Standard Operating Procedure for Data and Record Accessibility
Purpose
This SOP outlines the procedures for managing access to study data and records in clinical trials and clinical studies. The goal is to ensure that access to data and records is controlled, secure, and granted only to authorized personnel for legitimate study-related purposes.
Scope
This SOP applies to all personnel involved in clinical trials and clinical studies, including principal investigators, clinical research coordinators, data management teams, and other study staff who require access to study data and records.
Responsibilities
- Principal Investigator (PI): Oversees access to study data and records, ensuring compliance with study protocols and regulations.
- Data Management Team: Manages data access permissions and ensures data integrity and security.
- Clinical Research Coordinators: Monitor and control access to study records and data at the site level.
- Regulatory Affairs Team: Ensures access to study data and records is consistent with regulatory and ethical guidelines.
Procedure
- Authorization and Access Control:
- Establish a process for granting and revoking access to study data and records based on roles and responsibilities.
- Require written authorization for personnel to access study data and records.
- Maintain a list of authorized personnel and their access levels.
- Data and Record Security:
- Implement security measures such as password protection, encryption, and audit trails to safeguard data and records.
- Restrict access
to sensitive data and records to authorized personnel only.
Data Sharing and Transfer:
Monitoring and Auditing:
Training and Education:
Incident Response:
- Establish protocols for the secure sharing and transfer of study data and records.
- Use secure channels and encryption for data transfer, as required.
- Monitor access to study data and records to ensure compliance with access control policies.
- Conduct regular audits of data access logs to identify unauthorized access or suspicious activity.
- Provide training to study personnel on data security and access control policies.
- Offer ongoing education to ensure adherence to data and record access procedures.
- Develop and implement an incident response plan for data security breaches or unauthorized access.
- Document and report incidents according to regulatory requirements.
Abbreviations Used
- SOP: Standard Operating Procedure
- PI: Principal Investigator
Documents
- Access control lists and permissions logs
- Data and record access policies and procedures
- Data sharing and transfer protocols
- Audit logs of data access and usage
- Incident response plans and reports
References
- Institutional policies for data and record access
- Regulatory guidelines (e.g., FDA, EMA, ICH-GCP)
- Study protocols and investigator brochures
SOP Version
Version: 1.0