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
Submit the request after verification
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.