Reviewer Confidentiality

Protection of unpublished manuscripts and editorial identities

Confidentiality covers identity, manuscripts, data, reports, decisions, allegations, conflicts, and communications from receipt through and after closure. Access is granted by functional need rather than institutional position.

The journal uses double-anonymous review but recognizes that complete anonymization is not always possible. No participant may attempt to identify, contact, or disclose the other party.

Scope

Manuscripts, files, data, reports, identities, and communications are confidential during evaluation. Access is limited to editorial staff and reviewers who need it to perform their role.

Duties

Reviewers and editors must not disclose or use ideas, data, or materials before publication. They must not share files with third parties or upload them to external artificial intelligence or unauthorized storage services.

Exceptions

Technical consultation requires editorial authorization, a confidentiality commitment, and absence of conflict. Information may be disclosed when legally required or necessary to investigate misconduct, with disclosure limited to what is essential.

After the process

The duty continues after the decision. Files are retained or deleted under institutional and preservation policies.

Role-based access

OJS grants access according to each participant’s function. Technical staff may access files to resolve incidents but do not participate in scientific assessment. Editors access files under their responsibility, and reviewers access only manuscripts they accepted. Credentials may not be shared.

Author and reviewer identities are protected during double-anonymous review. The journal removes reasonably detectable identifiers, while authors remain responsible for anonymizing text, properties, and supplements. Accidental disclosure is reported to the editor for possible reassignment or other safeguards.

Handling sensitive information

Files containing personal data, reviews, allegations, or conflicts receive enhanced protection. Only necessary information is collected and disclosed solely for editorial or ethics purposes. Messages to multiple recipients avoid revealing unauthorized identities.

Institutional inquiries about misconduct use secure channels and disclose only what is essential. When law requires disclosure, the journal records the basis and, where possible, informs the affected person.

Incidents and retention

Loss, unauthorized access, or accidental disclosure is immediately reported to the responsible editor. Access is contained, evidence preserved, impact assessed, and corrective measures taken. Affected persons are notified when required under applicable rules.

Records are retained as long as needed for traceability, decision defense, and legal obligations and are then securely deleted or anonymized, except for items forming part of the published record or digital preservation.

Implementation procedure

  • Assign OJS permissions by role and use individual credentials.
  • Check anonymization of text, supplements, and file properties.
  • Share only information necessary for review or ethics investigation.
  • Prohibit upload to unauthorized external storage or AI.
  • Obtain authorization before third-party technical consultation.
  • Immediately report loss, access, or unauthorized disclosure.
  • Delete or retain files according to purpose, obligation, and preservation.

Evidence of compliance

  • OJS records of users, roles, and access.
  • Editor and reviewer confidentiality declarations.
  • Records of authorized consultation and incidents.
  • Documentation of containment and notification measures.

Least-privilege access and incident response

Access to submission records shall be role-based and reviewed when responsibilities change. Accidental disclosure or unauthorized file sharing shall be recorded without delay; editorial leadership shall determine containment measures, whether affected individuals must be informed, and any applicable legal duties, while protecting the confidentiality of the investigation.

Policy monitoring and review

Incidents are analyzed to improve permissions, procedures, and training. A legal duty may require limited disclosure; the basis, scope, and recipient are documented, and the affected person is informed where possible.