Corporate Documents Management Regulations of the Fukushima Institute for Research, Education and Innovation
Disclosure
Regulation No. 2 of 2023
April 1, 2023
Table of Contents
- Chapter 1 General Provisions (Articles 1 to 2)
- Chapter 2 Management System (Articles 3 to 8)
- Chapter 3 Preparation (Articles 9 to 11)
- Chapter 4 Arrangement (Articles 12 to 14)
- Chapter 5 Preservation (Articles 15 to 17)
- Chapter 6 File Management Register for Corporate Documents (Articles 18 and 19)
- Chapter 7 Extension of Retention Period, Transfer, and Disposal (Articles 20 to 22)
- Chapter 8 Inspection, Audit, and Management Status Report, Etc. (Articles 23 to 25)
- Chapter 9 Training (Articles 26 and 27)
- Chapter 10 Management of Confidential Documents, Etc. (Article 28)
- Chapter 11 Auxiliary Provisions (Articles 29 and 30)
- Supplementary Provision
Chapter 1 General Provisions
(Purpose)
Article 1 The purpose of these Regulations is to stipulate necessary matters for the management of corporate documents at Fukushima Institute for Research, Education and Innovation (hereinafter referred to as the “Institute”) pursuant to the provisions of Article 13, paragraph 1 of the Public Records and Archives Management Act (Act No. 66 of 2009; hereinafter referred to as the “Act”).
(Definitions)
Article 2 The definitions of terms in these Regulations shall be as follows:
- (1) “Corporate Documents” means documents (including drawings and electromagnetic records (meaning records made by electronic, magnetic, or other means unrecognizable to human perception); the same shall apply hereinafter) prepared or acquired by officers (excluding auditors) and employees of Institute (hereinafter referred to as “Officers and Employees”) in the course of their duties, and which are held by the Institute for the organizational use of Officers and Employees. However, those listed in each item of Article 2, paragraph 5 of the Act are excluded.
- (2) “Corporate Document Files, etc.” means the Corporate Documents that are mutually closely related (limited to those for which it is appropriate to have the same retention period) and are combined in a single collection (hereinafter referred to as “Corporate Document File”) and the Corporate Documents that are managed individually to contribute to the efficient processing of affairs or business and the appropriate preservation of Corporate Documents at the Institute.
- (3) “File Management Register for Corporate Documents” means a register which records the classification, title, retention period, expiration date of the retention period, measures upon expiration of the retention period, preservation location, and other necessary particulars of the Corporate Document Files, etc. to properly manage the Corporate Document File, etc. at the Institute.
Chapter 2 Management System
(General Document Manager)
Article 3 1 The Institute shall have one (1) General Document Manager.
2 The Director (in charge of general administration) shall serve as the General Document Manager.
3 The General Document Manager shall conduct the following affairs:
- (1) Preparation of the File Management Register for Corporate Documents and transfer/disposal register;
- (2) Coordination with related organizations concerning the management of Corporate Documents and implementation of necessary remedial measures;
- (3) Implementation of training on the management of Corporate Documents;
- (4) Necessary measures associated with establishment, revision, or abolition of organizations;
- (5) Establishment of the Guidelines for the Preservation of Corporate Document Files and other detailed regulations necessary for the enforcement of these Regulations; and
- (6) Other general affairs related to the management of Corporate Documents.
(Deputy General Document Manager)
Article 4 1 The Institute shall have one (1) Deputy General Document Manager.
2 The General Manager of the General Affairs Department shall serve as a Deputy General Document Manager.
3 The Deputy General Document Manager shall assist the General Document Manager in the affairs listed in each item of Article 3, paragraph 3.
(Document Manager)
Article 5 1 The Institute shall have a Document Manager.
2 The General Document Manager shall appoint a Document Manager as the person responsible for document management relating to the affairs under its jurisdiction.
3 The Document Manager shall carry out the following affairs concerning the Corporate Documents under his/her management:
- (1) Preservation;
- (2) Establishment of measures upon expiration of the retention period;
- (3) Entry in the File Management Register for Corporate Documents;
- (4) Transfer or disposal (including entry in a transfer/disposal registers), etc.;
- (5) Inspection, etc. of management status; and
- (6) Preparation of Corporate Documents, arrangement of Corporate Documents by preparing standard document retention period standards (hereinafter referred to as “Retention Period Table”), and other guidance, etc. for employees concerning the management of Corporate Documents.
(Person in Charge of Document Management)
Article 6 1 The Institute shall have a person in charge of document management.
2 The Document Manager shall appoint a person in charge of document management as the person to assist with document management.
3 The Document Manager shall, after appointing a person in charge of document management, promptly report the name or title, etc. of that person to the General Document Manager.
(Audit Officer)
Article 7 1 The Institute shall have one (1) Audit Officer.
2 The General Manager of Audit Office shall serve as an Audit Officer.
3 The Audit Officer shall audit the management status of Corporate Documents.
(Responsibilities of Employees)
Article 8 The employees shall, in accordance with the purpose of the Act, properly manage the Corporate Documents pursuant to relevant laws and regulations and rules, etc. and the instructions of the General Document Manager and the Document Manager.
Chapter 3 Preparation
(Principles of Documenting)
Article 9 To help achieve the purpose specified in Article 1 of the Act, the employees shall, following the instructions of the Document Manager and according to the provisions of Article 4 of the Act, prepare documents to enable decision-making processes including their background in the Institute and performance of the affairs and business of the Institute to be inquired into or observed logically, except when a case pertaining to processing is minor.
(Preparation, etc. of Documents)
Article 10 1 With respect to the operations listed in Schedule 1, documents shall be prepared while taking into consideration the types of Corporate Documents in the said table, depending on the circumstances of the said operations.
2 In accordance with the principles of documenting described in the preceding Article, documents shall be prepared for the records of meetings, etc. (hereinafter referred to as “Meetings, etc.”) that affect policymaking and policies, etc. for implementation of affairs and business related to the affairs concerning the matters listed in Schedule 1, including internal meetings and negotiations, etc. with persons outside of the Institute.
3 In principle, it shall be prepared or acquired in electronic media in cases where preparation and preservation in paper media are required by laws and regulations, except in cases where electronic management would make operations inefficient, etc.
(Proper and Efficient Documentation)
Article 11 1 When preparing documents, the Document Manager shall, in principle, confirm the contents of the documents after confirmation by multiple employees to ensure the accuracy thereof. When instructions are given by an employee of a higher rank, such as a General Manager regarding the preparation of documents, the documents shall also be confirmed by the person who gave the instructions.
2 When preparing records of Meetings, etc. with a party outside of the Institute, confirmation shall be made by attendees of the Institute, and as far as possible, the accuracy of the statements, etc., of the other party (hereafter referred to as the “Other Party”) in the Meetings, etc. shall be ensured through confirmation by the other party. However, if it is difficult to confirm the record of part of the Other Party’s statements, etc., it shall be stated in such a way that it can be discerned.
3 In preparing documents, the documents must be described accurately and concisely in easy-to-understand terms according to the List of Commonly Used Kanji Characters (Cabinet Notice No. 2 of 2010), the Modern Kana Usage (Cabinet Notice No. 1 of 1986), How to Add Okurigana Characters (Cabinet Notice No. 2 of 1973), and How to Write Foreign Words (Cabinet Notice No. 2 of 1991), etc.
4 Information such as forms and materials that can be used repeatedly in the preparation of documents shall be made available to the Officers and Employees through electronic bulletin boards, etc.
Chapter 4 Arrangement
(Obligation of Officers and Employees to Arrange)
Article 12 The Officers and Employees shall make the following arrangements pursuant to Articles 13 and 14:
- (1) Classify and title the Corporate Documents prepared or acquired, and set the retention period and the date of expiration of the retention period;
- (2) Compile Corporate Documents that are mutually closely related into the Corporate Document File; and
- (3) Classify and title the Corporate Document Files set forth in the preceding item, and set the retention period and the date of expiration of the retention period.
(Classification and Name)
Article 13 The Corporate Document Files, etc. shall be systematically classified (in a three-level hierarchical structure) according to the nature and contents of the affairs and business of the Institute (for the operations listed in Schedule 1, classification shall be made with reference to the said table), and shall be given a title that is easy to understand.
(Retention Period)
Article 14 1 The Document Manager shall set and make public the Retention Period Table based on Schedule 1.
2 The Document Manager shall report to the General Document Manager when he/she has set or revised the Retention Period Table.
3 The retention period set forth in Article 12, paragraph 1, item 1 shall be set in accordance with the Retention Period Table.
4 In the setting of the retention period and the Retention Period Table in Article 12, paragraph 1, item 1, a retention period of not less than one (1) year shall be set for the Corporate Documents that are deemed to fall under the category of historical public records and archives, etc. under Article 2, paragraph 6 of the Act.
5 In the setting of the retention period and the Retention Period Table in Article 12, paragraph 1, item 1, a retention period of not less than one (1) year shall be set in principle for Corporate Documents that are necessary for a logical inquiry and observation of the decision-making processes and the performance of the affairs and business even if they do not fall under the category of historical public records and archives, etc.
6 In setting the retention period under Article 12, Paragraph 1, Item 1, the retention period may be set to less than one (1) year, except for documents that fall under the provisions of the preceding two paragraphs (e.g., documents that fall under the following types):
- (1) Copies of administrative documents and Corporate Documents for which authenticated copies are separately maintained;
- (2) Routine and daily business communications, timetables, etc.;
- (3) Documents compiled from publications and public announcements;
- (4) Responses to factual inquiries concerning affairs under the jurisdiction of the Institute;
- (5) Documents that are no longer suitable for use in terms of objective accuracies, such as obvious errors;
- (6) Documents prepared in the middle of the decision-making process that are judged not to require long-term retention as they have no impact on the decision-making process; and
- (7) Documents specifically specified by the business unit in the Retention Period Table as those for which it is appropriate to set the retention period at less than one (1) year.
7 In the setting of the retention period under Article 12, paragraph 1, item 1, a retention period of not less than one (1) year shall be set for Corporate Documents that are necessary for logical inquiry and observation, such as those containing information on important or unusual matters, even if they are of a type that normally requires a retention period of less than one (1) year.
8 The starting date of the retention period set forth in Article 12, paragraph 1, item 1 shall be April 1 of the year following the year in which the Corporate Documents were prepared or acquired (hereinafter referred to as the “Date of Document Preparation or Acquisition”). However, if the Document Manager finds that any date within one (1) year from the Date of Document Preparation or Acquisition other than April 1 or April 1 of the year following the year that includes the Date of Document Preparation or Acquisition would contribute to the proper management of the Corporate Documents, such date shall be the starting date.
9 The retention period under Article 12, paragraph 1, item 3 shall be the retention period of the Corporate Documents compiled in the Corporate Document File.
10 The starting date of the retention period set forth in Article 12, paragraph 1, item 3 shall be April 1 of the year following the year that includes the earliest of the dates on which the Corporate Documents were compiled into the Corporate Document File (hereinafter referred to as the “File Creation Date”). However, if the Document Manager finds that any date within one (1) year from the File Creation Date other than April 1 or April 1 of the year following the year that includes the File Creation Date would contribute to the proper management of the Corporate Documents, such date shall be the starting date.
11 Notwithstanding the provisions of paragraph 3, paragraphs 8 and 9, the Document Manager may, when he/she finds that it would contribute to the proper management of the Corporate Documents, compile the Corporate Documents prepared or acquired on or after the starting date of the retention period of the Corporate Document File, which are related to the affairs or business incidental to the affairs or business pertaining to the said Corporate Document File, into the said Corporate Document File with the retention period from the Date of Document Preparation or Acquisition to the date on which the retention period of the said Corporate Document File expires.
12 The provisions of paragraphs 8 and 10 shall not apply to Corporate Documents for which the retention period is uncertain as of the Date of Document Preparation or Acquisition and to Corporate Document Files into which such Corporate Documents are compiled.
Chapter 5 Preservation;
(Guidelines for the Preservation of Corporate Document Files)
Article 15 1 The General Document Manager shall prepare Guidelines for the Preservation of Corporate Document Files in order to contribute to the appropriate preservation of Corporate Document Files, etc.
2 The following matters shall be included in the Guidelines for the Preservation of Corporate Document Files:
- (1) Location and method of preserving paper documents;
- (2) Location and method of preserving electronic documents;
- (3) Handover procedure; and
- (4) Other measures to ensure appropriate preservation.
(Preservation)
Article 16 1 In accordance with the Guidelines for the Preservation of Corporate Document Files, the Document Manager shall properly preserve the Corporate Document Files, etc. until the date of expiration of the retention period of said Corporate Document Files, etc. However, this shall not apply in the case of handing over the Corporate Document Files, etc. to another Document Manager, etc.
2 In principle, the Corporate Documents shall be systematically managed in electronic media, except in cases where preservation in paper media is required by the provisions of laws and regulations, or where electronic management would make operations inefficient, etc.
(Promotion of Centralized Management)
Article 17 Centralized management of the Corporate Document Files, etc. at the Institute shall be promoted as specified by the General Document Manager.
Chapter 6 File Management Register for Corporate Documents
(Preparation and Publication of File Management Register for Corporate Documents)
Article 18 1 The General Document Manager shall prepare the File Management Register for Corporate Documents of the Institute in accordance with Article 11 of the Order for Enforcement of the Public Records and Archives Management Act (Cabinet Order No. 250 of 2010; hereinafter referred to as “Enforcement Order”).
2 The File Management Register for Corporate Documents shall be published on the Internet, kept in a predetermined office, and made available for public inspection.
3 When an office where the File Management Register for Corporate Documents is made available for public inspection is designated or changed, the location of said office shall be publicly notified in the official gazette.
(Entry in a File Management Register for Corporate Documents)
Article 19 1 At least once a year, the Document Manager shall enter the matters listed in each item of Article 15, paragraph 1 of the Enforcement Order concerning the current status of the Corporate Document Files, etc. (limited to those whose retention period is not less than one (1) year) under his/her management in the File Management Register for Corporate Documents.
2 In making the entries set forth in the preceding paragraph, the non-disclosure information stipulated in each item of Article 5 of the Act on Access to Information Held by Independent Administrative Agencies (Act No. 140 of 2001) shall not be clearly indicated when such information falls under the non-disclosure information stipulated in the respective items of the same Article.
3 When the Document Manager transfers the Corporate Document File, etc. whose retention periods have expired to the National Archives of Japan, incorporated administrative agency (hereinafter referred to as “National Archives of Japan”) or disposes of them, the Document Manager shall delete the entries in the File Management Register for Corporate Documents concerning the relevant Corporate Document Files, etc. and enter the title, date of transfer or date of disposal, etc. in the transfer/disposal registry prepared by the General Document Manager.
Chapter 7. Extension of Retention Period, Transfer, and Disposal
(Measures upon Expiration of the Retention Period)
Article 20 1 With respect to the Corporate Document Files, etc., the Document Manager shall specify the measures upon expiration of the retention period under Article 11, paragraph 4 of the Act as soon as possible prior to the expiration of the retention period based on Schedule 2.
2 The measures set forth in the preceding paragraph shall be specified by the entry in the File Management Register for Corporate Documents, and confirmation by the General Document Manager shall be obtained when specifying the measures.
3 The General Document Manager shall seek expert technical advice from the National Archives of Japan when making the confirmation under the preceding paragraph and the Document Manager shall take necessary actions such as changing the measures under paragraph 1 in accordance with the content of the advice.
(Extension of Retention Period)
Article 21 1 In the cases listed in Article 9, paragraph 1 of the Enforcement Order, the Document Manager shall continue to preserve the Corporate Document Files, etc. as stipulated in the same paragraph.
2 The Document Manager may extend the retention period pursuant to Article 9, paragraph 2 of the Enforcement Order.
(Transfer or Disposal)
Article 22 1 The Document Manager shall, in accordance with the instructions of the General Document Manager, transfer to the National Archives of Japan or dispose of Corporate Document Files, etc., whose retention periods have expired in accordance with the measures stipulated in Article 20, paragraph 1.
2 When the retention period of the Corporate Document Files, etc. whose retention period is less than one (1) year and which do not fall under any of the items of Article 14, Paragraph 6 expires and they are to be disposed of, the Document Manager shall check whether said Corporate Document Files, etc. fall under paragraphs 4, 5, and 7 of the same Article before disposing of them. In this case, the Institute shall record when and what type of Corporate Document Files, etc. are disposed of under these Regulations within a predetermined period and make it public collectively after the end of the period.
3 When the Document Manager finds it appropriate to restrict the use of the Corporate Document Files, etc. to be transferred under the provision of paragraph 1 as falling under the cases listed in Article 16, paragraph 1, item 1 of the Act, the Document Manager shall submit his/her opinion to the National Archives of Japan after obtaining the consent of the General Document Manager. In such a case, the part where the use restriction should be imposed and the reason therefor shall be stated specifically.
4 When transferring the Corporate Document Files, etc. to the National Archives of Japan, the Document Manager shall take necessary measures to make the electronic documents available to the public, such as removing passwords and converting them to available electronic file formats.
Chapter 8 Inspection, Audit, and Management Status Report, Etc.
(Inspection and Audit)
Article 23 1 The Document Manager shall inspect the management status of Corporate Documents for which he/she has management responsibility at least once every year and report the results thereof to the General Document Manager.
2 The Audit Officer shall audit the management status of Corporate Documents at least once every year and report the results thereof to the General Document Manager.
3 The General Document Manager shall take necessary measures for the management of Corporate Documents based on the results of inspections or audits, etc.
(Response to Loss, Etc.)
Article 24 1 The Document Manager shall immediately report to the General Document Manager when it becomes clear that the Corporate Document Files, etc. have been lost or disposed of by mistake.
2 Upon receiving a report under the preceding paragraph, the General Document Manager shall promptly take necessary measures to prevent the spread of damage, etc., and shall report the case to the Chief Director and take measures such as making it public, etc., depending on the details and impact of the case.
(Management Status Report, Etc.)
Article 25 The General Document Manager shall report to the Cabinet Office every year on the status of entries in the File Management Register for Corporate Documents and any other management status of Corporate Documents.
Chapter 9 Training
(Implementation of Training)
Article 26 1 The General Document Manager shall provide the employees with the training necessary for them to acquire or improve the knowledge and skills necessary for the proper and effective management of Corporate Documents. In addition, the General Document Manager shall provide an environment where each employee can receive training at least once each year.
2 The Document Manager shall report to the General Document Manager on the status of each employee’s attendance.
(Participation in Training)
Article 27 The Document Manager shall have employees actively participate in the training conducted by the General Document Manager, the National Archives of Japan, and other organizations. The employees shall also take training at an appropriate time.
Chapter 10 Management of Confidential Documents, Etc.
(Corporate Documents Containing Information that Is Not to Be Made Public and Require Confidentiality)
Article 28 1 Among the Corporate Documents in which information that is not to be made public is recorded, the Corporate Documents that require confidentiality (hereinafter referred to as “Confidential Documents”) shall be classified and designated into the following types:
- (1) Top secret documents Corporate Documents containing information that is highly sensitive and whose leakage may cause damage to national security and interests
- (2) Secret documents Corporate Documents other than top secret documents that are confidential to a degree second only to top secret documents and contain information that must not be disclosed to anyone other than the concerned parties
2 The designation of the Confidential Documents shall be made by each general manager of the department for top secret documents and by each section head for secret documents for a specified period (a period not to exceed five (5) years for top secret documents; the same shall apply in the following paragraph) (the person making such designation is hereinafter referred to as “Designator”) and such designation shall be kept to the minimum necessary.
3 When the designated period of Confidential Documents (including the designated period extended under this provision; the same shall apply hereinafter) expires, the Designator shall extend the designated period by specifying a period if he/she finds that the documents still require management as Confidential Documents after the expiration. In addition, the designated period may not exceed the preservation period of said Corporate Documents.
4 Upon expiration of the designated period of the Confidential Documents, such designation shall be deemed to have been terminated, and if during such period the Designator finds that there is no longer a need to designate the documents as Confidential Documents, the Designator shall promptly terminate such designation.
5 The Designator shall appoint a person responsible for managing the Confidential Documents as the Confidential Document Management Officer.
6 The Confidential Documents shall be maintained in a book in which they are kept.
7 The Confidential Documents shall be marked with an indication that identifies them as such.
8 The General Document Manager shall report to the Chief Director on the management status of Confidential Documents every year.
9 When the Confidential Documents are to be provided to another administrative organ, etc., this shall be done after consultation in advance on the management of the relevant Confidential Documents with the administrative organ, etc. to which Classified Documents are provided.
10 Based on the provisions of these Regulations, the General Document Manager shall establish a guideline for the management of Confidential Documents that stipulates detailed rules on matters necessary for the management of Confidential Documents.
Chapter 11 Auxiliary Provisions
(Special Provisions)
Article 29 In cases where there are special provisions in laws or orders thereunder, the provisions of such laws or orders thereunder shall apply.
(Detailed Regulations)
Article 30 Matters necessary for the enforcement of these Regulations shall be stipulated separately by the General Document Manager.
Supplementary Provision
These Regulations shall enter into force on April 1, 2023.
Schedule 1
Standards for Retention Period of Corporate Documents
| Matter | Classification of Operations | Retention Period | Specific Examples of Corporate Documents |
|---|---|---|---|
| 1. Establishment, revision or abolishment, and background thereof | Registration for establishment, revision or abolition, documents relating to the financial basis | Thirty (30) years (to be extended as long as the Institute exists) | - Approval documents concerning registration - Approval documents concerning the acquisition, management, and disposition of real property - Investment register |
| 2. Documents of the approval, request for approval, notification, etc. of the competent minister based on the provisions of laws and regulations and the background thereof (Approval, requests for approval, notifications, etc. from the competent minister pursuant to the provisions of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima (Act No. 25 of 2012) and other laws and regulations, and the background thereof) | Matters concerning officers and employees | In the case of a document of approval, five (5) years from the end of the approval In the case of notifications, etc., ten (10) years |
- Documents relating to the duties and authority of officers - Documents relating to the appointment and term of office of officers - Documents relating to the approval of the exemption of directors and officers from liability for damages - Other documents relating to the approvals, requests for approvals, notifications, etc. of the competent minister, and the background thereof |
| Matters concerning the operation of business | - Documents relating to the approval for investments stipulated in Article 110, paragraph 1, item 10 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima, etc. - Documents relating to the approval and notification of mid-term goals, mid-term plans, etc. - Documents relating to the evaluation of the performance, etc. of research and development work, etc. for each business year - Documents relating to the consideration at the end of the period of the mid-term goal - Documents relating to the business implementation plan for subsidies, etc. - Other documents relating to the approvals, requests for approvals, notifications, etc. of the competent minister, and the background thereof |
||
| Matters concerning finance and accounting | - Documents relating to the approval, etc. of financial statements - Documents relating to the appointment and dismissal of accounting auditors - Documents relating to the approval of the treatment of profits and losses - Documents relating to the disposal of reserve funds - Other documents relating to the approvals, requests for approvals, notifications, etc. of the competent minister, and the background thereof |
||
| Matters concerning supervision, miscellaneous provisions, etc. | - Documents relating to supervision orders, reports, and inspections - Documents relating to the consultation with the Minister of Finance - Other documents relating to the approvals, requests for approvals, notifications, etc. of the competent minister, and the background thereof |
||
| 3. Matters concerning the implementation of the operations (documents relating to Article 110 and Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima (Act No. 25 of 2012)) | Matters concerning the research and development for new industry creation, etc. (documents relating to Article 110 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima) | Five (5) years | - Documents relating to the development of the research and development environment |
| - Documents relating to the planning and implementation of intellectual property management | |||
| - Documents relating to the general management of research and development work, etc. - Documents relating to the liaison and coordination with research-related organizations - Documents relating to the study and planning of research support systems and research implementation systems - Documents relating to the study and planning of research implementation systems |
|||
| - Documents relating to the recruitment, selection, management, evaluation, and preparation, etc. of budget proposals for individual cases of research among research and development work - Documents relating to the liaison and coordination with related organizations for the above-mentioned research work |
|||
| - Documents relating to the dissemination and promotion of the utilization of the results of research and development - Documents relating to the coordination of investments and personnel and technical assistance to persons who utilize the results of research and development |
|||
| - Documents relating to the promotion of external use of facilities and equipment (excluding the maintenance and management of facilities and equipment) | |||
| - Documents relating to the training of researchers and engineers and the improvement of their qualifications | |||
| - Documents relating to coordination with foreign institutions ] - Documents relating to invitations and coordination of attendance for international conferences - Documents relating to the invitation of researchers and engineers from overseas (excluding those under the jurisdiction of divisions other than the International, Industry-Academia-Government Collaboration Promotion Division). |
|||
| - Documents relating to coordination for industry-academia-government collaboration | |||
| - Documents relating to the operation of the Council for Research and Development for New Industry Creation, etc. | |||
| - Documents relating to human resource development for corporate professionals and working people who utilize the Institute’s research results | |||
| - Documents relating to the coordination, etc. of human resource development for graduate students, etc. (excluding those under the jurisdiction of divisions other than the Human Resource Development Promotion Division) - Documents relating to the coordination of human resource development for the young generation who will lead the future of the region (excluding those under the jurisdiction of divisions other than the Human Resource Development Promotion Division) |
|||
| - Documents relating to the implementation of research and development | |||
| Matters concerning the personnel and labor affairs of Officers and Employees under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | The longer of the period required by laws and regulations, etc. or five (5) years | - Personnel records - Documents relating to executive compensation and employee salaries - Documents relating to retirement benefits for officers and employees - Documents relating to appointment and dismissal of employees - Documents relating to disciplinary actions - Documents relating to personnel evaluation - Documents relating to working hours - Documents relating to labor-management agreements, etc. - Documents relating to accident compensation - Documents relating to medical examinations, etc. - Documents relating to social insurance, etc. - Documents relating to benefits |
|
| The longer of the period required by laws and regulations, etc. or three (3) years | - Certificates, etc. relating to personnel affairs - Documents relating to training - Documents relating to service - Documents relating to health and safety |
||
| Matters concerning finance and accounting under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Five (5) years (however, if there is a date on which it ceases to be in effect, such as the date of termination of the contract, five (5) years after the year following the year in which such date falls) | - Documents relating to the accounting and management of budgets and settlement of accounts - Documents relating to tax - Documents relating to the receipt, disbursement, and safekeeping of money and securities - Documents relating to contracts (limited to those involving expenditure or income) - Documents relating to the management of assets (including assets loaned without charge from the government, etc.) - Documents relating to the management of facilities and equipment - Documents relating to communication and coordination of audits by the accounting auditors and audits by the Board of Audit |
|
| Matters concerning operations relating to general affairs under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Five (5) years | - Documents relating to the review and planning of the organizational structure - Documents relating to the operation of various systems - Documents relating to the management of rules and regulations |
|
| Matters concerning the information disclosure and personal data protection under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Five (5) years | - Documents relating to a request for disclosure or correction - Documents relating to the Personal Information Protection Commission - Documents relating to a decision to disclose information |
|
| Matters concerning the management, etc. of documents under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Regular use (Indefinite) | File management register for administrative documents | |
| Five (5) years | - Reception book | ||
| Thirty (30) years | - Approval book | ||
| Twenty (20) years | - Transfer/disposal register | ||
| Matters concerning public relations activities under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | One (1) year | - Documents relating to public relations activities | |
| Matters concerning compliance under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Five (5) years | - Documents relating to compliance | |
| Matters concerning internal audits under Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Five (5) years | - Documents relating to internal audits |
Schedule 2
Measures upon Expiration of the Retention Period
1 Basic Concept
In Article 1 (Purpose) of the Act, it is stipulated that “public records and archives as records of historical facts and various activities of the State and incorporated administrative agencies, etc. should be available for independent use by the citizens, who have popular sovereignty, as an intellectual resource to be shared by the people in supporting the basis of sound democracy” and “ensuring accountability of the State and incorporated administrative agencies, etc. to the public for their various activities in both the present and future.” And in Article 4 of the Act, it is stipulated that the documents must be prepared to enable decision-making processes including their background and performance of the affairs and business to be inquired into about or observed logically. Documents falling under any of the following [I] to [IV] are considered “official documents that are important as historical materials” and shall be transferred to the National Archives of Japan after the expiration of their retention period:
[I] Documents that record important information on the organization and functions of state organs and incorporated administrative agencies, etc., and on the policy review processes, decisions, implementation, and performance;
[II] Documents that record important information on the rights and obligations of citizens;
[III] Documents that record important information on the social and natural environment, etc. surrounding the citizens; or
[IV] Documents that record important information on national history, culture, academia, incidents, etc.
2 Specific Guidelines for the Decision on Transfer and Disposal
Based on the basic concept in 1, decisions on measures (transfer or disposal) upon expiration of the retention period of individual Corporate Document Files, etc., shall be made in accordance with the following (1) and (2).
- (1) Measures upon expiration of the retention period of the Corporate Document Files, etc. pertaining to the operations listed in Schedule 1 shall be as shown in the right-hand column of the following table (the meanings of terms shall be in accordance with the meanings of the terms in Schedule 1).
| Matter | Classification of Operations | Measures upon Expiration of the Retention Period |
|---|---|---|
| 1. Establishment, revision or abolishment, and background thereof | Registration for establishment, revision or abolition, documents relating to the financial basi | Transfer |
| 2. Documents of the approval, request for approval, notification, etc. of the competent minister based on the provisions of laws and regulations and the background thereof (Approval, requests for approval, notifications, etc. from the competent minister pursuant to the provisions of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima (Act No. 25 of 2012) and other laws and regulations, and the background thereof) | Matters concerning officers and employees | Disposal |
| Matters concerning the operation of business | Disposal | |
| Matters concerning finance and accounting | Disposal | |
| Matters concerning supervision, miscellaneous provisions, etc. | Disposal | |
| 3. Matters concerning the implementation of the operations (documents relating to Article 110 and Article 127, paragraph 1, item 1 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima (Act No. 25 of 2012)) | Matters concerning research and development for new industry creation, etc. (documents relating to Article 110 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima) | Disposal |
| Matters concerning the personnel and labor affairs of Officers and Employees under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal | |
| Matters concerning finance and accounting under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal | |
| Matters concerning operations relating to general affairs under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal | |
| Matters concerning the information disclosure and personal data protection under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal | |
| Matters concerning the management, etc. of documents under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal | |
| Matters concerning public relations activities under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal | |
| Matters concerning compliance under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal | |
| Matters concerning internal audits under Article 127, paragraph 1, item 11 of the Act on Special Measures for the Reconstruction and Revitalization of Fukushima | Disposal |
- (1) Note
- ① Any and all Corporate Document Files, etc. that contain documents designated as “transferred” shall be transferred.
- ② Even if they are designated as “for disposal,” in light of the basic concept of 1, historically important policy matters for which the State and society should share records, which have a significant social impact and which the government as a whole will respond to, and whose lessons will be used in the future need to be transferred.
- ③ The transfer shall be carried out by the Document Manager in charge of the relevant operations.
- (2) Operations not described above shall be judged by the Document Manager on an individual basis in light of the basic concept of 1.