Data Archiving Permissions
Journal of Lung Cancer Epidemiology (JLCE) encourages data sharing that enables verification, reuse, and policy impact.
Authors should archive data responsibly and describe access conditions clearly.
Recommended data and materials
Primary datasets
Cohort data, survey data, registry extracts, or exposure measurements.
Processed datasets
Cleaned or derived datasets used for analyses.
Code and scripts
Analysis scripts, statistical code, or modeling files.
Protocols
Study protocols or data linkage procedures.
Data dictionaries
Variable definitions and coding guidance.
Supplementary outputs
Extended tables, sensitivity analyses, or validation results.
Calibration files
Instrument calibration or exposure modeling references.
Survey instruments
Questionnaires or data collection tools.
Repository selection guidance
Discipline repositories
Use epidemiology or health data repositories when available.
Institutional repositories
University repositories ensure long term access.
General repositories
Trusted general repositories can be used when no field option exists.
Clinical data platforms
Use secure platforms for sensitive patient data.
Embargo options
Embargoes may be used when justified by approvals or patents.
Persistent identifiers
Ensure datasets have stable identifiers for citation.
Access statements
Clarify any access restrictions or approvals required.
Licensing
State reuse terms clearly for datasets and code.
What to include in a data availability statement
Repository name
Include the repository name and DOI or accession number.
Access conditions
Explain any restrictions or controlled access steps.
Embargo timing
List any embargo period with expected release date.
File description
Describe what files are included and formats used.
Data linkage
Explain how datasets map to figures or tables.
Contact point
Provide a contact if access is mediated or restricted.
Code access
Describe how analytic scripts can be accessed.
Reuse terms
Clarify licensing or reuse conditions for data.
Handling sensitive or proprietary datasets
When data cannot be publicly shared due to privacy, regulatory, or contractual limits, provide a clear explanation and outline controlled access steps.
De identify patient data and follow institutional or legal requirements before depositing files.
If data are restricted, share sufficient metadata so readers can understand the dataset scope.
Steps to take before submission
Repository selection
Confirm the repository and its access requirements.
File naming
Use consistent file names across data and manuscript.
Coauthor approval
Confirm all coauthors agree to the data release plan.
Metadata preparation
Prepare a data dictionary or metadata file.
Embargo planning
Document any embargo periods in the cover letter.
Funder alignment
Ensure data sharing aligns with funder policies.
Retention plans
Keep copies of data use agreements for your records.
Editorial notice
Notify the editorial office about restricted data.
De identification and controlled access
For human datasets, describe de identification steps and any restrictions required by data use agreements.
If data are stored in secure enclaves, outline the access request process and expected response time.
For linked datasets, document linkage keys and any restrictions on sharing derived files.
Checks before deposit
File formats
Use open formats such as CSV or TXT when possible.
Metadata completeness
Include a data dictionary and variable descriptions.
Access controls
State who can approve access and required documentation.
Versioning
Label dataset versions that align with the manuscript analyses.
Citation
Provide a DOI or accession number for each dataset.
Quality review
Run checks for missingness, outliers, and consistency.
Protecting participant confidentiality
Remove direct identifiers and assess re identification risk before sharing datasets.
If your data use agreement restricts sharing, describe the process for controlled access clearly.
Guidance for sensitive datasets
Access requests
Provide a clear request form or contact for qualified researchers.
Review timeline
State expected response times for access decisions.
Use agreements
Attach data use agreements and required ethics approvals.
Secure environments
Describe analysis enclaves or remote access requirements.
Make datasets citable
Include dataset DOIs in the manuscript and references so reuse is traceable.
Use consistent file naming and version labels that map to the analyses.
Clear repository metadata improves reuse and shortens reviewer queries about data access.
Need Support From JLCE?
For policy, submission, or editorial questions, contact info@openaccesspub.org.
