De Identified Datasets
Authors may archive de identified datasets when legal and ethics standards are satisfied and re identification risk is demonstrably controlled.
Data Archiving Permissions
Data Archiving Rules for Patient Care and Services
JPCS supports responsible data sharing and long term archiving practices that protect participant privacy while improving transparency and reproducibility. Authors are encouraged to archive eligible datasets, analysis code, and supporting documentation in recognized repositories when ethics approvals and legal requirements allow. This policy section explains permissions, limitations, and recommended documentation standards.
45%APC Savings
Global -Research Community
24/7Open Access
What Authors May Archive
Archiving permissions depend on data type, participant risk level, and consent language used during study execution.
Statistical Code and Workflows
Analysis scripts, codebooks, and computational pipelines should be archived whenever possible to support reproducibility and auditability.
Data Dictionaries
Variable definitions, coding schemes, and derivation notes improve reuse quality and reduce interpretation ambiguity for secondary analysis.
Supplementary Protocol Files
Protocol amendments, implementation manuals, and measurement tools may be archived to strengthen contextual understanding of outcomes.
Permissions and Restrictions
Authors retain responsibility for verifying whether participant consent, institutional rules, contractual obligations, or regional regulations allow data sharing. If data cannot be deposited openly, authors should provide a justified availability statement explaining constraints and potential controlled access pathways.
Any dataset containing direct or indirect identifiers must be handled cautiously. Redaction, aggregation, or restricted repository models may be required. JPCS may request clarification if data availability statements appear incomplete, inconsistent, or not aligned with the methods section.
Recommended Data Availability Statement
- Identify the repository name and persistent link if data are shared.
- Describe access conditions, including embargo or approval requirements.
- State reasons for restrictions when full sharing is not possible.
- Specify what supporting material remains available for verification.
Clear data statements improve reviewer confidence and reduce post acceptance clarification delays.
Repository Selection and Quality Practice
Choose repositories that support persistent identifiers, stable access, citation support, and long term preservation governance.
Assess Data Risk
Confirm privacy exposure, legal constraints, and consent coverage before planning any archive route.
Prepare Documentation
Include variable definitions, collection notes, and analytic context so archived files can be interpreted correctly.
Select Repository
Use a trusted repository aligned with healthcare data governance and citation infrastructure.
Declare Access Terms
Publish clear availability and access language in the manuscript to support transparency and compliance.
Important: Data archiving permissions do not override local law, ethics obligations, patient confidentiality duties, or institutional policy requirements.
Sensitive Data Handling in Patient Care Research
Because patient care studies may involve vulnerable groups and operationally sensitive records, archiving must be planned with risk aware controls.
Minimum Necessary Sharing
Share only the data elements required to validate findings. Remove unnecessary fields that increase re identification risk.
Controlled Access Routes
If open release is not suitable, provide a controlled request route with eligibility criteria and oversight process.
Consent Alignment
Ensure your archive choice is consistent with participant consent language and local legal obligations.
Repository Documentation
Include metadata, access terms, and contact details so future users can understand context and request pathways.
Archiving Documentation Minimums
To keep archived datasets useful, authors should provide collection timeframe, setting description, transformation logic, missing data conventions, and variable definitions. Where controlled access is used, include request criteria and expected review time for access decisions. Clear documentation improves secondary analysis reliability and protects against context loss.
If access restrictions are required, explain the exact restriction type and responsible authority in the manuscript data availability statement.
Archive quality rule: include version history and codebook updates when datasets are revised after publication to preserve downstream interpretation reliability.
Operational Compliance Note
For policy related pages, JPCS recommends documenting decisions and responsibilities in a traceable way. Clear ownership, version control, and documented communication improve legal and editorial reliability. Where uncertainty exists, contact the editorial office before submission rather than resolving compliance questions late in production. Early clarification protects timeline, reduces correction risk, and improves trust for institutions that rely on documented policy alignment.
Need Data Archiving Clarification?
Contact our team before submission if your dataset has legal, ethics, or consent related restrictions. Early clarification helps avoid delays in peer review and publication.
