Skip to main content

This page has been translated using TexTra by NICT. Please note that the translation may not be completely accurate.
If you find any mistranslations, we appreciate your feedback on the "Request form for improving the automatic translation ".

Public Records Management

1. Establishment of the Public Records and Archives Management Act

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 Management Act"; under the jurisdiction of the Cabinet Office) was enacted. With the enactment of the Public Records Management Act, the entire government will create and manage public records and archives based on unified rules.
*For more information, please visit the Cabinet Office website " Kumonsho Kanri ".

2. What are official documents, etc.?

The term "Public Records and Archives" refers to administrative documents, corporate documents, and specific historical public records and archives (Article 2, Paragraph 8 of the Public Records and Archives Management Act).

  • Administrative documents
    Documents prepared or obtained by an employee of a public authorities in the course of his / her duties and held by the public authorities for use by an employee of the organization in the public authorities (Article 2, Paragraph 4 of the Public Records and Archives Management Act)
  • Corporate Documents
    Documents prepared or obtained by officers or employees of incorporated administrative agencies, etc. in the course of their duties and held by the incorporated administrative agencies, etc. for use by officers or employees of the incorporated administrative agencies, etc. in organization (Article 2, Paragraph (5) of the Public Records and Archives Management Act)
  • Specified Historical Public Records and Archives
    Official documents and other documents important as historical materials that have been transferred to the National Archives of Japan, etc. pursuant to the provisions of Article 8, Paragraph (1) of the Public Records Management Act (Article 2, Paragraph (7) of the Public Records Management Act)

3. Flow of Document Management

  1. Document Creation
  2. Document organization
  3. Document Retention
  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 Ordinance on the Management of Administrative Documents, administrative document files, etc. with a retention period of less than one year that do not fall under any of the items of Article 15, Paragraph 6 of the

Standard document retention period criteria (retention period 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 Ordinance on the Management of Administrative Documents, administrative document files, etc. with a retention period of less than one year that do not fall under any of the items of Article 15, Paragraph 6 of the Ordinance will be posted on this page.

5. Contact point for reporting on the management of official documents

Digital Agency accepts reports related to official documents from employees of Digital Agency and former employees of Digital Agency (hereinafter referred to as "Employees, etc.").
In the event that it is deemed that the proper management of administrative documents is not ensured, such as the fact that official documents have been forged, altered, or approval documents have been falsified in Digital Agency, or that the inappropriate handling of official documents has caused serious hindrance to the operation of public duties, employees, etc. may report to the reporting desk to that effect.

By mail:
Tokyo Garden Terrace Kioi-cho 20th Floor, 1-3 Kioi-cho, Chiyoda-ku, Tokyo 102-0094
Digital Agency Kumonjo Management Officer
Tel: 03 4477 6775
Email: koubunsho _ atmark _ digital. go. jp
*To prevent spam mail, "@" is displayed as " _ atmark _ ".
When you send an email, please change " _ atmark _ " to "@" (one byte).