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Administration of official documents

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1. Enactment of the Public Records and Archives Management Law

In July 2009, the "Act on the Management of Public Records and Archives" (Act No. 66 of 2009; hereinafter referred to as the "Public Records and Archives Management Act"; under the jurisdiction of the Cabinet Office) was enacted. With the enactment of the Public Records and Archives Management Act, the government as a whole was to create and manage public records and archives based on unified rules.
*For details, please refer to the Cabinet Office website " Kumon Document Management ".

2. What are official documents, etc.

"Official documents, etc." refers to administrative documents, corporate documents, and specific historical official documents (Article 2, Paragraph 8 of the Public Records and Archives Management Act).

  • Administrative document
    Documents prepared or obtained by employees of an Administrative Organ in the course of their duties and held by the Administrative Organ for organizational use by its employees (Article 2, Paragraph 4 of the Public Records and Archives Management Act)
  • Corporate document
    Documents prepared or obtained by an officer or employee of an Incorporated Administrative Agency, etc. in the course of his / her duties, which are held by the Incorporated Administrative Agency, etc. for organizational use by its officers or employees (Article 2, Paragraph 5 of the Public Records and Archives Management Act)
  • Specified Historical Public Records and Archives
    Among official documents and other documents that are important as historical materials, those that have been transferred to the National Archives of Japan, etc. pursuant to the provisions of Article 8, Paragraph 1 of the Public Records and Archives Management Act, etc. (Article 2, Paragraph 7 of the Public Records and Archives Management Act)

3. Flow of document management

  1. Create Document
  2. Organization of documents
  3. Save Document
  4. Entry and Publication in the Administrative Document File Management Register
  5. Transfer and disposal of documents

4. Management of official documents, etc. in Digital Agency

In accordance with Article 23, Paragraph 3 of the Digital Agency Administrative Document Management Rules, if there is a disposal of an administrative document file, etc. whose retention period is less than one year and which does not fall under any of the items of Article 15, Paragraph 6 of the

Standard Document Retention Criteria (Retention Table)

Records of disposal of administrative document files, etc. (retention period of less than one year)

In accordance with Article 23, Paragraph 3 of the Digital Agency Administrative Document Management Rules, if there is a disposal of an administrative document file, etc. whose retention period is less than one year and which does not fall under any of the items of Article 15, Paragraph 6 of the Administrative Document Management Rules, it will be posted on this page.

5. Reporting Desk for Official Document Management

Digital Agency accepts reports on official documents from employees of Digital Agency and former employees of Digital Agency (hereinafter referred to as "Employees, etc.").
In the event that Employees, etc. believe that the proper management of administrative documents is not being ensured in Digital Agency, such as the falsification or alteration of official documents or the falsification of approval documents, or the improper handling of official documents causing serious hindrance to the administration of public duties, they may report to the reporting desk to that effect.

By mail:
Tokyo Garden Terrace Kioi-cho 20 f, 1-3 Kioi-cho, Chiyoda-ku, Tokyo 102-0094
In charge of Digital Agency Kumon document management
Phone: 03 4477 6775
Email: koubunsho _ atmark _ digital. go. jp
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