J-Dinamika: Jurnal Pengabdian Masyarakat manages its editorial and publication records electronically to support an efficient, transparent, secure, and accountable scholarly publishing process. The journal uses its online journal management system to receive manuscripts, coordinate peer review, communicate editorial decisions, manage revisions, and maintain records of published articles.

This policy establishes the principles for the electronic submission, storage, organization, preservation, and management of journal documents and publication records. It aims to protect the confidentiality and integrity of editorial materials while supporting the long-term accessibility and reliability of the journal's published content.

1. Electronic Submission and Document Management

Authors are required to submit manuscripts and supporting documents through the journal's official online submission system, unless alternative arrangements are authorized by the editorial team.

Documents managed electronically may include:

• Submitted manuscripts, revised manuscripts, and final accepted versions.
• Supplementary materials, figures, tables, datasets, and supporting documentation provided by authors.
• Peer-review reports, reviewer recommendations, and editorial correspondence.
• Editorial decisions, revision requests, and records of manuscript processing.
• Author declarations, conflict of interest statements, AI use disclosures, and other applicable publication documents.
• Final published articles, metadata, and associated publication records.

Authors are responsible for ensuring that submitted files are complete, accurate, readable, and compliant with the journal's author guidelines. The editorial team may request corrected files or additional documentation when necessary.

2. Electronic Storage and Record Integrity

J-Dinamika maintains electronic records associated with manuscript submission, peer review, editorial decisions, and publication. These records support the traceability of editorial activities and provide documentation when questions arise concerning the publication process.

Electronic documents should be maintained in an organized manner to reduce the risk of loss, unauthorized alteration, duplication, or accidental disclosure. Appropriate administrative and technical safeguards should be applied to protect stored files and associated metadata.

Where technically available, the journal's electronic filing practices should support version control, access management, regular backups, and recovery of records following technical incidents. Changes to manuscripts during editorial processing should be handled through the journal's established submission and revision workflow.

3. Confidentiality and Access Control

Access to unpublished manuscripts, peer-review reports, editorial correspondence, and other confidential materials is restricted to authorized individuals who require the information to perform their editorial or publication responsibilities.

Authors, reviewers, editors, and journal administrators must protect confidential information obtained through the electronic submission and review process. Unpublished materials must not be disclosed, distributed, or used for purposes unrelated to the editorial process without appropriate authorization.

The journal should apply suitable account management, authentication, and access control measures to reduce the risk of unauthorized access. Personal information and other confidential data must be handled in accordance with applicable data protection requirements and the journal's privacy policy.

4. Electronic Archiving and Long-Term Preservation

J-Dinamika aims to preserve its published articles and essential publication records to support continued access to the scholarly record. Electronic preservation practices should be designed to reduce the risk of content loss caused by hardware failure, software changes, security incidents, or discontinuation of hosting services.

Where available and supported, preservation measures may include:

• Regular backups of published content, article files, metadata, and relevant journal records.
• Maintenance of reliable copies of published articles and associated publication information.
• Use of recognized digital preservation services or institutional repositories, where available.
• Periodic verification of file integrity and the availability of archived content.
• Appropriate migration or restoration procedures when technical changes threaten continued access.

Published articles are intended to remain accessible through the journal's official website. Any additional preservation arrangements or external archiving services will be identified through the journal's website when applicable.

5. Archival Status

J-Dinamika is committed to maintaining the long-term accessibility and preservation of its published scholarly content. The following table summarizes the available archival information associated with the journal.

Note: The preservation period, status, and last-updated date should be verified against the journal's current archival records and the relevant preservation service.

6. Retention of Electronic Records

J-Dinamika retains electronic publication records for as long as necessary to support editorial accountability, publication integrity, administrative requirements, and the preservation of the scholarly record, subject to applicable institutional policies and legal obligations.

Published articles and their essential metadata should be retained as part of the permanent scholarly record. Other records, including confidential correspondence, reviewer reports, and submission files, should be retained and disposed of according to applicable retention procedures, taking into account confidentiality, legal requirements, and legitimate editorial needs.

Electronic records must not be destroyed or altered in a manner that improperly conceals editorial decisions, suspected misconduct, or other matters relevant to publication integrity.

7. Security Incidents and Technical Disruptions

In the event of data loss, unauthorized access, suspected security breaches, or technical disruptions affecting the journal's electronic records, the responsible journal administrators should take appropriate steps to assess the incident, protect remaining records, restore affected services, and preserve the integrity of the publication system.

Where necessary, the journal should coordinate with its institutional information technology personnel or hosting provider to investigate and resolve the incident. Relevant records should be preserved when an incident may affect manuscript confidentiality, publication integrity, or the availability of published content.

Authors and reviewers should use the official submission system and verified communication channels when exchanging manuscript files and other editorial documents. They should report suspected unauthorized access or disclosure to the editorial office promptly.

8. Access to Published Articles

J-Dinamika provides electronic access to published articles through its official journal website, subject to the journal's applicable open access, copyright, and licensing policies.

Article metadata and publication files should be maintained in a form that enables readers to identify, access, and cite published works. Any corrections, retractions, or other updates to published articles should be managed in accordance with the journal's publication ethics and correction or retraction policies, while preserving an appropriate record of the publication history.

9. Responsibilities and Policy Implementation

The editorial team and authorized journal administrators are responsible for implementing electronic filing procedures within their respective roles. Authors are responsible for providing accurate submission files, while reviewers and editors must protect confidential materials entrusted to them.

The implementation of backups, access restrictions, retention periods, and digital preservation services depends on the journal's actual technical infrastructure and institutional arrangements. The journal will communicate relevant procedures or changes through its official website when appropriate.

J-Dinamika may periodically review this policy to ensure that its electronic filing practices remain consistent with developments in scholarly publishing, information security, digital preservation, and applicable institutional requirements.

Related policies: Privacy Statement; Peer Review Process; Publication Ethics and Malpractice Statement; Open Access Policy; Copyright and Licensing; and Corrections and Retractions Policy.