About NHG Standing Databases (SDB)

What are Standing Databases?

Research Standing Databases (SDBs) are structured collection & storage of individual-level personal information, for future research purposes.

For the purposes of these guidelines, any collected and arranged private information stored electronically will be considered a database.

What is the Purpose of Registering a Standing Database?

Registering a research Standing Database is crucial for NHG Health to maintain ethical oversight ad ensure regulatory compliance. The registration will allow the NHG Health to guide a custodian's research data collection activities, including

• Data collection and storage procedures

• Privacy and confidentiality measures

• Informed consent documentation and processes.

Custodians will need to comply with relevant policies, regulations and guidelines including

• Human Biomedical Research Act (HBRA)

• HealthTech Instruction Manual (HIM)

• NHG Health Polices (e.g. NHG Health Research Data Policy, NHG Health Data Protection Policyand NHG Health Data Access and Sharing Policy)

Who should be the “Owner” of the Standing Database?

The respective Institutions/Cluster (“Owner”) possesses ownership of Standing Databases set up by their staff.

The Head of Department (HOD) is the appropriate authority to endorse as “Owner” for Standing Databases created within his/her department.

The Chairman Medical Board (CMB) or equivalent is the appropriate authority to endorse as “Owner” for standing databases that straddle more than one department in his/her institution. Standing Databases that straddle more than one institution will require the endorsement by the CMBs or equivalents of all institutions concerned.

Who should be the “Custodian” of the Standing Database?

The “Owner” should appoint a suitable staff (“Custodian”) to be responsible for the set up and maintenance (including security and access) of the Standing Database.

If the "Custodian" leaves the employment of the institution, another employee should be appointed as the new "Custodian". The "Custodian" should inform the "Owner" when the Standing Database ceases to be useful and therefore “shuts down”.

For large IT systems, the “Custodian” shall be synonymous with the appointed “System Owner”.

Where there is shared ownership of a Standing Database amongst various NHG Health or partner institutions, the "Owners" should agree upon the most suitable "Custodian".

For Standing Databases that are set up with an external institution, institutions within NHG Health should appoint an NHG Health "Custodian" to protect NHG Health’s interest in the joint database.

Learn more about the Responsibilities of a Custodian and Database Team Member here.

How to Register a Standing Database?

With effect from 01 August 2020, all NHG Health Standing Database applications will be routed to the NHG Health Research Data Institutional Deputies (IDs) for approval.

Learn more about Registering a Standing Database here.