About NHG Standing Databases (SDB)

What are Standing Databases?

Standing Databases (SDBs) contain electronic data stored for the purposes of patient care / services and/or as a potential resource for future research.

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?

To allow NHG Domain Specific Review Board (DSRB) to review key specific issues pertaining to tissue and data banking, such as collection, storage, privacy and confidentiality, and informed consent. With the registration, custodians provide assurance to comply with NHG and BAC’s guidelines for data and tissue banking activities for potential research.

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 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 should appoint an NHG "Custodian" to protect NHG’s interest in the joint database.

How to Register a Standing Database?

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

Learn more about Registering a Standing Database here.