Confidentiality Protocols

Academia International Research Journal (Multidisciplinary)

Maintaining strict confidentiality is essential to uphold the integrity, objectivity, and ethical standards of Academia International Research Journal (Multidisciplinary)’s editorial and peer review processes. These protocols outline the responsibilities of editors, reviewers, and journal staff to protect the privacy of all parties involved and to ensure secure handling of manuscript materials throughout the editorial lifecycle.

1. Confidentiality of Manuscripts

For Editors

  • Manuscripts are privileged and confidential documents. Editors must use manuscript content solely for editorial evaluation.

  • Manuscript details must not be disclosed or discussed outside the editorial team.

  • Unpublished content must never be used for personal research or academic advantage.

For Reviewers

  • Reviewers must treat all assigned manuscripts as confidential intellectual property.

  • Manuscript content must not be shared with colleagues or third parties.

  • Manuscripts should not be discussed or cited outside the review process.

  • All copies must be securely stored and deleted after review completion.

  • Any discussion beyond the review system requires prior written permission from the editorial office.

For Journal Staff

  • Access to manuscripts is limited to authorized editorial personnel.

  • Staff must handle manuscript materials using secure systems, avoiding unauthorized sharing or discussion.

  • Internal data protection protocols must be strictly followed.

2. Confidentiality of the Peer Review Process

Double-Blind Review Model

  • Author identities are removed prior to peer review.

  • Reviewer identities remain anonymous to authors at all times.

  • Editors ensure the anonymity of all review materials and correspondence.

Reviewer Identity Protection

  • Reviewer identities are confidential and must not be disclosed to authors, other reviewers, or external parties.

  • Submission system settings and communications are regularly audited to safeguard anonymity.

3. Confidential Correspondence

With Authors

  • All communications including reviewer comments, editorial decisions, and revision instructions are confidential.

  • These communications must not be shared, forwarded, publicly posted, or used beyond editorial purposes.

With Reviewers

  • Editorial communications with reviewers are private.

  • Reviewer comments shared with authors are anonymized to protect reviewer identities.

4. Data Protection and Secure Storage

System Access

  • Only authorized users may access the journal’s editorial system.

  • Editors, reviewers, and staff must keep login credentials confidential and avoid unsecured or shared devices for manuscript work.

Secure File Handling

  • Manuscript files must be stored on secure, password-protected devices.

  • Cloud storage use is discouraged unless encryption and strict access controls are in place.

  • Sharing manuscript files outside approved editorial workflows requires written permission.

5. Post-Decision Confidentiality

Rejected Manuscripts

  • Rejected manuscripts and reviews remain confidential.

  • Editors and reviewers must not retain copies or use any data from rejected submissions for future work.

Published Manuscripts

  • While published articles are publicly accessible, all peer review records—including reviewer identities and editorial deliberations—remain permanently confidential.

6. Handling Breaches of Confidentiality

Reporting Violations

  • Any confidentiality breach, accidental or intentional, must be immediately reported to the editorial board.

  • The board will investigate, notify affected parties, and take corrective action.

Consequences of Breach

  • Violations may result in suspension or removal from reviewer/editor roles, loss of system access, institutional notification, and reporting to COPE or other regulatory bodies when appropriate.

7. Ongoing Commitment

Academia International Research Journal (Multidisciplinary) adheres to the highest standards set by the Committee on Publication Ethics (COPE) and international best practices in scholarly publishing. All editors, reviewers, authors, and staff involved in the editorial process are required to uphold these confidentiality protocols to protect the journal’s integrity and ethical standards.