Confidentiality Protocols

Pakistan Journal of Translational and Applied Medicine (PJTAM)

Maintaining strict confidentiality is fundamental to PJTAM’s commitment to ethical publishing, scientific integrity, and the impartiality of the editorial process. These protocols outline the responsibilities of editors, reviewers, and journal staff in safeguarding the confidentiality of manuscript content, peer review processes, and all related communications.

1. Confidentiality of Manuscripts

For Editors
All manuscripts submitted to PJTAM are treated as privileged information. Editors must:

  • Refrain from sharing or discussing manuscript content outside of the editorial process

  • Not use any part of an unpublished manuscript for personal research

  • Ensure manuscript data, images, and supplementary files are securely stored and handled

For Reviewers
Manuscripts assigned for review must be treated as confidential intellectual property. Reviewers must:

  • Not discuss manuscript content with others unless explicitly permitted by the editorial office

  • Avoid using any content for personal or academic purposes

  • Safely delete or destroy any copies once the review process is complete

For Journal Staff
Access to manuscript files is restricted to authorized personnel. Staff members are required to:

  • Maintain confidentiality of all manuscript content

  • Avoid unauthorized access or disclosure

  • Use secure, access-controlled systems for all editorial work

2. Confidentiality of the Peer Review Process

Double-Blind Review
PJTAM follows a strict double-blind peer review process to protect anonymity:

  • Author information is removed before manuscripts are sent to reviewers

  • Reviewers remain anonymous to authors throughout and after the review process

  • Editors ensure that no identifying details are included in review documents or correspondence

Reviewer Identity Protection
Reviewer identities are confidential and must never be disclosed to:

  • Authors

  • Other reviewers

  • External individuals or institutions

Editorial staff are responsible for configuring submission systems and communications to preserve anonymity.

3. Confidential Correspondence

With Authors
All communication with authors—such as decision letters, reviewer comments, and revision requests—must be handled confidentially. Forwarding or sharing these communications with unauthorized individuals is not permitted.

With Reviewers
All correspondence with reviewers, including manuscript files, summaries, and editorial guidance, must remain confidential. Reviewer feedback shared with authors is anonymized and should not contain any identifying details.

4. Data Protection and Secure Storage

System Access
Only authorized users (editors, reviewers, and staff) may access PJTAM’s manuscript submission and review system. All users are expected to:

  • Safeguard their login credentials

  • Avoid storing passwords on shared or unsecured devices

Secure File Handling
All manuscript-related files must be:

  • Stored on password-protected or encrypted devices

  • Never saved on public or shared drives unless appropriately secured

  • Accessed and transmitted only through authorized journal platforms

5. Post-Decision Confidentiality

Rejected Manuscripts
Even after rejection, all associated content and communications remain confidential. Editors and reviewers must:

  • Refrain from using or referencing these materials in future work

  • Delete any locally stored copies in line with PJTAM’s data retention policies

Published Manuscripts
While published articles are openly accessible, all materials related to the peer review process—including reviewer identities, editorial deliberations, and decision justifications—remain strictly confidential.

6. Handling Breaches of Confidentiality

Reporting Violations
Any suspected or confirmed breach of confidentiality, whether intentional or accidental, must be reported to the editorial board immediately. The editorial team will:

  • Conduct a full internal review

  • Notify affected parties

  • Take corrective actions where necessary

Consequences of Breach
Violations of PJTAM’s confidentiality protocols may result in:

  • Removal from the editorial or reviewer pool

  • Suspension or termination of access to editorial systems

  • Notification to the violator’s affiliated institution

  • Reporting to external oversight bodies such as the Committee on Publication Ethics (COPE)

7. Ongoing Commitment

PJTAM adheres to the ethical principles established by COPE and the International Committee of Medical Journal Editors (ICMJE). All individuals involved in the publication process are required to uphold these confidentiality standards throughout and beyond their roles in editorial decision-making and peer review.