12.2 General Considerations

12.2.1  Legal Obligations

As a Japanese educational institution established with a special government law and supported by Japanese tax-payers, the University is subject to the laws listed below, which require a higher level of transparency and accountability to the general public than is required of private universities. The University is committed to meeting its responsibilities under these laws.

  • Act on Management of Official Documents, etc. (Act No. 66 of 2009)  (Document Management Act)
  • Act on Access to Information Held by Incorporated Administrative Agencies  (Act No.140 of 2001) (Information Access Act)
  • Act on the Protection of Personal Information Held by Incorporated Administrative Agencies  (Act No. 59 of 2003) (Personal Information Protection Act)  

This chapter itself is subject to the legal disclosure requirement and will be posted on the University’s external website.

 

12.2.2  General Principles

All documents and records related to the business operations of the University, regardless of their contents, must be treated with caution.

12.2.2.1 In particular, when bringing out the documents and records from the office for business trips or other reasonable purposes, the documents should be treated with utmost care and attention. When an employee uses a portable electronic devise to store documents and records, he/she should make sure that no copies are left in the devise after their use or when sharing such device with other individuals.

12.2.2.2 When leaving a position at the University, employees must transfer all documents and records that they store to their successor or immediate supervisor.

 

12.2.3 Electronic Documents and Records

The University is committed to introducing electronic systems in order to conduct business transactions accurately and efficiently. In addition, promotion of paper-less business operations helps the University meet its environmental protection objectives. University officials and employees are expected to prepare and store documents and records electronically whenever it is possible. In principle, internal announcements and notices should be sent via e-mails or posted on the internal portal.

Any electronic document and record, regardless of form, is regarded equally important as paper-based documents under this policy. At the same time, it will require greater attention to protect from the risks particularly associated with electronic documents and records, such as falsification, leakage, and deletion (Refer to 12.3.6.3, 12.3.6.4 of this chapter, and Chapter 17, Information Technology and Security.).

 

12.2.4 Documents and Records in Laboratories

Scope of this policy is not limited to the administrative groups/sections of the University. While flexibility in education and research activities is advocated within the University, all faculty and other employees working in support of the academic and research functions of the University are responsible for following this policy when they prepare, acquire, and/or preserve any of the documents subject to this policy, known as Corporate Documents.

Examples of Corporate Documents created or managed in laboratories includes, but is not limited to:

  • Purchase requests of research equipment
  • Plans and reports about budget execution
  • Grant applications
  • Records of research evaluations
  • Minutes and distributed materials of the Faculty Assembly or other  committees

Research data, lab notebooks, research papers, and other similar documents and records that are prepared in research activities and which are not intended for the organizational use of the University are not regarded as Corporate Documents.