Journal indexing is one of the most important milestones in a scholarly journal’s journey. Without indexing, articles that have been painstakingly reviewed and published will be difficult for readers to find | even by search engines.
For new journal editors, this process often feels overwhelming. Each database has different requirements. Timelines are uncertain. And the most painful part: rejection arrives after months of waiting.
This article is a practical step-by-step guide to getting your journal into major indexing databases: from the easiest to the most prestigious.
Table of Contents
What Is Journal Indexing and Why Does It Matter?
Journal indexing is the process of registering and listing a journal in academic databases used by researchers, librarians, and ranking institutions to search for and evaluate scholarly publications.
When your journal is indexed:
Visibility increases. Your articles appear in the search results of thousands of researchers who use databases like Google Scholar, Scopus, or DOAJ every day. Without indexing, your articles can only be found if someone knows your journal’s exact URL.
Credibility rises. Being indexed in reputable databases is a quality signal. It shows that your journal has passed a selection process and meets scholarly publishing standards.
Citations grow. Studies show that articles in Scopus-indexed journals receive an average of 2-3x more citations than articles in non-indexed journals. Google Scholar itself is the primary source of citations for journals in developing countries.
National accreditation. In Indonesia, SINTA (Science and Technology Index) accreditation heavily depends on journal indexing status. Journals indexed in Scopus or Web of Science receive higher weight scores.
Attractiveness to authors. Researchers tend to choose indexed journals as publication venues. If your journal wants to attract quality submissions, indexing is a must.
Indexing Databases by Tier
Not all indexing databases are equal. Here is the categorization by difficulty and prestige:
Tier 1 | Entry Level (Easy, Automatic)
Google Scholar
The world’s largest free academic database. Technically, Google Scholar is not “indexing” but automated crawling, similar to how Google indexes regular websites. There is no editorial selection process.
Google Scholar explicitly recommends OJS as a journal publishing platform. If your journal is already running on OJS with standard configuration, Google Scholar will usually automatically crawl your articles within a few weeks.
Tier 2 | Open Access Gateway (Moderate)
Directory of Open Access Journals (DOAJ)
A database specifically for open access journals managed by Infrastructure Services for Open Access (IS4OA). DOAJ is the gold standard for OA journals: many institutions and funding agencies only recognize journals listed in DOAJ.
DOAJ’s selection process is editorial (human editors review), but the criteria are lighter than Scopus/WoS. Estimated review time: 3 months.
Tier 3 | National (Country-Specific)
SINTA / ARJUNA (Indonesia)
SINTA is Indonesia’s national journal indexing portal managed by the Ministry of Education and Culture. Accreditation is done through the ARJUNA system with rankings from Sinta 1 (highest) to Sinta 6. Journals already indexed in Scopus automatically receive Sinta 1 or 2.
Tier 4 | International Premium (Difficult, Prestigious)
Scopus (Elsevier)
The largest abstract and citation database owned by Elsevier. Covers ~27,000 active journals from 7,000+ publishers across 105 countries. The selection process is conducted by the Content Selection and Advisory Board (CSAB), an international panel of independent scientists and librarians.
Scopus acceptance rate: approximately 40-50% of journals that apply (after passing technical screening). Total time from submission to decision: 6-18 months.
Web of Science Core Collection (Clarivate)
The most selective database in academia. Covers ~21,000 journals. The selection process uses 24 quality criteria and 4 impact criteria. Only about 10-12% of applying journals succeed.
WoS is the database that forms the basis for the Journal Impact Factor (JIF), the most famous metric in academia.
Quick Comparison:
| Database | Selection | Cost | Estimated Time | Success Rate |
|---|---|---|---|---|
| Google Scholar | Automatic | Free | 2-6 weeks | ~90% (if technicals correct) |
| DOAJ | Editorial | Free | 1-3 months | ~50-60% |
| SINTA | Accreditation | Free | 6-12 months | Varies |
| Scopus | CSAB Review | Free | 6-18 months | ~40-50% |
| Web of Science | Editorial | Free | 12-24 months | ~10-12% |
Preparation Before Applying
Before applying to any database, make sure your journal’s foundation is solid. Reputable databases (DOAJ, Scopus, WoS) will reject journals that do not meet basic requirements, and rejection is usually followed by a 6-24 month waiting period before reapplication.
1. ISSN (International Standard Serial Number)
ISSN is a mandatory requirement for ALL indexing databases (except Google Scholar). Register your ISSN at the ISSN International Centre through your national portal (in Indonesia: PDII LIPI/BRIN).
Ensure:
– ISSN is registered and confirmed at portal.issn.org
– Journal name on the website exactly matches the name in the ISSN portal
– ISSN is clearly displayed on the journal website
If using OJS, make sure the ISSN link in your theme is correct. Read: How to Fix ISSN Link in OJS Themes.
2. Editorial Board
Minimum requirements:
– 5+ editorial board members with clear affiliations and qualifications
– Full name and affiliation listed on the website
– Board members MUST NOT all be from the same institution
– Geographic diversity is a major plus (especially for Scopus/WoS)
For DOAJ: endogeny (articles written by editors/reviewers themselves) must not exceed 25% per issue.
3. Peer Review Process
All premium databases require well-documented peer review:
– Peer review type must be explicitly stated (double-blind, single-blind, open review)
– Minimum 2 independent reviewers per article
– Peer review policy for special issues must be explained
– Editor-in-Chief is responsible for ALL journal content, including special issues
4. Publication Ethics
Documents that must be available on the website:
– Publication ethics and malpractice statement
– Plagiarism policy (strongly recommended to use a plagiarism checker)
– Policy on AI/generative AI use in writing
– Conflict of interest disclosure
Standard references: COPE (Committee on Publication Ethics) and Principles of Transparency and Best Practice in Scholarly Publishing.
5. Standards-Compliant Journal Website
Each article must have:
– A unique URL (one HTML/PDF page per article)
– Abstract and title in English (mandatory for Scopus/WoS)
– Submitted/accepted/published dates (strongly recommended)
– Clear license and copyright information
– No intrusive advertising
6. English Abstracts and Metadata
For Scopus and Web of Science:
– English title and abstract are MANDATORY
– Article metadata must be complete: author names, affiliations, keywords, references
– References must be in consistent format
7. Digital Archiving
DOAJ strongly recommends long-term digital preservation. Ensure journal content is deposited in at least one archiving institution registered in the Keepers Registry, such as:
– Internet Archive
– PKP Preservation Network (PN)
– LOCKSS / CLOCKSS
– PubMed Central (for biomedical journals)
8. Genuine Open Access
For DOAJ:
– Full text must be available free without embargo
– Creative Commons license or equivalent
– No registration required to read
– Open access statement must be clear on the website
Step-by-Step Guide per Database
Google Scholar
Step 1: Ensure OJS is properly configured
Google Scholar officially recommends OJS as a journal platform. If you are using OJS with standard configuration (OJS 3.x), most technical requirements are automatically met.
Step 2: Verify technical requirements
– Each article must have its own full-text HTML page
– Article PDF must be directly accessible (not behind login)
– Article title in large font on the first page
– Author names directly below the title
– Reference list with “References” or “Bibliography” heading
Step 3: Wait for automatic crawling
Google Scholar will automatically discover and index your journal within 2-6 weeks. No manual registration is needed.
Step 4: Monitor on Google Scholar
Check periodically by searching your journal name or a few article titles on scholar.google.com. If your journal does not appear after 2 months, check robots.txt and ensure there are no access restrictions.
DOAJ (Directory of Open Access Journals)
Step 1: Check eligibility
Ensure your journal meets DOAJ basic requirements:
– Full open access (Creative Commons license)
– Minimum 5 research articles per year
– Publication history of at least 1 year OR has published 10 open access articles
– ISSN registered and confirmed
Step 2: Register an account at doaj.org
Use the journal’s official email (not a personal email). This email will be used for all communication during the review process.
Step 3: Fill out the application form
Download the PDF question list provided by DOAJ and prepare all answers BEFORE filling out the online form. You can save progress and continue later.
Key questions:
– Details of peer review process
– Licensing terms
– Copyright terms
– Author charges (if no fees, state explicitly)
– Archiving policy
– Plagiarism checking
Step 4: Submit and monitor
After submission, you will receive a confirmation email. DOAJ editors (volunteers, not doaj.org staff) will review. They may send questions. Respond within 1 month, otherwise the application will be rejected.
Step 5: Decision
Time from submission to decision: generally 3 months. If rejected, you must wait 6 months before reapplying. Except when rejection is due to:
– ISSN not yet confirmed
– Website inaccessible
– Insufficient content
For the three reasons above, you can immediately reapply after the issue is fixed.
> Tip for multilingual journals: If your journal publishes articles in two or more languages, ensure the XML metadata for DOAJ is correct. Read: [Export XML for DOAJ & Crossref from Multilingual OJS Articles](https://openjournaltheme.com/how-to-export-xml-metadata-for-doaj-and-crossref-from-multilingual-articles-in-ojs-3-3/).
Scopus
Step 1: Check minimum technical criteria
Scopus has technical screening criteria that must be met before the application is reviewed by CSAB:
– Peer-reviewed content (peer review type must be explained on the website)
– Regular publication schedule
– ISSN registered
– Reviewable publication history
– Content relevant to an international audience
– Title and abstract in English
– Publication ethics statement available on the website
If technical criteria are not met, the application is rejected outright without CSAB review.
Step 2: Use the Scopus Title Suggestion Form
Access at: https://suggestor.step.scopus.com/suggestTitle.cfm
Fill in the form with journal data. You will be asked for:
– Basic journal information (name, ISSN, publisher, URL)
– Contact information (editor-in-chief)
– Upload sample recent issue
Step 3: Wait for CSAB Review
CSAB (Content Selection and Advisory Board) is an international panel of scientists that reviews based on qualitative criteria:
Journal Policy Criteria:
– Convincing editorial policy
– Clear peer review type
– Geographic diversity of editors
– Geographic diversity of authors
Content Criteria:
– Academic contribution to the field
– Clarity of abstracts
– Quality and alignment with aims and scope
– Article readability
Reputation Criteria:
– Citedness of journal articles in Scopus
– Editor reputation in the field
Regularity Criteria:
– No publication delays
– Complete online content available
– Homepage in English
– Quality of journal homepage
Step 4: Decision
Scopus review process takes 6-18 months. Decision is sent via email. If rejected, you must wait at least 2 years before reapplying.
Important note: Scopus values consistency and reputation more than just administrative completeness. Journals with citedness (articles that have been cited by journals in Scopus) have a higher chance.
Web of Science Core Collection
Step 1: Understand the difficulty level
Web of Science is the most selective database. Only about 10-12% of applying journals succeed. Do not apply to WoS if your journal is not yet established: start with DOAJ and Scopus first.
Step 2: Selection criteria (24 quality criteria + 4 impact criteria)
24 quality criteria include:
– ISSN
– Journal title
– Publisher
– URL and online access
– Peer review content
– Editorial description
– Contact information
– Publication format
– Publication ethics statement
– Peer review policy details
– Author affiliations
– Editorial board affiliations
4 impact criteria that determine acceptance:
– Comparative citation analysis: How do your journal’s citations compare to other journals in the same field?
– Author citation analysis: What is the citation track record of authors in your journal?
– Editorial board citation analysis: What is the citation track record of editors?
– Content significance: Is the journal content significant enough for its field?
Step 3: Submit through Publisher Portal
The publisher or editor-in-chief can apply via the Clarivate Publisher Portal. Required data is similar to Scopus, with greater emphasis on citation data.
Step 4: Review and Decision
WoS review takes 12-24 months. Newly established journals (<2 years) are almost certainly rejected. If rejected, minimum waiting period of 2 years.
Realistic Timeline
Here is a realistic timeline for a new journal starting from scratch:
| Month | Milestone |
|---|---|
| 0-3 | Prepare foundation: ISSN, editorial board, peer review system, ethics statement, English website |
| 1-2 | Google Scholar auto-indexes (if OJS is running) |
| 3-6 | Begin regular publication, build consistency |
| 6-12 | Apply to DOAJ (after publishing 10+ OA articles) |
| 12-18 | SINTA accreditation (for Indonesian journals) |
| 18-36 | Apply to Scopus (after 2+ year track record) |
| 36-60 | Apply to Web of Science (after established in Scopus) |
Acceleration: Journals that already have international reputation from the start (reputable editors, authors from various countries, high-quality articles) can be accelerated. But realistically, most new journals need 2-3 years before being ready to apply for Scopus.
Common Reasons for Rejection and How to Avoid Them
DOAJ
| Rejection Reason | How to Avoid |
|---|---|
| Website inaccessible | Use stable hosting, 99%+ uptime |
| ISSN not confirmed | Check and confirm at portal.issn.org BEFORE applying |
| Peer review unclear | Write explicit peer review description, including special issues |
| Editorial board incomplete | List full name + affiliation |
| Licensing inappropriate | Use CC BY or CC BY-SA, state on website |
| Author charges not transparent | List ALL charges (or state “no charges”) |
| Endogeny > 25% | Limit articles from own editors/reviewers |
Scopus
| Rejection Reason | How to Avoid |
|---|---|
| Irregular publication schedule | Publish on time, no gaps |
| No English abstract/title | ALL articles MUST have English abstract |
| Homogeneous editorial board (one institution/country) | Recruit editors from various institutions and countries |
| Low article quality | Tighten peer review, reject substandard articles |
| No citedness in Scopus | Encourage authors to cite relevant articles |
| No publication ethics | Create dedicated ethics + plagiarism policy page |
| Unprofessional homepage | Use OJS with a professional theme |
Web of Science
| Rejection Reason | How to Avoid |
|---|---|
| Citations too low compared to field | Build reputation in Scopus first before applying to WoS |
| Editorial team lacks reputation | Recruit editors with high H-index |
| Content not significant | Ensure scope is clear and fulfilled |
| Journal too young (<2 years) | Do not rush, wait 3-5 years |
Priorities: Where to Start?
If you are a new journal editor, here is the recommended priority order:
1. Google Scholar | FIRST WEEK
Ensure your OJS is well configured. Google Scholar is a quick win: instant visibility with no bureaucracy.
2. DOAJ | AFTER 1 YEAR or 10 ARTICLES
DOAJ is the gateway to international recognition. Many institutions require journals to be listed in DOAJ for APC funding eligibility.
3. SINTA (Indonesia) | PARALLEL WITH DOAJ
For Indonesian journals, SINTA accreditation is important because it relates to lecturer credit points and institutional funding.
4. Scopus | AFTER 2+ YEARS
Do not apply for Scopus too early. Scopus records rejections and the 2-year waiting period is very burdensome. Focus on building quality first: strict peer review, international editorial board, publication consistency, English abstracts, and encouraging citations.
5. Web of Science | AFTER ESTABLISHED IN SCOPUS
Only apply to WoS after your journal has a good citation track record in Scopus and editors with international reputation.
The Role of OJS in Indexing
Open Journal Systems (OJS) is an open source publishing platform developed by PKP (Public Knowledge Project). Google Scholar explicitly recommends OJS. Here is why OJS helps the indexing process:
Automatic metadata. OJS generates article metadata in standardized formats (Dublin Core, Google Scholar tags, etc.) that are easily read by crawlers and indexing databases.
OAI-PMH compliance. OJS supports the Open Archives Initiative Protocol for Metadata Harvesting, the technical standard used by DOAJ and other databases to automatically collect article metadata.
Citation formatting. OJS automatically generates standard citation formats on each article page, making it easier for Google Scholar to identify references.
Indexing plugins. Plugins are available for export to DOAJ, Crossref, PubMed, and other databases directly from the OJS dashboard.
Clean URL structure. Each article has a unique and permanent URL, a mandatory requirement for all indexing databases.
OJS optimization tips for indexing:
– Enable OAI-PMH in Settings > Distribution
– Register DOI via Crossref plugin
– Use a mobile-responsive and SEO-friendly theme
– Ensure no access restrictions (no paywall, no registration wall)
– Configure robots.txt so crawlers can access articles
– Export metadata to Google Scholar via the Google Scholar Indexing plugin
For stable and fast OJS performance (important for SEO and crawling), make sure your server configuration is optimized. Read: OJS Optimization: Tweaking config.inc.php for Better Performance.
Conclusion
Journal indexing is a gradual process, not a sprint. There are no shortcuts: databases like Scopus and Web of Science have strict selection processes that can only be passed with quality and consistency.
Your priorities as a new editor:
1. Google Scholar | quick win, do it now
2. DOAJ | target within the first 12 months
3. Build the foundation: strict peer review, diverse editorial board, English abstracts, on-time publication
4. Scopus | target within 2-3 years
5. Web of Science | long-term target
An indexed journal in reputable databases is not just about prestige. It is about getting research results to the right readers, increasing academic impact, and building long-term reputation.
Need help preparing your OJS journal for indexing? The OpenJournalTheme team has experience helping Indonesian journals enter international databases: from technical setup, SEO optimization, to indexing strategy consultation.
Visit https://openjournaltheme.com/contact
Reference Sources
– DOAJ Guide to Applying (Version 2.8) | https://doaj.org/apply/guide/
– Scopus Content Policy and Selection | https://www.elsevier.com/solutions/scopus/how-scopus-works/content/content-policy-and-selection
– Web of Science Editorial Selection Process | https://clarivate.com/academia-government/scientific-and-academic-research/research-discovery-and-workflow-solutions/web-of-science-core-collection/editorial-selection-process/
– Google Scholar Inclusion Guidelines | https://scholar.google.com/intl/en/scholar/inclusion.html
– Principles of Transparency and Best Practice in Scholarly Publishing | https://doaj.org/apply/transparency/
– COPE (Committee on Publication Ethics) | https://publicationethics.org/
– Keepers Registry | https://keepers.issn.org/
– PKP Preservation Network | https://pkp.sfu.ca/pkp-pn/
*This article is compiled based on official data from DOAJ, Elsevier (Scopus), Clarivate (Web of Science), and Google Scholar as of May 2026. Requirements may change at any time. Always check the official website of each database before applying.*
