Confidentiality Protocols

ACADEMIA International Journal of Clinical & Translational Health (AIJCTH)

Maintaining strict confidentiality is vital to protecting the integrity, ethical standards, and impartiality of the editorial and peer review processes at AIJCTH. These protocols define the responsibilities of editors, reviewers, and journal staff to ensure the secure and confidential handling of all manuscript-related materials throughout the publication workflow.

1. Confidentiality of Manuscripts

For Editors

All submissions are considered privileged intellectual content. Editors must:

  • Use manuscript content solely for editorial evaluation

  • Refrain from sharing or discussing manuscript details with anyone outside the editorial team

  • Never use unpublished content for personal or professional gain

For Reviewers

Reviewers are expected to treat all assigned manuscripts with the utmost confidentiality. They must:

  • Not share, distribute, or discuss manuscripts with any third party

  • Avoid citing or referencing the manuscript until it is formally published

  • Delete or securely archive any manuscript copies after review completion

Note: Prior written permission from the editorial office is required before consulting others about the manuscript.

For Journal Staff

Only designated editorial personnel have access to submissions. All staff must:

  • Use secure, access-restricted systems for handling manuscripts

  • Avoid unauthorized discussion, printing, or sharing of content

  • Adhere to the journal’s internal data security policies

2. Confidentiality of the Peer Review Process

Double-Blind Review Model

AIJCTH follows a double-blind peer review protocol:

  • Author identities are removed from manuscripts before reviewer assignment

  • Reviewer identities remain strictly anonymous to authors

  • Editors must ensure that anonymization is maintained throughout the review process

Reviewer Identity Protection

Reviewer identities must never be disclosed to:

  • Authors

  • Other reviewers

  • External individuals, institutions, or platforms

Editorial system settings, correspondence templates, and workflows are routinely reviewed to ensure identity protection.

3. Confidential Correspondence

With Authors

All editorial communications (including reviewer feedback, decision letters, and revision instructions) are considered confidential. Authors must not:

  • Share correspondence with unauthorized parties

  • Post reviewer comments or decisions publicly

With Reviewers

All instructions and feedback shared with reviewers must remain private. Reviewer comments sent to authors are fully anonymized and edited to remove identifying information.

4. Data Protection and Secure Storage

System Access

Only authorized users may access the AIJCTH editorial platform. All users must:

  • Keep login credentials secure and private

  • Avoid accessing the editorial system via unsecured or shared devices

Secure File Handling

All files must be stored on password-protected devices. Use of cloud storage is discouraged unless encrypted and access is strictly controlled. Manuscript sharing outside the editorial workflow is strictly prohibited without written authorization.

5. Post-Decision Confidentiality

Rejected Manuscripts

For submissions that are not accepted:

  • Editors and reviewers must not retain any content

  • Manuscript data, figures, or arguments may not be reused in any form

  • Reviews remain confidential and are not shared beyond the editorial context

Published Manuscripts

While final articles are publicly accessible, all records associated with the review and editorial decision-making process (e.g., reviewer identities, internal comments) remain confidential indefinitely.

6. Handling Breaches of Confidentiality

Reporting Violations

Any suspected or confirmed breach—intentional or accidental—must be reported immediately to the Editor-in-Chief or editorial board. Upon notification, the board will:

  • Investigate the issue thoroughly

  • Notify affected individuals

  • Take corrective or disciplinary action where warranted

Consequences of Breach

Depending on the severity, consequences may include:

  • Removal from reviewer/editorial roles

  • Suspension of access to the journal’s systems

  • Notification to the violator’s affiliated institution

  • Reporting to COPE (Committee on Publication Ethics) when necessary

7. Ongoing Commitment

AIJCTH fully adheres to the ethical standards set forth by COPE and follows international best practices in scholarly publishing. All participants in the editorial and review process—editors, reviewers, staff, and authors—are expected to uphold these confidentiality protocols to preserve the credibility, trust, and ethical foundation of the journal.