Standard of Tasks and Competencies forArchivists

December 2018
National Archives of Japan
Provisional Translation in English Prepared by
National Archives of Japan in October 2019

Prospective Application of
the Standard of Tasks and Competencies for Archivists
The National Archives of Japan has been committed to nurturing professional archivists who takea key role in management of historical public records and archives through training programs andother initiatives. With an aim to clarify the level of expertise required of archivists, we compiled
the Standard of Tasks and Competencies for Archivists (December 2017 edition; referred to here
as the “Draft”).
The Draft was distributed to archival institutions and related organizations throughout Japan forreview from early 2018 onward, and has now been finalized based on the feedback received.
The extensive feedback provided by various organizations highlighted the basic issue that it
seemed the Draft was intended for specialists handling historical public records and archives at
the national and local government level, and might not be appropriate for archivists either dealing
with private local documents such as ancient manuscripts or engaging in the management ofhistorically important records within private companies and organizations.
In light of some limitations in development of public records management systems at the local
government level, it was also pointed out that there is a gap between the actual job activities andthe “tasks” or “competency” requirements presented in the Draft.
Advisory Review Council on the Standard of Tasks and Competencies for Archivists who engaged
in the development of the Standard was tasked with reviewing the feedback received. Based on
the results, it was decided that application of the Standard should initially depend on thecircumstances of individual organizations, as no widely-accepted

definition has been

established for archivists in Japan (not to mention the lack of consensus on the appropriate
translation for an “archivist” in native Japanese terminology).
Accordingly, the title “Standard of Tasks and Competencies for Archivists” remains the same asthat of the Draft. Plans are in place to revise the Standard as necessary and improve its quality tokeep up with future improvements in nationwide statures of the management of historical publicrecords and archives.
Thanks are due to all related organizations for reviewing the Draft and providing useful feedback.
While the Standard is intended for use by individual organizations as a basic resource in the
recruitment, assignment, education and training of archivists, the National Archives of Japan has
plans for the next phase leading to the prompt establishment of an archivist certification systemibased on the professional profiles defined by the Standard.
We wish the Standard would contribute to the enhancement of the archivist field in Japan andimprovements in public records management.
Takeo Katoh
President, National Archives of Japan
December 2018

ii

Contents
Prospective Application of the Standard of Tasks and Competencies for Archivists ⅰContents ................................................................................................................... ⅲ
Preface ..................................................................................................................... ⅳ

Standard of Tasks and Competencies for Archivists ......................................1
PurposeTerminology
1. Missions of archivists
2. Ethics and fundamental positions of archivists
3. Tasks
4. Necessary knowledge and skills
5. Remarks
Appendix 1 Task/competency table ........................................................5
Appendix 2

Details of tasks and required competencies ........................7

Appendix 3

Description of competencies .............................................19iii

Preface· Related organizations and groups have engaged in discussions and proposals concerning
archivists and promoted related training since before the establishment of the Public Archives
Act (Act no. 115 of 1987).
· Based on the history of such efforts and in response to the establishment of the Public Records
and Archives Management Act (Act no. 66 of 2009) and its revision five years later, theStandard of Tasks and Competencies for Archivists (referred to here as the “Standard”) wasestablished as a basic resource for personnel training to clarify the expertise required ofarchivists.
· The Standard was developed based on the results of analysis regarding tasks performed byarchivists of the National Archives of Japan conducted in accordance with the Public
Archives Act, the Public Records and Archives Management Act and the Order for
Enforcement of the same Act (Cabinet Order no. 250 of 2010), the National Archives Act (Actno. 79 of 1999), the Guidelines for the Management of Administrative Documents (determinedby the Prime Minister on April 1, 2011), the Guidelines for the Preservation, Use and Disposalof Specified Historical Public Records and Archives (determined by the Prime Minister on
April 1, 2011) and other decrees, and in consideration of feedback from archives establishedby national/local government bodies and related organizations and groups.
· Advisory Review Council on the Standard of Tasks and Competencies for Archivists consistingof external experts1 made essential contribution to the formulation of the Standard.
· Tasks described in the Standard may be performed by archivists in the course of their work.
Archivists are expected to have basic knowledge and skills appropriate for the conduct of theirtasks.
· The Standard does not define how individual archives should be operated. In its application,
additions and modifications should be made in line with the characteristics of holdings, thescale of the archives and other considerations.
· Although the Standard was produced with focus on archivists in public organizations, it isexpected to be useful as a reference for various bodies and groups depending on their purposes
and the nature of their operations toward the expansion of archivist activities.
1

Members of the Advisory Review Council on the Standard of Tasks and Competencies forArchivists: Hirooki Hosaka (Chair of the council; Professor, Gakushuin University), Hirobumi Arai
(Saitama Prefectural Archives), Atsushi Okazaki (Professor, Kyushu University), Masashi Kotani(Advisor, ARMA International Tokyo Chapter), Naoki Shimoju (Associate Professor, Gakushuin
University), Sachiko Morimoto (Associate Professor, University of Tokyo) [Titles and affiliations
are as of May 2017.]

iv

Standard of Tasks and Competencies for Archivists
December 2018
National Archives of Japan
PurposeThe Standard of Tasks and Competencies for Archivists is intended to clarify the tasks of archivists at publicarchives and similar organizations (referred to here as “archival institutions”) and bodies that create publicrecords (referred to as “public records creating bodies”) in Japan, and to define the knowledge and skills
necessary for the performance of related tasks in order to support development of the expertise of archivists aswell as related training and the advancement in social standing.
Terminology
The related terminology is outlined below.
public archives: the “public archives” stipulated under Articles 4 and 5 of the Public Archives Act (Act no. 115
of 1987) , and the “National Aarchives of Japan, etc.” stipulated under Article 2, Paragraph 3 of the Public
Records and Archives Management Act (Act no. 66 of 2009; referred to here as the “Public Records
Management Act”)
similar organizations: organizations with functions similar to those of public archives(including facilities

stipulated by Cabinet orders under Paragraphs 4-3 and 5-3 of Article 2 of the Public Records Management Act)
public records and archives: current records in addition to the “public records and archives” stipulated under
Article 2 of the Public Archives Act, and those stipulated under Article 2, Paragraph 8 of the Public Records
Management Act and similar

1. Missions of archivists
Archivists are professionals supporting the appropriate management of public records and archives, which are
publicly shared intellectual resources, and ensuring their perpetual preservation and availability. Archivists’missions are to provide support for improving the quality and efficiency of organizational activities and ensuringaccountability to the public, and to contribute widely to society via the preservation and provision of personal,organizational and social records.
2. Ethics and fundamental positions of archivists
Archivists are required to work in accordance with the International Council on Archives Code of Ethics(adopted at the General Assembly of the ICA held in Beijing on September 6, 1996).
1

Archivists should also ensure fairness and neutrality at all times, sincerely pursue their missions without bowing
to pressure to hide or bend the truth by manipulating evidence, and maintain a high level of ethics concerning
their tasks as well as a firm attitude toward ongoing self-improvement.
3. Tasks of archivists
Tasks performed by archivists can be generally categorized as (1) appraisal, selection and collection
development, (2) collection management, (3) provision of public access and (4) outreach and communication
services (see Appendix 1).
4. Necessary knowledge and skills
Knowledge and skills necessary for archivists to perform their tasks are summarized below.
(1) Basic requirements
Basic requirements supporting the expertise necessary for archivists to perform their tasks are outlined
below.
○Understanding of basic laws and regulations related to public records and archives
・Ability to perform duties based on understanding of the Public Archives Act・Ability to perform duties based on understanding of the Public Records Management Act and the Orderfor Enforcement of the Act (Cabinet Order no. 250 of 2010)○ Understanding of basic theory and methodology concerning archives
・Ability to perform tasks based on understanding of the value and significance of archival materials(regardless of media or formats; including textual documents, electronic records, drawings, photos,
film, audio and optical discs), the roles and responsibilities of archival institutions and archivists, andthe basic mechanisms of archive systems
・Ability to perform tasks based on understanding of the records management systems in Japan, theposition of archivists as professionals and the historical development of the theory that supports thisposition・Ability to perform duties based on understanding of the lifecycle of records from generation withinorganizations to preservation/use in archives, and the social circumstances surrounding the systems
・Ability to perform related duties, such as arrangement and description, based on understanding of thebasic structure of diverse archival materials, including organizational and personal records○ Knowledge of related subjects
・ Basic knowledge of subjects (e.g. history, law, public administration, information engineering)necessary for understanding archives, and preferably expertise in at least one such subject○ Understanding of material preservation2

・Ability to perform duties with basic knowledge necessary for the preservation and appropriate handlingof materials to prevent damage/deterioration and ensure the long-term availability of materials○ Knowledge of digitization, electronic records and information systems
・Ability to perform duties with basic knowledge of digitization, electronic records and information
systems for archival materials○ Competence in research and studies
・Ability to collect information related to knowledge necessary for the performance of tasks and thelatest trends in associated fields, and ability to conduct specialized research and studies on issues
pertinent to the performance of tasks and to reflect the results appropriately(2) Tasks and competencies
The details of archivist tasks and necessary competencies are outlined below.
・Task/competency table (Appendix 1)
The relationship between archivist tasks and necessary competencies is outlined here.
・Details of tasks and required competencies (Appendix 2)
The details of archivist tasks and necessary competencies are outlined here.
・Description of competencies (Appendix 3)
Competencies necessary for the performance of archivist tasks are outlined here.
(3) Management skills for overall tasks
General management abilities required by archivists are as follows:・Ability to develop standards, policies, plans and similar from a professional viewpoint based on an
overview of tasks in general
・Ability to conduct planning, implementation, verification and improvement for the optimization oftasks
・Ability to discover and prevent potential issues and to develop measures against existing issues andimplement them in collaboration with related parties (e.g. in the event of natural disasters or accidents)
As preconditions for the necessary knowledge and skills in (1) to (3) above, archivists are required to havecommunication skills, ability to work in organizations/teams, an independent attitude, problem-solving ability,
self-management ability, continuous learning ability and ability to adapt to the latest technology.
5. Remarks
This Standard will be revised as necessary based on changes in social norms related to public records
management and the progress of information technology.
3

"Standard of Tasks and Compentencies for Archivists" Appendix 1: Task/Competency Table
Knowledge
Management, preservation and use of public records
and archives

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

Understanding of preservation and utilization of public records and archives at archival
institutions

Knowledge of past appraisal decisions made by archival institutions

Understanding of regulations and practices relating to intermediate repositories

Understanding of regulations and practices relating to gifts and loans

Understanding of holdings

Understanding of catalogs and finding aids of holdings

Knowledge of transferred public records and related status of utilization

Knowledge of archives acquired through gifts and loans, and related status of utilization

Understanding of archival descriptions in line with international standards

Knowledge of the Copyright Act

Knowledge of the Act on the Protection of Specially Designated Secrets

Understanding of current endeavors and trends of archival institutions and other memory
institutions

Knowledge of the locations and content of historical materials held by other institutions andindividuals

Basic understanding of preservation and conservation

Practical knowledge of conservation and preservation

Basic understanding of conservation science

Practical knowledge of conservation science

Knowledge of public records management systems in other countries

Knowledge of metadata and information retrieval techniques (e.g. standardized encoding,retrieval protocols, etc.)

Knowledge of electronic records preservation

Basic knowledge of reproduction of holdings in digital and other forms

Knowledge of reproduction techniques (e.g. trends in technological development,
standardized data formats, data processing, etc.)

Competence in conducting research and studies on archival materials

Competence in conducting research and studies on information systems and digitization

Presentation skills

Basic competence in diplomatics

Specialized competence in diplomatics

Basic skills in preservation and conservation

Skills in curating exhibitions

Competence in reading and communicating in non-Japanese languages

◎

○

◎

◎

3 Development of records schedules for public records

◎

◎

◎

◎

◎

4 Appraisal and selection of public records at the time of disposition

◎

◎

◎

◎

5 Transfer of public records based on agreement

◎

◎

◎

◎

Provision of professional advice and inspection services for public records

1 management

Formulation and organization of training programs for public records

○

○

○

○

○

○

○

○

○

◎

○

○

○

○

○

◎

6 Determination regarding acquisition of materials through gifts and loans

Acquisition

Knowledge of review board reports and judicial precedents pertaining to information
disclosure laws and personal information protection laws

10

Knowledge of personal information protection laws and related regulations

9

Knowledge of information disclosure laws and related regulations

8

Understanding of policy-making processes of public records creating bodies

Appraisal andselection

7

Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies

Appraisal andselection/collection
development

6

Activity

Sub-function

Professional
guidance andadvice5

Understanding of records management systems of public records creating bodies

Function◎

7 Operation of intermediate repositories◎

8 Accession of public records

◎

◎

○

○

○

○

○

○

○

○

○

○

○

○

○

○

○

○

○

○

◎

◎

○

◎

Arrangement
11 Environmental control of repositories and related facilities
Collection and preservation
management

Public access

User assistance◎◎◎14 Access review of public records and archives

◎

◎

◎

15 Access services for viewers and other users

○

○

◎

○

◎

16 Reference services

◎

◎

◎

◎

◎

◎

◎

◎

17 Curation and organization of exhibitions
Promotion of
public access

18 Establishment and operation of digital archive
19

Outreach andcommunication services
Networking andcoordination◎◎

Dissemination of information on holdings (e.g. Publication of journals,
organization of seminars, etc.)

20 Location of historical materials held by other institutions and individuals

◎
◎

○

○

Formulation and organization of training programs for archivists and

◎

◎

◎

◎

◎
◎

○

○

○

◎

○

○

○

◎

○

○

○

◎

○

◎

○

○

○

◎

○

◎

○

○

○

◎

○

◎

○
○

○
○

◎

◎
○

○

◎
◎

○

◎
○

○

○

○

○

○

◎

Notes on the table: Accomplishment of these tasks is preconditioned by an archivist’s individual efforts in research and studies. “◎” indicates basic knowledge and skills required for carrying out the relevant task, and those marked with “〇” are required for professional performance at the advanced level.

◎

◎

○

◎

○

○
◎

◎
◎

○

◎

○

◎

○

○
◎

○

◎

○

○

◎
○

○
◎

◎

21 Cooperation with memory institutions and local communities
22 other staff of archival institutions

○

◎

◎

12 Reproduction services

Access review◎○

10 Arrangement and conservation of public records and archives

13 Cataloging services

◎

○

◎

9 Accession of gifts and loans

Cataloging anddescription

ment

4

2 management

For details, see Appendix 2

Skill

ICT and digitization

3

○

Task

Preservation and conservation
Engagetechniques and sciences2◎

For details, see Appendix 3

Int'lArchivalinstitutions

1◎

Competency

Relevant laws and regulations
including information disclosure laws

Holdings and catalogs

○
◎
○

◎

◎
◎
◎

◎

○

◎

○
○

Appendix 2
Details of tasks and required competencies
No. 1

Provision of professional advice and inspection services for public records management

Details

Provision of support through research, analysis, advice and other work based on
professional knowledge to departments/sections in charge of records management andrelevant systems within public records creating bodies concerning operation andimprovement of laws, regulations and other standards
Implementation of inspection services concerning the public records management status ofcreating bodies based on related authority with application of professional knowledge

Competencies

・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
Competencies required for professional performance at an advanced level
・Understanding of policy-making processes of public records creating bodies
・Knowledge of public records management systems in other countries
・Knowledge of information disclosure laws and related regulations
・Knowledge of personal information protection laws and related regulations
・Knowledge of review board reports and judicial precedents pertaining to information
disclosure laws and personal information protection laws
・Knowledge of the Act on the Protection of Specially Designated Secrets

No. 2

Formulation and organization of training programs for public records management

Details

Planning of and teaching in training programs for employees of public records creating
bodies to raise awareness of the importance of public records management, andacquisition/improvement of knowledge and skills necessary for appropriate preservationand transfer of public records

Competencies

・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of preservation and utilization of public records and archives at archival
institutions
・Presentation skills
Competencies required for professional performance at an advanced level
・Knowledge of information disclosure laws and related regulations
・Knowledge of personal information protection laws and related regulations
・Knowledge of review board reports and judicial precedents pertaining to information
disclosure laws and personal information protection laws
7

・Knowledge of the Copyright Act
・Knowledge of the Act on the Protection of Specially Designated Secrets
・Knowledge of public records management systems in other countries

No. 3

Development of records schedules for public records

Details

To be engaged in determination regarding the importance of certain public records ashistorical materials as soon as possible before the expiration of the retention period
Checking of related materials and engagement in inquiries with related organizations asnecessaryCompetencies

・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of policy-making processes of public records creating bodies
・Understanding of preservation and utilization of public records and archives at archival
institutions
・Knowledge of past appraisal decisions made by archival institutions
Competencies required for professional performance at an advanced level
・Knowledge of information disclosure laws and related regulations
・Knowledge of personal information protection laws and related regulations
・Knowledge of review board reports and judicial precedents pertaining to information
disclosure laws and personal information protection laws
・Knowledge of the Act on the Protection of Specially Designated Secrets
・Knowledge of transferred public records and related status of utilization
・Knowledge of public records management systems in other countries

No. 4

Appraisal and selection of public records at the time of disposition

Details

Determination regarding the importance of public records as historical materials before
they are destroyed at the end of the retention period, and transfer of materials consideredhistorically important to archives
Checking of related materials and engagement in inquiries with related organizations asnecessaryCompetencies

・ Understanding of records management systems of public records creating bodies
・ Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・ Understanding of policy-making processes of public records creating bodies
・ Understanding of preservation and utilization of public records and archives at archival

8

institutions
・ Knowledge of past appraisal decisions made by archival institutions
Competencies required for professional performance at an advanced level
・ Knowledge of information disclosure laws and related regulations
・ Knowledge of personal information protection laws and related regulations
・ Knowledge of review board reports and judicial precedents pertaining to information
disclosure laws and personal information protection laws
・ Knowledge of the Act on the Protection of Specially Designated Secrets
・ Knowledge of transferred public records and related status of utilization
・ Knowledge of public records management systems in other countries

No. 5

Transfer of public records based on agreement

Details

Determination regarding the importance of public records held by extragovernmentalorganizations, councils and other organizations that are not usually subject to transfer as
historical materials, and transfer of such materials to archival institutions

Competencies

・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of policy-making processes of public records creating bodies
・Understanding of preservation and utilization of public records and archives at archival
institutions
Competencies required for professional performance at an advanced level
・Knowledge of information disclosure laws and related regulations
・Knowledge of personal information protection laws and related regulations
・Knowledge of review board reports and judicial precedents pertaining to information
disclosure laws and personal information protection laws
・Knowledge of the Act on the Protection of Specially Designated Secrets
・Knowledge of transferred public records and related status of utilization
・Knowledge of past appraisal decisions made by archival institutions
・Knowledge of public records management systems in other countries

No. 6
Details

Determination regarding the acquisition of materials through gifts and loans
Determination regarding the importance of records presented by corporations,individuals and other parties through gifts and loans as historical materials based on
appropriate collaboration and coordination with related organizations, as well as

9determination of related rights and other matters
Competencies

・Understanding of regulations and practices relating to gifts and loans
・Understanding of preservation and utilization of public records and archives at archival
institutions
・Competence in conducting research and studies on archival materials
・Knowledge of the Copyright Act
・Basic competence in diplomatics
Competencies required for professional performance at an advanced level
・Knowledge of the locations and content of historical materials held by otherinstitutions and individuals
・Knowledge of archives acquired through gifts and loans, and related status of
utilization
・Knowledge of personal information protection laws and related regulations
・Specialized competence in diplomatics

No. 7

Operation of intermediate repositories

Details

Arrangement and preservation of public records whose maintenance is consigned bypublic records creating bodies with transport into intermediate repositories
Management of related processes, from temporary use of public records by creating
bodies to disposal at the end of the public records’ retention period

Competencies

・Understanding of regulations and practices relating to intermediate repositories
・Understanding of records management systems of public records creating bodies
・Basic understanding of conservation science
Competencies required for professional performance at an advanced level
・Practical knowledge of conservation science

No. 8
Details

Accession of public records
Transport of public records assigned for transfer from public records creating bodies toarchival institutions based on coordination with such bodies
After the assimilation of such records, completion of the process based on managementof related processes, including collation of transferred records with lists and other data
produced by public records creating bodies
Implementation of measures necessary for preservation of transferred records (e.g. steps
to prevent biological damage) depending on the relevant conditions, media and otherrelated considerations
10

Competencies

・Understanding of records management systems of public records creating bodies
・Basic understanding of conservation science
Competencies required for professional performance at an advanced level
・Practical knowledge of conservation science
・Knowledge of electronic records preservation
・Basic knowledge of reproduction of holdings in digital and other forms

No. 9

Accession of gifts and loans

Details

Adherence to procedures related to the receipt and use of records provided bycorporations, individuals and other parties through approved gifts or loans, and transportof such records
Implementation of measures necessary for preservation of such documents (e.g. steps toprevent biological damage) depending on the relevant conditions, media and other related
considerations
Recording of the process of gift/loan implementation and basic information on
documents

Competencies

・Understanding of regulations and practices relating to gifts and loans
・Basic understanding of conservation science
Competencies required for professional performance at an advanced level
・Competence in conducting research and studies on archival materials
・Knowledge of personal information protection laws and related regulations
・Knowledge of the Copyright Act
・Practical knowledge of conservation science
・Knowledge of electronic records preservation
・Basic knowledge of reproduction of holdings in digital and other forms

No. 10Details

Arrangement and conservation of public records and archives
Arrangement (e.g. production and attachment of labels, placement in repositories) of
public records and archives in accordance with the principles of provenance and respect
for original order
Implementation of measures necessary for preservation (e.g. simple repair and cleaning,
creation of preservation containers, placement in neutral paper bags/boxes) (Certain
archival institutions also implement the stipulations of No. 13 Cataloging services.)
Consideration of preservation/conservation policy depending on the degree ofdeterioration and frequency of usage

11

Implementation of appropriate measures, such as conversion to long-term storage
formats and selection of storage conditions for preservation, for records containing
analog materials, electronic formats and similar
Competencies

・Basic understanding of preservation and conservation
・Basic skills in preservation and conservation
・Basic understanding of conservation science
・Knowledge of electronic records preservation
Competencies required for professional performance at an advanced level
・Practical knowledge of conservation and preservation

No. 11

Environmental control of repositories and related facilities

Details

Continuous monitoring to ensure appropriate preservation environments (e.g.
temperature, humidity, cleanness) in repositories, reading rooms, exhibition rooms andother places, and general repository management, including management of visitors/keys
and the locations of holdings

Competencies

・Basic understanding of conservation science
Competencies required for professional performance at an advanced level
・Practical knowledge of conservation scienceNo. 12

Reproduction services

Details

Development and implementation of reproduction plans for records requiring
reproduction due to deterioration or frequent use, with the aim of promoting thepreservation and utilization of public records and archives
Creation of reproductions for records considered to contain information subject torestricted usage (No. 14 Access review of public records and archives) with the relevant
content blacked out

Competencies

・Basic knowledge of reproduction of holdings in digital and other forms
・Basic understanding of preservation and conservation
・Basic understanding of conservation science
Competencies required for professional performance at an advanced level
・Knowledge of reproduction techniques (e.g. trends in technological development,
12

standardized data formats, data processing)・Knowledge of electronic records preservation

No. 13

Cataloging services

Details

Production and presentation of user-friendly catalogs of public records and archives
based on analysis of record group structure and characteristics in accordance with theprinciples of provenance and respect for original order (Certain archival institutions also
implement the stipulations of No. 10 Arrangement and conservation of public records
and archives.)
Addition/revision to the catalogs are to be made whenever necessaryCompetencies

・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of holdings
・Understanding of catalogs and finding aids of holdings
・Basic competence in diplomatics
・Understanding of archival descriptions in line with international standards
Competencies required for professional performance at an advanced level
・Specialized competence in diplomatics
・Competence in conducting research and studies on archival materials
・Knowledge of the locations and content of historical materials held by otherinstitutions and individuals
・Knowledge of personal information protection laws and related regulations
・Knowledge of the Copyright Act
・Knowledge of metadata and information retrieval techniques (e.g. standardized
encoding, retrieval protocols)

No. 14

Access review of public records and archives

Details

Determination of whether information contained in public records and archives to whichaccess is requested is subject to usage restrictions in consideration of the passage of timeand other conditions. Certain records may contain information not suitable for publicaccess (e.g. potential risk of infringement of personal rights or benefits).
Explanation of the results of determination to users
Implementation of clerical procedures associated with inquiries to committees and otherthird parties when users file request for administrative review

Competencies

・Understanding of records management systems of public records creating bodies
13・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of preservation and utilization of public records and archives at archival
institutions
・Knowledge of information disclosure laws and related regulations
・Knowledge of personal information protection laws and related regulations
・Knowledge of the Copyright Act
・Basic competence in diplomatics
Competencies required for professional performance at an advanced level
・Knowledge of review board reports and judicial precedents pertaining to information
disclosure laws and personal information protection laws
・Knowledge of public records management systems in other countries
・Specialized competence in diplomatics
・Basic understanding of preservation and conservation

No. 15

Access services for viewers and other users

Details

Accommodation of requests by viewers and other users
Provision of holdings depending on the needs of individual users with respect to user
privacy and use of appropriate media (including handling of loans to other organizations
and use by employees of public records creating bodies)
For materials containing information subject to usage restrictions, maximum possible
fulfillment of user needs based on suitable provision (e.g. provision of reproductions withminimum parts blacked out)

Competencies

・Understanding of preservation and utilization of public records and archives at archival
institutions
・Understanding of catalogs and finding aids of holdings
・Knowledge of personal information protection laws and related regulations
Competencies required for professional performance at an advanced level
・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of holdings
・Knowledge of the Copyright Act
・Competence in reading and communicating in non-Japanese languages

No. 16

Reference services

14

Details

Handling of inquiries on holdings and similar (e.g. checking to determine the presenceof user-requested materials and related content, support for reading materials, location ofrelated materials)

Competencies

・Understanding of holdings
・Competence in conducting research and studies on archival materials
・Understanding of catalogs and finding aids of holdings
・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of policy-making processes of public records creating bodies
・Understanding of preservation and utilization of public records and archives at archival
institutions
・Basic competence in diplomatics
Competencies required for professional performance at an advanced level
・Knowledge of the locations and content of historical materials held by otherinstitutions and individuals
・Knowledge of transferred public records and related status of utilization
・Knowledge of archives acquired through gifts and loans, and related status of
utilization
・Specialized competence in diplomatics
・Competence in reading and communicating in non-Japanese languages

No. 17Curation and organization of exhibitions

Details

Organization of exhibitions featuring holdings to bring new value and further promote
the use of holdings
Promotion of the importance of preserving public records and archives throughexhibitions

Competencies

・Understanding of holdings
・Competence in conducting research and studies on archival materials
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of policy-making processes of public records creating bodies
・Skills in curating exhibitions
・Presentation skills
・Basic competence in diplomatics
Competencies required for professional performance at an advanced level
・Specialized competence in diplomatics

15

・Knowledge of the Copyright Act
・Knowledge of the locations and content of historical materials held by otherinstitutions and individuals
・Basic understanding of preservation and conservation
・Basic understanding of conservation scienceNo. 18Establishment and operation of digital archive

Details

Provision of a wide range of information on holdings by enabling access to related
catalog information and digital imagery online

Competencies

・Understanding of holdings
・Understanding of catalogs and finding aids of holdings
・Understanding of archival descriptions in line with international standards
・Knowledge of metadata and information retrieval techniques (e.g. standardized
encoding, retrieval protocols)・Understanding of preservation and utilization of public records and archives at archival
institutions
・Understanding of records management systems of public records creating bodies
Competencies required for professional performance at an advanced level
・Knowledge of electronic records preservation
・Knowledge of reproduction techniques (e.g. trends in technological development,
standardized data formats, data processing)・Competence in conducting research and studies on information systems anddigitization
・Knowledge of transferred public records and related status of utilization
・Knowledge of archives acquired through gifts and loans, and related status of
utilization
・Competence in reading and communicating in non-Japanese languages

No. 19Dissemination of information on holdings (e.g. publication of journals, organization of seminars)

Details

Planning/editing of research journals and information/public relations magazines to bringnew value and further promote the use of holdings, planning/implementation of lecture
meetings, seminars and other events
Provision of content for such publications and participating in such events as speakers
when necessary
These planning and implementation initiatives should be suited to the purposes of archive
operations and assumed user needs.

16Competencies

・Understanding of holdings
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of current endeavors and trends of archival institutions and othermemory institutions
・Competence in conducting research and studies on archival materials
・Basic competence in diplomatics
・Presentation skills
Competencies required for professional performance at an advanced level
・Specialized competence in diplomatics

No. 20Location of historical materials held by other institutions and individuals

Details

Identification of the locations of historical materials and related information in areas
subject to archival institutions’ preservation support or materials closely related to theirown holdings (e.g. holder, location, place of preservation, overview of materials,
preservation states) for use as basic data in material preservation

Competencies

・Competence in conducting research and studies on archival materials
・Understanding of holdings
・Knowledge of the locations and content of historical materials held by otherinstitutions and individuals
・Basic competence in diplomatics
Competencies required for professional performance at an advanced level
・Knowledge of archives acquired through gifts and loans, and related status of
utilization
・Knowledge of transferred public records and related status of utilization
・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies
・Understanding of policy-making processes of public records creating bodies
・Specialized competence in diplomatics

No. 21

Details

Cooperation with memory institutions and local communities

Establishment of a network incorporating domestic and international archives, othermemory institutions (e.g. libraries, museums) and relevant groups, as well as partnerships
17

with related parties, schools, etc., to promote appropriate preservation/use anddissemination of public records and archives
Competencies

・Understanding of current endeavors and trends of archival institutions and othermemory institutions
・Presentation skills
Competencies required for professional performance at an advanced level
・Knowledge of the locations and content of historical materials held by otherinstitutions and individuals
・Competence in reading and communicating in non-Japanese languages

No. 22

Formulation and organization of training programs for archivists and other staff of archival

institutions
Details

Planning of training programs for archive employees to impart expertise related to thepreservation and use of public records and archives considered important as historicalmaterials, and provision of related education as necessaryCompetencies

・Understanding of preservation and utilization of public records and archives at archival
institutions
・Understanding of current endeavors and trends of archival institutions and othermemory institutions
・Presentation skills
Competencies required for professional performance at an advanced level
・Understanding of records management systems of public records creating bodies
・Understanding of the history, organizational structure, measures and policies of publicrecords creating bodies

18Appendix 3
Description of competencies

61

Understanding of regulations and practices relating
to intermediate repositories

Understanding of records management systems of
public records creating bodies
Ability to perform tasks based on understanding of theoverall lifecycle of records in public records creating
bodies, including laws, regulations, ordinances, rules,
standards, guidelines and related application

2
Understanding of the history, organizational
structure, measures and policies of public records
creating bodies
Ability to perform tasks based on understanding of thehistory, organization and development of public records
creating bodies, their major current and previous
measures, records created and retained, and theirretention conditions

Ability to perform tasks based on understanding of
regulations and practices relating to intermediate
repositories

7
Understanding of regulations and practices relating
to gifts and loans
Ability to perform tasks based on understanding of
regulations and practices relating to gifts and loans

8
Understanding of holdings

3

Knowledge of holdings, including examples ofreferences in academic studies, in addition tounderstanding of the provenance and structure ofholdings, and ability to perform tasks based on suchknowledge

Understanding of policy-making processes of publicrecords creating bodies

9

Ability to perform tasks based on understanding of thestatus of policy discussions of public records creating
bodies, relations with the parliamentary system,
establishment status of committees and councils,
results of measures, and other considerations

4
Understanding of preservation and utilization of
public records and archives at archival institutions
Ability to perform tasks based on understanding of
regulations on the appraisal and selection, collection
development, preservation, use of records (including
access review) and outreach services, as well as theiroperational status at archival institutions

Understanding of catalogs and finding aids ofholdings
Knowledge of related materials and references in
addition to understanding of catalogs and means ofsearching archive content, and ability to perform tasks
using such knowledge

10Knowledge of transferred public records and related
status of utilization5

Knowledge of public records transferred from publicrecords creating bodies to archival institutions in thepast
Knowledge of the usage status of such records,
including their application in academic research andgenealogy, and ability to perform tasks using suchknowledge

Knowledge of past appraisal decisions made byarchival institutions

11

Knowledge of appraisal and selection decisions madeby archival institutions for public records creating
bodies in the past, and ability to utilize such knowledge
in tasks

Knowledge of archives acquired through gifts andloans, and related status of utilization
Knowledge of holdings provided by corporations,individuals and other parties through gifts and loans in
the past, and their usage status including application inacademic research and genealogy, and ability toperform tasks using such knowledge

for Enforcement of the Act (Cabinet Order no. 335 of1970), and ability to perform tasks using suchknowledge

1217

Understanding of archival descriptions in line withinternational standards

Knowledge of the Act on the Protection of Specially
Designated Secrets

Understanding of the basic concepts of international
standards(including
ISAD(G)/ISAAR(CPF)
developed by the International Council on Archives(ICA)) regarding archival descriptions, and ability toapply such concepts to catalog descriptions of holdings

Knowledge of the Act on the Protection of Specially
Designated Secrets (Act no. 108 of 2013), the Order for
Enforcement of the Act (Cabinet Order no. 336 of
2014) and their application, and ability to perform tasks
using such knowledge

1318

Knowledge of information disclosure laws andrelated regulations

Understanding of current endeavors and trends ofarchival institutions and other memory institutions

Knowledge of laws, regulations, ordinances andsimilar, including the Act on Access to Information
Held by Administrative Organizations (Act no. 42 of
1999) and the Order for Enforcement of the Act(Cabinet Order no. 41 of 2000), and ability to performtasks using such knowledge

Ability to perform tasks based on understanding of theendeavors and trends of archival institutions and othermemory institutions (e.g. libraries and museums)

19

14

Knowledge of the locations and content of historicalmaterials held by other institutions and individuals

Knowledge of personal information protection laws
and related regulations

Basic knowledge of the locations and content ofmaterials related to holdings (e.g. materials
dispersed/displaced from public records creating
bodies or related materials) and materials consideredhistorically important that are subject to preservation
support by archival institutions, and ability to performtasks using such knowledge

Knowledge of laws, regulations, ordinances andsimilar, including the Act on the Protection of Personal
Information (Act no. 57 of 2003) and the Order for
Enforcement of the Act (Cabinet Order no. 507 of2003), and ability to perform tasks using suchknowledge

15
Knowledge of review board reports and judicial
precedents pertaining to information disclosure laws
and personal information protection laws

20
Basic understanding
conservation

Knowledge of reports from the Information Disclosureand Personal Information Protection Review Board,
replies from the Public Records and Archives
Management Commission to requests for review
concerning the use of specified historical public records
and archives and examples of related court cases, andability to perform tasks using such knowledgeofpreservation

andAbility to perform tasks based on understanding of thebasics of preservation and conservation for paper andother materials

21
Practical knowledgepreservation

16

ofconservation

andPractical knowledge of conservation and preservation
for paper and other materials (e.g. repair, backing, leaf
casting, deacidification), and ability to perform tasks
using such knowledge

Knowledge of the Copyright Act
Knowledge of laws, regulations and similar, including
the Copyright Act (Act no. 48 of 1970) and the Order

20

22

perform tasks using such knowledge

Basic understanding of conservation science28
Knowledge of reproduction techniques (e.g. trends
in technological development, standardized data
formats, data processing)Ability to perform tasks based on understanding of thebasics concerning environments suitable forpreservation of holdings, biological, scientific andphysical factors that cause damage/deterioration, andrelated preventive measures

Knowledge of reproduction techniques for holdings,
and ability to make appropriate decisions on
specifications necessary for archival institutions

23
29

Practical knowledge of conservation science

Competence in conducting research and studies onarchival materials

Practical knowledge of Integrated Pest Management(IPM) and fumigation for preservation of holdings infavorable environments, and ability to provide
appropriate instruction on preservation environments
and storage methods for holdings in general

Ability to conduct research and analysis on the content,
characteristics and other aspects of archival materials
with reference to previous studies

2430

Knowledge of public records management systems
in other countries

Competence in conducting research and studies on
information systems and digitization

Knowledge of public records management systems inother countries, and ability to perform tasks using suchknowledge

Ability to conduct research and analysis on the latest
technical trends related to information systems anddigitization25
Knowledge of metadata and information retrieval
techniques (e.g. standardized encoding, retrieval
protocols)

31
Presentation skills
Ability to organize content for presentation in ateaching context for training programs, seminars andsimilar, and to provide logical and easy-to-understandexplanations

Knowledge of metadata and information systems
established/operated for provision of catalogs
regarding holdings and other purposes, and ability tomake appropriate decisions on the realization ofnecessary functions

32
26

Basic competence in diplomatics

Knowledge of electronic records preservation
Ability to correctly read the content of archival
holdings (e.g. cursive characters, non-Japanese
languages)

Knowledge of electronic records preservation(including media conversion and migration), andability to make appropriate decisions on the realizationof necessary functions

33
Specialized competence in diplomatics

27
Basic knowledge of reproduction of holdings indigital and other forms

Advanced understanding of the content of archival
holdings based on historical context at the time ofcreation, in addition to a basic ability to read materials

Basic knowledge on minimizing burdens on holdingsin the production of digital/microfilm copies and on
creating appropriate reproductions, and ability to21

34
Basic skills in preservation and conservation
Ability to evaluate damage to holdings and to take
simple, appropriate conservation measures forminimally damaged items
Ability to take emergency measures in order tominimize the progress of serious damage

35
Skills in curating exhibitions
Ability to present importance of materials, functions ofarchives and preservation of the materials to visitors at
exhibitions of holdings

36
Competence in reading and communicating in nonJapanese languages
Ability to read records and other materials from abroadin relation to tasks of archival institutions and tocommunicate with non-Japanese users, staff membersof archival institutions abroad in English and otherlanguages

22