may access their own submissions and related editorial communications through the journal's designated submission system, subject to applicable confidentiality requirements.

4.4 Confidential manuscripts, reviewer identities, peer-review reports, and unpublished research information shall not be disclosed to unauthorized parties.

4.5 The journal shall process personal data in accordance with Law No. 27 of 2022 concerning Personal Data Protection and other applicable regulations.

4.6 Any suspected data breach, unauthorized access, or loss of electronic records shall be reported to the responsible journal management personnel for investigation and appropriate corrective action.

5. PROBLEM RESOLUTION

5.1 Authors, reviewers, editors, and other authorized parties may report issues concerning electronic archiving, document accessibility, data security, or preservation to the journal's editorial office.

Editorial Office

Journal of Business & Banking (JBB)

Center for Research & Community Service

Universitas Hayam Wuruk Perbanas

Surabaya, Indonesia

Email: jbb@perbanas.ac.id

Website: https://journal.perbanas.ac.id/index.php/jbb/index

5.2 The editorial office shall review reported problems and coordinate appropriate action with authorized technical or administrative personnel.

5.3 Issues affecting document integrity, confidentiality, or access to published articles shall receive priority according to their severity and potential impact.

5.4 The journal shall maintain appropriate records of significant archiving incidents and corrective measures.

6. POLICY CHANGES

6.1 The Editorial Board of JBB may periodically review and revise this policy to reflect developments in electronic publishing, digital preservation, cybersecurity, and applicable legal requirements.

6.2 Revisions shall consider recognized scholarly publishing practices, institutional policies, and developments in digital information management.

6.3 The journal shall publish significant policy updates on its official website to ensure transparency and accessibility.

7. TECHNICAL REQUIREMENTS

7.1 JBB accepts electronic documents in formats appropriate to manuscript submission, editorial processing, and long-term preservation.

Supported formats may include:

  • PDF or PDF/A: For final publications and archival documents.

  • DOC or DOCX: For editable manuscript submissions and revisions.

  • TXT: For plain-text documents where applicable.

  • JPG or PNG: For supporting images and graphical documentation.

  • Other approved formats: For supplementary research materials, subject to the journal's technical requirements.

7.2 Authors shall follow the file format and file size requirements specified in the journal's online submission system.

7.3 All submitted documents must be complete, readable, properly organized, and free from malicious software.

7.4 The editorial team may convert accepted manuscripts into standardized publication formats to ensure consistent presentation and long-term accessibility.

7.5 Where appropriate, digital integrity measures shall protect archived documents against unauthorized modification.

8. DOCUMENT IDENTIFICATION AND METADATA

8.1 JBB shall maintain appropriate metadata for electronically archived manuscripts and published articles.

8.2 Relevant metadata may include:

  • Article or document title.

  • Author names and affiliations.

  • Manuscript identification number.

  • Date of submission.

  • Date of acceptance.

  • Date of publication.

  • Document type or category.

  • Abstract and keywords.

  • Volume, issue, and page or article identification.

  • Digital Object Identifier (DOI), where assigned.

  • Publication status and version information.

8.3 Metadata shall support document identification, retrieval, indexing, citation, and scholarly dissemination.

8.4 The editorial team shall maintain the accuracy and consistency of publication metadata and correct identified errors when necessary.

9. DISSEMINATION AND ACCESSIBILITY

9.1 This policy applies to all parties involved in the editorial, publication, and management activities of the Journal of Business & Banking (JBB), including authors, editors, reviewers, journal administrators, and authorized technical personnel.

9.2 Published articles shall remain accessible through the journal's official website in accordance with its open-access and copyright policies.

9.3 Confidential editorial records, unpublished manuscripts, and personal information shall remain subject to appropriate access restrictions.

9.4 The journal supports the responsible dissemination of scholarly publications while protecting the confidentiality, integrity, and security of its electronic records.

9.5 Through this policy, JBB demonstrates its commitment to responsible electronic document management, sustainable scholarly communication, and the long-term preservation of academic publications.

Journal of Business & Banking (JBB)

Universitas Hayam Wuruk Perbanas, Surabaya, Indonesia

Official Website: https://journal.perbanas.ac.id/index.php/jbb/index

Official Email: jbb@perbanas.ac.id