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Digital Agency Compliance Committee (3rd meeting)

Digital Agency will be the control tower for the formation of a digital society aimed at realizing the sustainable and healthy development of the Japanese economy and the happy lives of its people. The expectations of the people of Digital Agency are extremely high, and Digital Agency has an extremely heavy responsibility.

In order for Digital Agency to fulfill its responsibilities and meet the expectations of the people, all persons working in Digital Agency are required to act creatively and autonomously while making full use of their expertise and skills. On the other hand, in Digital Agency, illegal or inappropriate administrative processing related to duties must never be carried out, thereby betraying the expectations of the people or arousing their suspicions.

Therefore, the Compliance Committee, which consists of external lawyers, certified public accountants, etc., has been established in Digital Agency and holds meetings as needed or on a regular basis.

At today's meeting, there was a lively discussion and exchange of views on the status of submission of pledges, implementation of training, etc.

The results of today's discussions will be fully reflected in the formulation of various norms and rules in Digital Agency.

Overview

  • Date and time: Friday, December 17, 2021 (2021) from 15:00 to 16:30
  • Location: Shared meeting room in Digital Agency (online meeting)

Committee member

(In the order of the Japanese syllabary, honorific titles are omitted)

Member

  • Toshiya Natori (Attorney Partner, ITN Law Office): Chairman
  • Koichi Endo (Consultant, Digital Agency)
  • Toru Kajikawa (Representative Member and Chairman, Taiyo LLC)
  • Jiro Kokuryo (Professor, Faculty of Policy Studies, Keio University)
  • Akihiko Shiba (Attorney, Shiba & Tanaka Management Law Office)
  • Keiko Fujimori (Representative Director, ASIMOV Robotics Corporation / Certified Public Accountant)

Material

Related policy

Summary of the meeting

Proceedings

  • Status of Submission of Written Pledges
  • Implementation of various training programs
  • Creation of a handbook
  • Other

Summary of proceedings

After the Secretariat explained the contents of each agenda item, a discussion was held. The main opinions expressed were as follows:

Status of Submission of Written Pledges

  • With regard to the submission of written pledges, it is a good thing that 100% of them have made efforts, and I hope that they will continue to respond properly to new employees.
  • Digital Agency is expected to create the best system by utilizing the wisdom possessed by private companies. It is necessary to carefully check whether there is a phenomenon that such wisdom is no longer available due to systems such as bidding restrictions.
  • It is feared that if companies with advanced technologies are unable to participate in bidding as a result of sending staff to Digital Agency, experienced and knowledgeable people will not be able to gather. The current system of restrictions on bidding itself is good, but there is a need for a system that allows companies with technologies to participate in bidding.
  • In the future, when cases and knowledge on the bidding restriction system are collected, it will be possible to find out the harmful effects and how to deal with them, and if the system becomes easier to understand after examination, many companies will be able to participate in bidding and fairness will be maintained.
  • From the viewpoint of showing the government's willingness to impose penalties in the event of wrongdoing, we urge the government to consider enhancing its system for checking cases after the fact.
  • Although the system of bidding restrictions is a new and new approach, it is necessary to take strict measures from the viewpoint of compliance, but it is also necessary to properly incorporate private-sector technologies. Although the two are sometimes competitive, it is necessary to follow up for a while how to achieve both.

Implementation of various training programs

  • E-learning should be used effectively.

Creation of a handbook

  • The handbook gets thicker and thicker as you make it, and you don't read it. You have to make it something that everyone understands and uses well.
  • It is necessary to keep a list of important rules for business. It is important to make them understand specifically what kind of compliance risks exist. It is effective to explain those with high importance and those with high occurrence according to specific cases. There are cases in the past where confidentiality was a problem and cases where damaging the credibility of a government post was a problem. It is better to raise awareness by showing such cases concretely to the extent possible.
  • It would be good if each staff member could be made aware through the handbook that if he or she has a question, he or she should stop and look for the relevant rules, etc. by himself or herself. Considering that there are various staff members in Digital Agency, including those from private companies, I would like them to explain things carefully and make them easy to use, even if they are natural for public officer.
  • It is necessary to prevent violations of compliance due to a lack of understanding of the code, etc. In particular, for new employees, it is good to have their superiors teach them the basics thoroughly, and if they still do not understand something, they should be aware that they will look at the handbook themselves.
  • In terms of deterrence, it is important for whistleblowing to function, and I would like the handbook to be written in a way that employees can easily understand that whistleblowing is for improving the organization and the work environment.
  • If handbooks are not bound in paper but are digitized, it will be easy to reach the necessary pages when using them, and it will be easy to respond to revisions after the fact. In any case, the creation of handbooks may be a difficult task, but it is very important, so I would like to continue to report on the progress as appropriate.

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