Data Archiving Permissions

Clear guidance for sharing preventive medicine data responsibly and transparently.

JPMC supports responsible data archiving to strengthen reproducibility, transparency, and public trust. Authors are encouraged to deposit data in trusted repositories and provide clear access statements in every manuscript.

Data sharing enables other researchers to validate findings, build on prior work, and accelerate prevention impact. When data cannot be shared openly, authors should describe access pathways and the reasons for restriction.

• Discipline-specific repositories for epidemiology, public health, and prevention science
• General repositories with DOI support and long-term preservation
• Institutional repositories with governance oversight and stewardship policies
• Clinical trial registries and protocol repositories for interventional studies
• Public repositories that enable metadata export and long-term access

• Authors retain rights to share de-identified datasets
• Data must be archived under licenses compatible with CC BY 4.0
• Permissions must align with IRB approvals and consent forms
• Restricted datasets require an access pathway and justification
• Third-party data must include documentation of reuse permission

Every manuscript should include a data availability statement describing where data can be accessed, under what conditions, and any limitations on reuse.

If data are not publicly available, authors must explain the restriction and provide a method for qualified access.

• Include repository name, DOI, or accession number
• Describe any embargo periods or access restrictions
• Clarify whether analytic code is available
• Note if data are available upon reasonable request

For patient-level or sensitive datasets, JPMC expects robust de-identification and clear access controls. Authors should follow applicable regulations and ethical approvals when sharing health data.

If data cannot be shared publicly, the manuscript should specify how qualified researchers can request access and how privacy will be protected.

• Include repository links and persistent identifiers
• Cite datasets in the reference list
• Describe data version and access date
• Provide a data availability statement in the manuscript
• Link supplementary materials and appendices when relevant

Well-documented data improves reuse and reduces reviewer questions. Provide data dictionaries, codebooks, and clear variable definitions.

Use open, non-proprietary formats when possible to support long-term accessibility.

• Include README files describing structure and variables
• Provide analytic code or scripts when available
• Use CSV, TXT, or other open formats where feasible
• Document software versions and preprocessing steps

Data archiving increases the credibility of prevention research and enables secondary analyses that can inform policy and practice.

Transparent data practices also support compliance with funder and institutional requirements.

In some cases, legal, ethical, or contractual restrictions limit data sharing. JPMC accepts these constraints when they are justified and transparently reported.

Authors should describe how qualified researchers can access data through controlled or mediated processes.

• Explain legal or consent-based limitations
• Provide contact details for controlled access requests
• Describe any anonymization or aggregation steps
• Indicate if data are available under data use agreements

For questions about repository selection or access statements, contact the editorial office before submission. Early clarification helps avoid review delays and improves transparency for readers.

JPMC supports authors, editors, and reviewers with timely guidance on scope, policies, and workflows. If you need clarification on requirements, data statements, or review timelines, contact the editorial office at [email protected]. We can provide templates, examples, and best-practice recommendations to help you move forward confidently. Our responses typically include next steps, resource links, and a clear point of contact. Early communication helps avoid delays, ensures consistent compliance, and improves the overall publication experience.