12.4.1 Officers and Employees
All University officers and employees must recognize the importance of appropriate document and record management, including information disclosure and protection of personal information. They are responsible for managing Corporate Documents, including those with personal information, appropriately by following the instructions from their immediate supervisors and department heads and complying with the related laws and regulations as well as this policy.
The COO is responsible for general administration of this policy within the University(Executive Supervisor of Document Management), including:
- Maintaining this policy and developing necessary guidelines to implement this policy,
- Appointing an Auditing Manager from among the employees in the COO and having the Auditing Manager inspect and audit the status of management of Corporate Documents and personal information within the University,
- Providing necessary supervision, training and guidance to University employees, and
- Making necessary written reports to the Prime Minister or other relevant ministers, pursuant to the related laws and regulations.
- Preparing and updating the Corporate Document File Registry,
- Operating the University Archive, and
- Taking necessary actions to transfer Corporate Documents to the National Archive.
- Receiving and processing of requests for information disclosure, and making decisions whether or not to accept those requests, and communicating with Disclosure Requesters.
- Establishing and publishing the review standards for the requests and the detailed rules and procedures regarding disclosure methods and fees.
Protection of Personal Information
- Facilitating the internal communication and coordination necessary to implement this policy and to determine important matters related to the protection of personal information. This includes organizing and chairing a committee consisting of the following members as necessary:
- Chief Information Officer
- General Counsel
- Dean of the Graduate School
- Vice President for Gender Equality and Human Resource Development
- Any other employees related to the matter to discuss
- Receiving and processing of requests for disclosure, correction and suspension of use of personal information, and communicating with Disclosure Requesters.
- Establishing and publishing the review standards for the requests of personal information and the detailed rules and procedures regarding disclosure methods and fees.
12.4.3 Department Heads
Each department head is responsible for implementation of this policy within the department in charge, including but not limited to the following:
- Preparing and updating the Files for Corporate Documents prepared or acquired within the department,
- Taking necessary actions to transferring Corporate Documents to the University Archive or to dispose Corporate Document after the departmental preservation period expiration dates,
- Appointing a Document Management Administrator(s) and having the Administrator(s) carry out necessary tasks to follow this policy, and
- Review annually the status of document and record management within the department and report the results to the COO.
- Submit the Corporate Documents pertaining to the Disclosure Requests which are preserved in the department to the COO and provide necessary cooperation to handle Disclosure Requests.
Protection of Personal Information
- Designate staff members to handle personal information within the department,
- Provide necessary guidance and supervision regarding the protection of personal information within the department, and
- Submit the the Corporate Documents containing personal information subject to a Disclosure Requests, correction or suspension of use, which are preserved in the department to the COO and provide necessary cooperation to handle the requests.
If a department head delegates the duties and authority to his/her staff, the department head must inform the COO of such delegation.
12.4.4 Document Management Administrator
Document Management Administrator is responsible for managing the Corporate Documents stored in the departments under the supervision of the department head.
12.4.5 University Archivist
University Archivist is responsible for managing the Corporate Documents preserved in the University Archive and preparing the Corporate Document File Registry under the supervision of the COO.
12.4.6 Chief Information Officer
Chief Information Officer is responsible for take necessary actions, in cooperation with the COO, to ensure that electronic records containing personal information is appropriately managed and protected.