Indexing

How to index your journal in SciELO step by step (2025 Guide)

May 20, 2025
How to index your journal in SciELO step by step

1. The call that changed everything

Note: The following narrative is an illustrative case study built from a combination of real-world experiences.

The Journal de Historia Contemporánea had been published for 23 years but received fewer than 300 monthly downloads. Marta, its editor, received an email from a Brazilian researcher who couldn't find articles from outside the institutional repository. That friendly complaint opened her eyes: it was time to join a larger aggregator. Today, after joining SciELO, downloads exceed 4,000 per month, and the number of manuscripts from outside the institution has doubled.

1.1 Why is SciELO still key?

Because it combines three attributes that are difficult to replicate: international visibility—with counterparts in Brazil, Chile, Mexico, Spain, and elsewhere—, clear technical standards, and a strong commitment to open access. For an author seeking real impact in the region, seeing their work in SciELO is like appearing on the front page of a trade journal.

2. Understanding the 2025 criteria without dying in the attempt

SciELO publishes a table of requirements every two years; the secret is to read it in advance and turn each point into tangible action. Three examples:

  • Consistent frequency. It's not enough to publish on time this semester: the platform analyzes the regularity of the last two years.
  • JATS 1.3 XML metadata. This means including ORCID, ROR, and funding. Leave a Empty generates automatic rejection.
  • Editorial diversity. At least 30% of the committee must reside outside the country of origin. Inviting colleagues and leaving them in the photo is not acceptable; SciELO requires meeting minutes and review lists.

Practical tip : Don't try to memorize the requirements; translate them into tasks. Create a shared document with each criterion as a specific task, assign responsibilities, and set deadlines. You'll see how what seemed like an intimidating list transforms into an actionable plan, with clear and visible steps for the entire team.

3. Week 1–3: Audit and Action Plan

  1. Export a CSV file publishing dates and verify the actual discrepancy against the official calendar.
  2. Check licenses : each PDF and HTML file must have the CC-BY logo visibly affixed.
  3. Validate XML with SciELO Tagger. Upload three recent articles and note any recurring errors.
  4. Review ethics policies : mention COPE, plagiarism, generative AI, and review times.

4. Week 4–7: Technical execution

  • Generate XML. At Index, we can help you transform your articles into the XML-JATS format required by SciELO and verify entities against Crossref.
  • Assign retroactive DOIs. A DOI without citations is worth more than a broken link; moreover, SciELO requires it for all content from the last two years.
  • Enable OAI-PMH and HTTPS. SciELO tracks both endpoints; a 403 error can delay evaluation by weeks.

5. Week 8–12: Presentation and follow-up

The dossier is submitted via a form. From there, two possible scenarios:

  • Minor issues (70% of cases): metadata or licenses are usually missing in older issues. Please correct and respond within seven days.
  • Major observations : These usually involve reinstating the review period or renewing the committee. This can extend the review period by another 90 days.

Marta went through the first stage; it took her four days to correct a couple of broken links and she received provisional acceptance 128 days after the first submission.

6. Mistakes that cost months

  1. Hidden embargo. Some plugins add a lock period without the editor noticing. Disable it.
  2. Incomplete translations. SciELO requires bilingual titles and abstracts; an article with an abstract only in Spanish provokes global, not individual, rejection.
  3. Outdated policies. An institutional PDF from 2018 is not enough: publish the new version on your website and link to it.

7. Metrics that change after indexing

In the Journal of Contemporary History, the increase in downloads was almost immediate. But the most valuable indicators appeared after six months: citations in Latin American master's theses and requests for collaboration on special issues. The impact isn't always linear, but it takes hold and grows.

Getting indexed in SciELO is a demanding process, but not impossible with rigorous planning. Book a free 30-minute video call with our editorial team and receive a personalized report outlining your top three areas for improvement.