Confidentiality Protocols

ACADEMIA International Journal for Social Sciences (AIJSS)

Maintaining strict confidentiality is fundamental to the ethical integrity, impartiality, and trustworthiness of the editorial and peer review process at AIJSS. These protocols define the responsibilities of editors, reviewers, and journal staff to ensure secure and professional handling of all manuscripts and communications throughout the editorial lifecycle.

1. Confidentiality of Manuscripts

For Editors

All submitted manuscripts are treated as confidential and privileged materials.
Editors must not disclose, share, or use manuscript content—including data, ideas, or supporting documents—for any purpose other than editorial evaluation.
Unpublished material must never be used for personal academic benefit or shared externally.

For Reviewers

Manuscripts under review must be treated as confidential intellectual property.
Reviewers may not discuss manuscript content with others unless authorized in writing by the editorial office.
Any digital or printed copies must be securely stored and deleted or destroyed after the review process.

For Journal Staff

Manuscript access is restricted to designated editorial personnel only.
Staff are responsible for safeguarding files and must not access or share any material without authorization.
All files must be handled using secure, password-protected systems.

2. Confidentiality of the Peer Review Process

Double-Blind Review Model
AIJSS operates a double-blind peer review system, where:

Authors’ identities are concealed from reviewers
Reviewers remain anonymous to authors before, during, and after the review process

Editors are responsible for ensuring that submitted files and correspondence do not unintentionally reveal any identifying information.

Reviewer Anonymity

Reviewer names and identities are strictly confidential and must never be disclosed to authors, fellow reviewers, or external parties.
Editorial staff must configure submission platforms and communication protocols to prevent accidental disclosure.

3. Confidential Correspondence

With Authors

All communications related to editorial decisions, reviewer feedback, and revision requests are confidential.
Authors must not share decision letters, reviews, or editorial discussions with unauthorized individuals.

With Reviewers

Correspondence between editors and reviewers (including manuscript summaries, instructions, and editorial feedback) must be treated as private.
Comments provided to authors are anonymized and must not include any revealing information about the reviewer’s identity.

4. Data Protection and Secure Storage

System Access

Only authorized editors, staff, and reviewers may access AIJSS’s editorial management system.
All users are responsible for protecting their login credentials and using secure devices for access.

Secure File Handling

Manuscript files should be stored on encrypted, password-protected devices only.
Cloud or shared drive storage is discouraged unless it meets institutional data protection standards.
Sharing manuscript files outside the editorial system is prohibited without formal editorial approval.

5. Post-Decision Confidentiality

Rejected Manuscripts

All materials associated with rejected manuscripts—including reviews and editorial discussions—remain confidential.
Editors and reviewers must not use, cite, or disclose any unpublished ideas or content.
Any stored files must be deleted in accordance with journal data retention policies.

Published Manuscripts

While published articles are openly accessible, the review history, editorial decision-making, and reviewer identities must remain confidential indefinitely.

6. Handling Breaches of Confidentiality

Reporting Violations

Any breach—whether intentional or accidental—must be reported immediately to the editorial board.
The journal will initiate a formal review and notify affected individuals where applicable.

Consequences of Breach
Violations of confidentiality protocols may result in:

Removal from the reviewer panel or editorial board
Revocation of system access
Notification to the affiliated institution
Reporting to appropriate ethical oversight bodies (e.g., COPE)

7. Ongoing Commitment to Ethical Practice

AIJSS adheres to best practices as outlined by the Committee on Publication Ethics (COPE) and the International Committee of Medical Journal Editors (ICMJE). All individuals involved in the publication process are expected to uphold these confidentiality principles in both letter and spirit.