Confidentiality and Ethics
Editors of CJOG are entrusted with sensitive unpublished research, private author identities, confidential reviewer reports, ethical disclosures, patient-related information, and proprietary institutional data. Safeguarding this information is not merely a procedural requirement; it is a fundamental ethical obligation. These guidelines provide a detailed, comprehensive framework that outlines the confidentiality duties and ethical boundaries editors must uphold. This policy aligns with COPE, ICMJE, WAME, and internationally accepted norms for ethical editorial conduct.
1. Foundations of Editorial Confidentiality
Confidentiality is a cornerstone of ethical editorial practice. It ensures:
- Trust between authors and the journal
- Integrity of the peer-review process
- Protection of unpublished ideas and data
- Fairness and impartiality in decision-making
- Protection of patient privacy
1.1 Definition of Confidential Materials
Confidential materials include, but are not limited to:- Full manuscripts and supplementary files
- Reviewer identities (single or double blind)
- Reviewer reports and decision letters
- Patient clinical data, even if anonymized
- Ethics approval documents
- Unpublished research findings
- Statistical analyses and clinical data sets
2. Confidentiality During Manuscript Handling
2.1 Handling of Submitted Manuscripts
Editors must:- Access manuscripts only within secure systems (OJS platform)
- Avoid downloading files on shared or unsecured devices
- Ensure no manuscript is stored permanently after handling
- Protect documents from unauthorized view
2.2 During Peer Review
Editors must ensure:- No reviewer is exposed to identifying information in double-blind review
- Reviewers are reminded to treat manuscripts confidentially
- Reviewer reports are shared only with necessary parties
- Reviewer-to-reviewer communication does not occur without approval
3. Confidentiality in Decision Making
All editorial discussions, reviewer deliberations, and internal correspondence are confidential and must not be disclosed to external parties.
3.1 Communication with Authors
Editors must provide:- Only essential review information
- No identity hints about reviewers
- No internal deliberation notes
- No comments intended solely for editorial staff
4. Ethical Boundaries in Use of Manuscript Information
4.1 Prohibited Uses
Editors must never:- Use unpublished ideas for personal research
- Share manuscripts with colleagues without approval
- Use manuscript content to influence clinical practice prematurely
- Share findings with media or industry partners
4.2 Ethical Reason Behind Prohibition
Editors have privileged access to novel research, and misuse can:
- Compromise scientific integrity
- Cause competitive or reputational harm to authors
- Violate intellectual property principles
4.3 Case Example
An editor handles a manuscript describing a unique surgical technique. Without permission, the editor discusses the innovation at a conference.
Outcome: This is a breach of confidentiality and a violation of editorial ethics.
5. Managing Patient Confidentiality
Medical manuscripts often involve sensitive patient information. Editors must ensure:
- All patient identifiers are removed
- Consent statements are explicit for any image or case report
- Clinical images are appropriately anonymized
- Ethics approval includes patient privacy safeguards
5.1 Unacceptable Practices
- Allowing publication of unmasked clinical photographs
- Publishing case reports without documented consent
- Accepting manuscripts with incomplete anonymization
5.2 Editor Review Checklist for Patient Data
| Item | Expectation |
|---|---|
| Consent for identifiable images | Mandatory, written, and verifiable |
| Anonymized radiology/ultrasound images | No patient identifiers allowed |
| Case report consent | Must be explicitly stated in the manuscript |
| IRB or ethics approval | Mandatory for clinical studies |
6. Data Security and Digital Safeguards
6.1 Approved Storage
Editors may store manuscript materials only on:- Encrypted personal devices
- Institution-approved secure systems
- OJS internal document repository
6.2 Prohibited Storage
- Cloud storage services not approved for confidential files
- Personal email accounts
- Shared folders accessible to third parties
6.3 File Retention
Editors must delete downloaded files after:
- Decision issuance
- Completion of revision evaluation
- Transfer to production
7. Confidentiality in Reviewer Assignment
Editor responsibilities include ensuring reviewers maintain confidentiality.
7.1 Reviewer Confidentiality Protections
Editors must remind reviewers to:- Not share manuscripts with colleagues
- Not use findings in teaching, media, or research
- Delete files after submission of review
- Avoid discussing manuscript content with authors
8. Conflict of Interest and Editorial Confidentiality
8.1 Identifying COI
Conflicts may arise from:- Shared authorship with a submitting author
- Institutional overlap
- Financial stake in study outcome
- Close personal relationships
8.2 Maintaining Confidentiality During Recusal
Editors with a conflict must:- Stop accessing manuscript files
- Reassign manuscript immediately
- Avoid influencing new editor’s handling
9. Confidentiality and Appeals or Complaints
Editors must maintain confidentiality when authors:
- Submit complaints
- Appeal decisions
- Challenge reviewer comments
- Dispute editorial actions
9.1 Confidentiality Rules for Appeals
- Do not share reviewer identities or confidential notes
- Do not disclose internal communications
- Do not reveal editorial deliberation details
- Share only what is necessary to address concerns
10. Ethical Communication Standards for Editors
10.1 Professional Tone Requirements
Editors must ensure:- Respectful, constructive communication
- Neutral language, free from personal opinions
- Clarity and politeness
- Timely responses
10.2 Confidentiality in Communication
Editors must ensure:- No private reviewer notes are included in letters
- No editorial conflicts are mentioned to authors
- No internal judgments about authorship disputes are revealed
10.3 Examples of Ethical Editorial Emails
Dear Dr. [Name], Thank you for your submission. The reviewers have provided detailed feedback which is included below. Please note that reviewer identities and internal editorial discussions remain confidential. Warm regards, Editorial Office, CJOG
11. Confidentiality in Special Issue Handling
Guest editors must adhere to the same confidentiality obligations as regular editors.
11.1 Additional Protections
- Guest editors must not share manuscripts with co-guests without authorization
- Editor-in-Chief retains oversight of confidentiality breaches
- Confidentiality applies even after special issue completion
12. Ethical Challenges Specific to Medical Journals
CJOG editors must be especially cautious with:
- Clinical images (ultrasounds, photographs, lab findings)
- Patient identity in rare disease reports
- Sensitive reproductive health cases
- Fetal imaging privacy
- Maternal care details
12.1 Editor Vigilance
Editors must verify:- Consent for every identifiable clinical image
- IRB approvals for procedures involving human subjects
- Privacy compliance consistent with global standards
13. Post-Publication Confidentiality
Editors must continue to preserve confidentiality even after publication:- Do not reveal reviewer identities
- Do not share internal editorial notes
- Do not disclose rejected manuscripts
- Maintain privacy across corrections and retractions
14. Confidentiality Breach Handling
14.1 Steps for Managing Breaches
- Document breach details
- Notify Editor-in-Chief immediately
- Restrict access to affected materials
- Conduct internal assessment
- Follow COPE breach guidelines
- Implement corrective actions
Conclusion
Confidentiality is fundamental to editorial ethics and essential for preserving trust, integrity, and quality within the scientific community. By upholding strict confidentiality standards, editors of CJOG ensure fairness, protect intellectual property, safeguard patient privacy, and maintain the credibility of the journal. These guidelines must be followed unwaveringly throughout every stage of the editorial and publication process.