Standard Operating Procedure (SOP)

Data Access Portal – Submission and Review Process

1. Purpose

This SOP defines the standardized process for submission, review, and decision on requests for managed data access through the Data Access Portal. It ensures transparency, accuracy, and accountability throughout the lifecycle of a data access request.

2. Scope

All users submitting managed data access requests
IBDC Members and IBDC Head
Data Management Group (DMG) Chair, Co-Chair, and Members

3. Roles and Responsibilities

Role	Responsibility
User	Registration, submission of data access request, responding to review comments
IBDC Member	Primary check of submitted requests
IBDC Head	Review, approval, or rejection
DMG Chair & Co-Chair	Oversight review, assignment to DMG members, and declaration of final decision
DMG Members	Detailed scientific and technical review

4. Process Overview

Submission Process
Review and Decision Process

5. Submission Process

5.1 User Registration

Users must register on the Data Access Portal before initiating a new submission
Fields marked with an asterisk (*) are mandatory
Registration must be completed successfully before login access is granted

5.2 User Login

Login using assigned username and password
Access to the user dashboard is provided upon login

5.3 Create New Request

Select “Create New Request” from the dashboard
Complete the Data Access Request Form
Upload all mandatory supporting documents (Project Sanction Order (Funding Details), Declaration Certificate and Institutional Ethics Committee (IEC) Document.

(Download Declaration Template)

Submit the request after verification

Quick View of Proposal Submitted

6. Review and Decision Process

6.1 Primary Check – IBDC Member

Completeness
Accuracy of information
Required document availability

6.2 Review – IBDC Head

Detailed review of the request
Edit option provided if corrections are required

Note: In case of discrepancies or non-compliance, the IBDC Head may reject the request.

6.3 Review – DMG Chair / Co-Chair

Approved requests are forwarded for assignment to relevant DMG Members.

6.4 Review – DMG Member

DMG Members independently review the request and submit their feedback.

6.5 Final Decision – DMG Chair

Consolidation of DMG feedback
Final decision declaration (Approved / Not Approved)

7. User Dashboard and Communication

The final decision is displayed on the user dashboard, along with status tracking and submission history.

8. Key Notes

Mandatory fields (*) apply at all stages
Required documents must be uploaded
Unresolved discrepancies may lead to rejection
DMG Chair decisions are final

9. Revision and Maintenance

This SOP will be reviewed periodically and updated as needed.

10. DMG (Data Management Group) Details

DMG Member details for different data types are available in the FeED protocols.