Data Archiving Permissions
Responsible data sharing supports reproducibility and trust in critical care and emergency research.
Data Availability Statements
Each submission requires a statement describing where data are stored and how they can be accessed.
- Public repositories with persistent identifiers
- Controlled access repositories for sensitive clinical data
- Data available from the corresponding author on reasonable request
- Data included within the article or supplementary files
Statements should specify access conditions, embargo periods, and any data use agreements.
Repository Guidance
Select repositories that provide stable access and clear reuse terms.
General Repositories
Zenodo, Figshare, Dryad, or OSF for broad access.
Clinical Data
Controlled access repositories with governance oversight.
Institutional Repositories
Persistent identifiers and clear metadata for compliance.
Code Repositories
Archive analysis scripts with version details.
For imaging or waveform data, include metadata describing acquisition settings and processing steps.
Deidentification and Security
Clinical datasets must be deidentified and protected using appropriate governance controls.
- Remove direct identifiers and assess reidentification risk
- Document the deidentification method used
- Use controlled access for sensitive imaging or genomic data
- Describe data use agreements and access criteria
When datasets cannot be shared publicly, provide clear access steps and a contact point for requests.
Data Availability Statements
Provide clear and specific data availability language.
Statements should identify the repository, persistent identifier, and access conditions. Use consistent language across the manuscript and supplementary files.
If data are available on request, explain the criteria and expected response timeline to support transparency.
- Repository name and DOI or accession number
- Embargo end date if applicable
- Access request process and governing body
- Limits due to privacy or consent
Privacy and Consent
Protect patient privacy and confirm consent for data sharing.
Sensitive datasets should use controlled access with documented governance procedures.
For clinical images, remove identifying details and document consent for publication.
Documentation and Formats
Provide data dictionaries, readme files, and consistent units.
Use open formats such as CSV for tables and include code for analytical workflows when possible.
Clear file organization reduces delays when access requests are approved and supports reproducibility.
Include a brief summary of dataset structure to help reviewers and secondary users interpret files quickly.
Code and Analytical Workflows
Sharing analysis scripts supports verification and reuse.
Include software versions, package details, and computational settings used in analysis. Workflow documentation helps reviewers and secondary users reproduce results.
When code cannot be shared, provide detailed methodological descriptions and specify any proprietary tools.
Governance and Access Requests
Controlled access datasets should describe application steps and review criteria.
- Data access committee or review process
- Eligibility criteria for secondary use
- Expected response timelines
- Required data use agreements
Embargo periods should include a clear end date and justification to support responsible sharing.
Embargo and Timing
Embargo periods may be used when justified by ongoing analyses or participant protections.
Provide the embargo end date and the reason for any delay in release. Clear timing helps secondary researchers plan reuse and supports compliance reporting.
If data are released in stages, describe what is available immediately and what will follow.
Embargo requests should be consistent with funder and institutional policies.
Retention and Versioning
Maintain archived datasets for a reasonable period and document version updates.
Clear versioning supports reproducibility and long term evaluation of critical care outcomes.
Document file relationships and provide updated metadata when datasets change.
Retain documentation that explains changes between versions to help secondary users interpret updates.
Reuse Terms and Licensing
Clear reuse terms help secondary researchers understand permitted uses.
Select repository licenses that align with ethical requirements and data use agreements. Indicate any restrictions that apply to commercial reuse or derivative analyses.
Transparent reuse terms encourage responsible collaboration and protect participant privacy.
If reuse requires approval, describe the review criteria and expected response timelines.
Data Sharing Summary
Responsible archiving strengthens trust and improves critical care and emergency outcomes.
Data sharing must respect privacy, consent, and legal requirements.
Provide clear access instructions and contact details for restricted datasets.
Well documented datasets support validation studies and meta analyses.
Clear reuse terms help secondary researchers plan responsible analyses.
Prepare a Data Ready Submission
Responsible archiving strengthens trust and improves critical care and emergency outcomes.
Contact: [email protected]
