Section Six: Annexes
GBVIMS Sample Information Sharing Protocol
and INFORMATION-SHARING PROCEDURE
1. TO WHOM: Data-gathering organizations will submit the monthly report to ……
2. The reports will be submitted [DAY] of each month.
3. The reports will include information deﬁned in the Monthly Reporting Tables (see Annex)
4. Two (2) weeks after receipt of the reports from data-gathering organizations, [NATIONAL
CONSOLIDATION AGENCY] will have consolidated all reports, including a brief analysis of the
data received. The aggregate report will be sent back to all the data-gathering organizations, with
all data-gathering organizations’ identifying information deleted.
5. Areas of coverage: The aggregate reports will reﬂect the following geographical areas based on
the data-gathering organizations providing data [INSERT COVERAGE AREAS]
[NATIONAL CONSOLIDATION AGENCY] and the data-gathering organizations will ensure that all data
is safe and secure and will implement appropriate procedures to maintain conﬁdentiality of the data.
Organizations will submit a Word document in ‘read only’ form and will employ password protection. The
password for these submitted ﬁles has been agreed among all agencies.
[NATIONAL CONSOLIDATION AGENCY] has outlined during the creation of this protocol how the data
• Protected in the computer
• Used by whom (who has access to the data and the computer)
[NATIONAL CONSOLIDATION AGENCY]
The monthly reports are shared with [NATIONAL CONSOLIDATION AGENCY] in its capacity as lead GBV
organization. In the event that the leadership changes hands, the information-sharing protocol will be
reviewed by each of the data-gathering organizations. Submission of monthly reports to the new lead will
not be automatic.
WHEN OTHERS REQUEST GBV INFORMATION
[NATIONAL CONSOLIDATION AGENCY] will issue a written request to each of the data- gathering
organizations every time there is a request to receive the consolidated data, specifying the reason/purpose
for the request for information, what the information will be used for, how the information will be used
and how the information produced with the consolidated data and analysis will be fed back to the data-
The consolidated data will be shared only after receiving written consent from the data- gathering
organizations. In turn [NATIONAL CONSOLIDATION AGENCY] must create a written agreement with the
data requesting party about the use, protection and caveats outlined above regarding the consolidated
data and specifying that the data requesting party will not share the consolidated data any further.
A party that has had access to the consolidated data must direct any request for the shared data to
[NATIONAL CONSOLIDATION AGENCY]. For example, if the Ministry of Gender receives the consolidated
data from the consolidation agency and then the Ministry of Justice requests to receive that same
information from the Ministry of Gender, then the Ministry of Gender needs to refer the Ministry of Justice
back to [NATIONAL CONSOLIDATION AGENCY], who will be responsible for getting in touch with the
data- gathering organizations before sending out the consolidated data to the Ministry of Justice.
When a request for data-sharing is submitted by the [NATIONAL CONSOLIDATION AGENCY], the data-
See Annex for list and samples of reporting tables.