OISTPolicies, Rules and Procedures

Okinawa Institute of Science and Technology School Corporation

Rules for Corporate Records Management and University
Archive
Approved by the President
August 1, 2023
Article 1

PurposeThe purpose of these Rules shall be to set out the necessary matters regarding thecorporate records management at the Okinawa Institute of Science and Technology
School Corporation (hereinafter referred to as the “Corporation”), in accordancewith the Act on Public Records and Archives Management Act (Act No. 66 of 2009,
hereinafter referred to as the “Act”).
Article 2

Policy1. The Corporation’s officers and employees must prepare and store Corporate
Records electronically whenever it is possible, to achieve more accurate andefficient administrative operations and to meet the environmental protection
objectives.
2. In recognition of the importance of documenting and preserving records oforganizational decision-making and administrative or business performance, theCorporation’s officers and employees must keep such records searchable andaccessible for the purposes of present operations, internal and externalverification and audit, as well as future historical research.
3. In accordance with the relevant laws and regulations and these Rules, theCorporation’s officers and employees must handle carefully and properly
manage the Corporation’s Corporate Records, regardless of their content.
Article 3

Definitions

The terms in these Rules shall be as defined in the following item;(1) Corporate Records
Documents and records (including drawings and electromagnetic records,
the same applies hereinafter) created or acquired by the Corporation’s officers
and employees in the course of their duties and currently held by the
Corporation for organizational use by the Corporation’s officers and employees.
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However, research data, research papers and other documents created in thecourse of research activities and not used systematically by the Corporation’s
officers and employees and those listed in each item of Paragraph 5 of Article 2of the Act are excluded. Provided, documents and records used systematicallyby the Corporation’s officers and employees, such as budget execution plans andexecution reports prepared in research promotion, application documents forresearch expenses, records relating to research evaluation, minutes anddistributed materials at faculty meetings and other committees, etc. shall be
regarded as Corporate Records.
(2) Corporate Record FileA set of the Corporation’s Corporate Records that are closely related to eachother and have been combined into a single set as it is appropriate to have thesame preservation period.
(3) Corporate Record File Registry
A registry containing the classification, identifiable title, preservation period,
date of expiration of preservation period, record schedule, location of retention
and other necessary details of the Corporation's Corporate Record Files.
(4) Electric Records
A record made by an electronic method, a magnetic method or any other methodthat cannot be recognized by the perception of others.
(5) Electronic Documents
The Corporate Records (including emails) created by electromagnetic records.
(6) National Archive of JapanThe Incorporated Administrative Institution National Archives of Japan and thearchives established by them.
(7) Minor Case
In cases where Corporate Records are not prepared and retained, this meansthat they are not required to be verified after the fact, their contents have nohistorical value and do not interfere with the decision- making or administration,etc., of the Corporation.

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Policies, Rules and Procedures(8) Transfer
Unless otherwise stated, refers to transfer the Corporate Records to the National
Archives of Japan.
(9) University Archive
A corporate records archive established by the Corporation.
(10) Historical Records
Public Records and other documents of historical importance that fall into oneof the following categories [I] to [V].
[I] Documents containing important information concerning the review
processes, decisions, performances, and achievements of national policies;[II] Documents recording important information concerning the people’s
rights and duties;[III] Documents recording important information concerning the social andnatural environments, etc. surrounding the people;[IV] Documents recording important information concerning the national
history, culture, academic affairs, and events, etc.; and[V] Documents designated by the government or a government agency.
(11) Non-disclosure Information
The information as defined in Article 5 of the Act on Access to Information Heldby Incorporated Administrative Agencies (Act No. 140 of 2001).
Article 4
1.

General Manager for Corporate Record Management

The Secretary General shall be appointed as the General Manager for
Corporate Record Management (hereinafter referred to as the “General
Manager”) in the Corporation.

2.

The General Manager shall perform the following administrative duties;(1) Preparing and updating the Corporate Document File Registry andtransfer-disposal registry;(2) Making necessary response to the Cabinet Office or other relevant
ministers,

pursuant

totherelatedlaws

andregulations

andimplementation of necessary improvements;(3) Providing necessary trainings;(4) Necessary measures for the Corporate Records management in connection
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Policies, Rules and Procedureswith the establishment, revision or abolition of the organization of the
Corporation;(5) Establishing and publishing necessary rules and standards to implement
these Rules;(6) Supervising administrations regarding Corporate Records Management at
the Corporation and organizing management as well as guidance;(7) Management and operation of the Corporation’s Document Management
System (hereinafter referred to as the “DMS”);(8) Operating the University Archive; and(9) Making necessary written reports to the Prime Minister or other relevant
ministers, pursuant to the related laws and regulations.
3.

The General Manager shall periodically review and, if necessary, revise the
Appendix Table “Standards for Preservation Period and Record Schedule”.

Article 5
1.

University Archivist

The Section Leader of the Rules and Compliance Section shall be appointed as
the University Archivist in the Corporation.

2.

The University Archivist shall be responsible for the Corporation’s Corporate
Records management stored in the University Archive, under the supervision of
the General Manager.

3.

The University Archivist shall assist the General manager in the affairs listed in
Items 1 through 9 of Paragraph 2 of Article 4.

4.

The University Archivist shall manage the setting of the permissions of DMS,
etc., on behalf of the General Manager.

5.

The University Archivist may appoint an Assistant University Archivist from thesecretariat to carry out the practices mentioned in the preceding threeparagraphs.

Article 61.

Responsible Officer for Corporate Record Management

The Vice President or Dean shall be appointed as the Responsible Officer for
Corporate Record Management (hereinafter referred to as the “Officer”) in the
Corporation at each of the departments provided in Article 4 of the Rules for4

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Approval Authorities.
2.

Under the direction of the General Manager, the Officer must take necessary
measures or give instruction as necessary for the proper management ofCorporate Records in the department under their jurisdiction.

3.

When requested by the General Manager under Paragraph 1 of Article 24, theOfficer must report to the General Manager the status and the results of theinspection of the management of Corporate Records in the department under
their jurisdiction.

Article 7
1.

Corporate Record Manager

The faculty member, Section Leader or person nominated by the General
Manager as equivalent shall be appointed as the Corporate Record Manager(hereinafter referred to as the “Manager”) in the Corporation at each of thedepartments provided in the responsibility table of the Corporation’s PRP Part
2 and each of the research units.

2.

The Manager must, in accordance with the instructions of the Officer of thebelonging department, perform the following administrative duties in relation
to the management of the Corporate Records in each department, etc.
(1) Retention;(2) Creation and management of Corporate Record Files;(3) Assignment of record schedule;(4) Administrations for the transfer or disposal of the Corporate Record Files;(5) Necessary measures for corporate record management such as internaltransfer in accordance with establishment, rearrangement and abolition oforganization;(6) Internal transfer of Corporate Record Files to the University Archive;(7) Arrangement and inspection of management and match against the DMS;
(8) Report the Officer with the results of inspection of management;(9) Order and instruction to the officer and employees under theirjurisdiction; and(10) Appointment of the Corporate Record Administrator and report;

3.

The Manager must, when appointed the Corporate Record Administrator under
Item 10 of the preceding paragraph, report to the University Archivist with the5

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Policies, Rules and Proceduresname of them, etc.
Article 8

Corporate Record Administrator

The Corporate Record Administrator must assist the Manager of the belonging
department with regard to the affairs listed in Items 1 through 9 of Paragraph 2 ofthe preceding article and carry out their practical duties.
Article 91.

Audit Manager

The Corporation shall appoint the Audit Manager of corporate record
management, who shall be the Chief Internal Audit Officer.

2.

The Audit Manager may, on a regular basis or as necessary, carry out audits of
the Corporation’s management of Corporate Records in accordance with theseRules and related regulations.

3.

The Audit Manager must report to the General Manager on the results of theaudits carried out in accordance with the preceding paragraph.

Article 10
1.

Document Management System

The Corporation shall introduce the Document Management System (DMS) for
corporate records management of the Corporation.

2.

Administration and operations of the DMS shall be conducted by the University
Archivist under direction of the General Manager.

3.

The DMS shall have the books provided in the following items;(1) Kessai registry;(2) Register of received documents; and(3) Register of retention box.

Article 111.

Creation of Corporate Record File

The Manager must create a Corporate Record File for each fiscal year topreserve Corporate Records related to the administrations of the department
under their jurisdiction.

2.

The items stipulated in each of the following items shall be registered in the
Corporate Record File.
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Policies, Rules and Procedures(1) Fiscal year of creation or acquisition;(2) Classification;(3) Title;(4) Name of Manager at creation or acquisition;(5) Starting date;(6) Preservation period;(7) Expiration date of preservation period;(8) Type of media;(9) Retention location; and(10) Record schedule.
3.

The items of Item 2, 6 and 10 of the preceding paragraph shall be registered inaccordance with the Appendix Table “Standards for Preservation Period andRecord Schedule”. However, the Manager may, for the item of Item 2 of thepreceding paragraph, assign a classification according to the affairs of thedepartment under their jurisdiction. In addition, in case of electronic media,
this does not preclude the matters referred to in Item 2 of the preceding
paragraph from being registered by use of tag information, etc.

4.

The Manager shall observe the following items when assigning a title ofCorporate Record File.
(1) Include keywords that prepare the search for Corporate Records in the
Corporate Record File;(2) Straightforwardly presented for the contents of the Corporate Record Filein question;(3) Avoiding expressions and terminology, etc. that can only be understood byspecified persons; and(4) Avoid overly broad terms (“miscellaneous matters” or “others”, etc.).

5.

If there is a Corporate Record File created only in paper form, the Manager
must immediately register the Corporate Record File in the DMS.

6.

When a Corporate Record File in paper form is created, the Manager must
indicate the Items of Paragraph 2 on the heading and spine of the filing tools(i.e., binders or storage boxes). If there is any change in the Items of Paragraph
2 with regard to the said Corporate Record File, the indication shall be revised
promptly.
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Article 121.

Corporate Record File Registry

The General Manager must prepare a Corporate Record File Register listing
Corporate Record Files with a preservation period of one year or more, andmust update it at least once a fiscal year.

2.

The General Manager must not enter confidential information, personal
information and non-disclosure information in the Corporate Record File
Registry.

3.

In addition to the Items of Paragraph 2 of the preceding article, the entries in the
Corporate Record File Registry shall be as follows;(1) Name of the Manager of Corporate Record File at the time of creation oramendment of the Corporate Record File Registry; and(2) Records of extension of preservation period, etc.

4.

The General Manager must make the Corporation’s Corporate Record File
Registry publicly available on the Corporation’s website and at the
Corporation’s office for public access.

5.

When a Corporate Record File which preservation period has expired istransferred or disposed of, the General Manager shall delete the entry
concerning the Corporate Record File from the Corporate Record File Registry andenter its name and the date of transfer or disposal in the transfer-disposal registry.

Article 13
1.

Preservation and Management of Corporate Record File

The Manager must keep the Corporate Record Files in a usable condition in aphysical or electronic archive until the date of expiration of the preservation
period of the said Corporate Record File while following these Rules.

2.

When taking the Corporate Record Files (including stored Corporate Records)
out of office or bookshelf, etc. for reasonable purposes, such as business trips,
the Corporation’s officers and employees must obtain prior permission from
the Manager and handle them with the utmost care. Provided, all Corporate
Record Files that have been taken out must be returned securely in the presenceof the Manager.

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3.

When using a portable electronic device to store Corporate Records or copies
thereof, the Corporation’s officers and employees must, after use or at the timeof sharing such device with another officer or employee, ensure that no such
Corporate Records or copies thereof are left on the device.

4.

The Manager shall store highly confidential Corporate Record Files on lockablebookcases or other storage locations with restricted access to prevent
unauthorized removal or theft.

5.

The Manager shall assign shelf numbers to bookshelves, etc. where paperbased Corporate Record Files are stored, and assign the same numbers to the
Corporate Record Files stored on said bookshelves, etc. for location
management.

Article 141.

Creation of Corporate Records

In making decisions (including the process leading to the decision) at the
Corporation, the Corporation’s officers and employees must prepare Corporate
Records in accordance with the Corporation’s Rules for Approval Authorities at
the time of the matter in question has taken place or as soon as possible after theend of the matter concerned. However, if it is difficult to prepare a Corporate
Record at the same time as a decision is taken, a Corporate Record may be preparedafter the fact.

2.

The Corporation’s officers and employees must prepare Corporate Records inaccordance with these Rules on the performance of their administrative andbusiness activities at the Corporation.

3.

Notwithstanding the preceding two paragraphs, the Corporation’s officers andemployees may not prepare Corporate Records if the matter to be processed isin Minor Case.

4.

Procedures for the preparation of Corporate Records that require the Official
Seal of the Corporation to prove their legitimacy are set out separately in the
Corporation’s Rules for Official Seals Management.

5.

The Corporation’s officers and employees must ensure that Corporate Records
created or acquired by them are accurately represented, have a simple and clear
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title and are identifiable by at least the record number, the date of creation and,
where they have been previously updated or are expected to be updated in the
future, the version information.
6.

In principle, the Corporation’s officers and employees must prepare Corporate
Records in both English and Japanese. However, in the case of the following
Corporate Records, a translation may be made only in one of the languages,
either English or Japanese, with at least a translation in the title only.
(1) Documents routinely created;(2) Documents that need to be prepared urgently; and(3) Documents that are impractical or grossly inefficient to translate.

7.

The Corporation’s officers and employees must classify the Corporate Records
they create or acquire, identify the Corporate Record Files in which they are
stored and store them appropriately.

8.

The storage area for the documents or materials that do not fall under
Corporate Records, such as reference materials used by the Corporation’s
officers and employees for their own work, shall only be in the vicinity of thedesk, etc. of the relevant officers or employee.

Article 15
1.

Acquisition of Corporate Records

Regardless of the type of medium, the Corporation’s officers and employees
must treat as Corporate Records for documents obtained by the said officers or
employees through business communications with external entities, such as
documents relating to notifications or enquiries from the government or local
authorities, administrative communications from external entities anddocuments or information of project proposals from business partners.

2.

The Corporation’s officers and employees must properly record the subject,name of the sender and information about the addressee of Corporate Records
obtained in accordance with the preceding paragraph.

Article 16
1.

Confidential and Personal Information

When Corporate Records created or acquired contain confidential information,
the Corporation’s officers and employees must clearly state this and handle thesaid Corporate Records appropriately in accordance with the Corporation’s
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Rules for Information Technology and Information Security (Part 17 of the
PRP) in addition to these Rules.
2.

When Corporate Records created or acquired contain personal information, theCorporation’s officer and employees must clearly state this and handle the said
Corporate Records appropriately in accordance with the Corporation’s Rules
for Personal Information Protection in addition to these Rules.

3.

When the personal information contained in a Corporate Record is deleted after
the purpose of its use has been completed, the Manager may process
pseudonymization or anonymization in accordance with the Corporation’s
Rules for Personal Information Protection, and the processed information may
be retained as a Corporate Record.

Article 17
1.

Management of Electronic Documents

The Corporation’s officers and employees must store Electronic Documents in
a condition that allows them to be easily retrieved and utilized in the
Corporation’s operations.

2.

The Corporation’s officers and employees shall treat Electronic Documents,
regardless of their form, as having the same importance as paper based Corporate
Records.

3.

The Manager must take special care to prevent falsification, leakage or loss of
information in accordance with the Corporation’s Rules for Information
Management (Part 17 of PRP) and the information security policy established by
the CISO in addition to these Rules, where necessary, appropriate access
restrictions.

4.

The Manager shall endeavor to organize the hierarchical structure of theconfiguration of the share server, etc. on which Electronic Documents are
stored, taking the Appendix Table into account.

5.

The Corporation’s officers and employees may convert Corporate Records
created or acquired on paper media into electronic media using a scanner, etc.,
and may store them as Electronic Documents. However, in this case, the nameof the converted Electronic Document shall indicate that it has made by
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medium conversion.
6.

The Corporation’s officers and employees may treat the Electronic Document
newly created in accordance with the preceding paragraph as a master copy andthe paper based Corporate Record from which the conversion was made as a
copy.

7.

In principle, the Corporation’s officers and employees must provide internal
administrative communications and notifications by email or by posting themon the Corporation’s internal website.

Article 18
1.

Assignment of Preservation Period

At the creation or acquisition of the Corporate Records, the Manager shallassign a preservation period in accordance with the Appendix Table “Standards
for Preservation Period and Record Schedule”. However, in assignment of thepreservation period, the Corporate Document File in which the relevant
Corporate Record is stored shall be the unit.

2.

The preservation period for Corporate Records shall be one of the following
items.
(1) Thirty years (30);(2) Twenty years (20);(3) Ten years (10);(4) Seven years (7);(5) Five years (5);(6) Three years (3);(7) One year (1); or(8) Less than one (1) year.

3.

Regular Use for preservation period shall be assigned of the Corporate Records
that should be kept continuously as those that are available regularly for use by
the Corporation’s officers and employees.

4.

The maximum preservation period for those for which measures are transfer at
its record schedule shall be 20 years.

5.

For the calculation of the preservation period, the starting date shall be the first
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day of the following fiscal year. However, for Corporate Records which
preservation period is less than one year, the date of creation or acquisition of
the Corporate Record may be used as the starting date for the preservation
period.
6.

The Corporation shall establish a preservation period of at least one year for
Corporate Records that fall into the Historical Document. However, even if they
do not fall into the Historical Document, decisions (including the process
thereof) necessary for accountability regarding the proper and efficient
operation, etc. of the Corporation and Corporate Records that are necessary forthe reasonable tracing and verification of administrative performance shallhave a preservation period of at least one year in principle.

7.

With the exception of those falling under the provisions of the preceding
paragraph, the Corporation may assign the preservation period to less than one
year for the Corporate Records that fall under the following items.
(1) Copies of the Corporate Records for which a separate master copy ismaintained;(2) Routine or daily business communications, responding to enquiries, etc.
relating to the operations under their responsibilities and itineraries, etc.;(3) Documents complied from publications and public announcements;(4) Documents that are no longer suitable for use in terms of objective accuracy,such as obvious errors; and(5) Documents at an intermediate stage that are deemed to have no impact ondecision-making.

8.

The preservation period for emails falling under the Corporate Records shall beless than one year. However, if such emails contain information on the decisionmaking process of the Corporation and have evidentiary value, a preservation
period of more than one year may be assigned. In addition, the Corporation’s
officers and employees must regularly or occasionally delete communications
not directly related to the operation of the Corporation or emails not involved
in decision-making.

Article 19
1.

Assignment of Record Schedule

The Manager and the University Archivist must propose, as early as possible
before the expiry of the preservation period, the following affairs concerning
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measures to be taken when the preservation period of the Corporate Record
Files under their jurisdiction expires, in accordance with the Appendix Table“Standards for Preservation Period and Record Schedule”.
(1) Extension of preservation period of the Corporate Record File;(2) Disposal of the Corporate Records stored in the Corporate Record File; or(3) Transfer of the Corporate Records stored in the Corporate Record File to
the National Archives of Japan.
2.

The proposal referred to in the preceding paragraph must be approved by theGeneral Manager.

Article 20 Internal Transfer and Handover of Corporate Records andCorporate Record Files1.

In the event of the establishment, amendment or abolition of the organization of
the Corporation or a change in the duties under its jurisdiction, the Manager
must, under the direction of the Officer, ensure that all Corporate Records andCorporate Record Files relating to the duties under their jurisdiction and the results of
the inspection of the management status are transferred by the internal transfer to theManager of the department that carries out the duties under its jurisdiction.

2.

When a Corporation’s officer or employee leaves the duty or employment of the
Corporation, the said officer or employee must hand over all Corporate Records
to the Corporate Record Management Administrator, the Manager or the
Officer before leaving the Corporation.

3.

The person who is receiving the internal transfer or handover under thepreceding two paragraphs must, in the presence of the previous Manager,
officer or employee, check the storage location and management status of therelevant Corporate Record Files, etc. against the records of the DMS, and in thecase of paper based Corporate Record Files, update their labelling.

4.

The internal transfer or handover on the DMS shall be carried out by thedepartment from which the transfer is made, with the agreement of theManager of the transferring department and the Manager of the receiving
department.

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Article 21
1.

Extension of Preservation Period of Corporate Record Files

Even when the preservation period specified in Article 18 has expired for the
Corporate Record File under management, the Manager must, in each of thefollowing items, extend the preservation period specified in each of thefollowing items has expired.
(1) Corporate Records required to perform procedural acts in litigation: Until
the conclusion of the relevant proceedings;(2) Corporate Records that currently subject to audit, inspection, etc.: Until thecompletion of such audit, inspection, etc.;(3) Corporate Records required to perform procedural acts in appeals: Until
the resolve of the said appeals; and(4) Corporate Records that is under disclosure request: Until thecompletion of the procedures relating to the said disclosure.
2.

Even when the preservation period specified in Article 18 has expired for a
Corporate Record File under their jurisdiction, the Manager and the University
Archivist may extend the preservation period of the Corporate Record File if it
is necessary for the performance of their duties.

3.

When extending the preservation period referred to in the preceding two
paragraphs, the Manager and the University Archivist must specify thepreservation period to be extended, together with the reasons for the extension,and obtain the approval of the General Manager.

4.

When receiving the approval referred to in the preceding paragraph, theManager and the University Archivist must record the extension of thepreservation period of the relevant Corporate Record File in the DMS and takethe necessary measures, such as replacing the labeling in paper media.

Article 22
1.

Transfer or Disposal of Corporate Record Files

The Manager and University Archivist must dispose of Corporate Record Files
which the preservation period has expired in principle, except for those to betransferred to the National Archives of Japan.

2.

Upon disposal, the Manager and University Archivist shall carefully check
whether the Corporate Record Files to be disposed of contain items that shouldbe transferred and items that should be stored further, and dispose of them
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appropriately after obtaining the approval of the General Manager.
3.

If the paper based Corporate Record File to be disposed of contains nondisclosure information, the Manager and University Archivist must cut or
incinerate it to prevent the leakage of the said information.

4.

In the case of those assigned as transfer in the Appendix table, the Manager andUniversity Archivist must transfer Corporate Record Files which thepreservation period has expired, to the National Archives of Japan, subject to theapproval of the General Manager.

5.

When there are Corporate Record Files to be transferred to the National
Archives of Japan, the Manager shall inform the University Archivist and follow
the instructions.

6.

The Corporation may reproduce all or part of the Corporate Record Filestransferred to the National Archives of Japan and continue to preserve them as new
Corporate Records, if necessary for the business of the Corporation, with the approvalof the General Manager.

Article 23
1.

University Archive

If there are Corporate Record Files that are assigned as transfer after thepreservation period has expired and the preservation period in the respective
department has passed five years, the Manager must transfer them to the
Corporation’s University Archive. However, Corporate Record Files with
Regular Use for preservation period may continue to be retained in the said
department.

2.

Under the direction of the Officer, the manager must ensure that all Corporate
Records and Corporate Record Files subject to transfer to the University
Archive and the results of the inspection of the management status aretransferred to the University Archivist.

3.

When receiving a transfer to the University Archive in accordance with thepreceding paragraph, the University Archivist must, in presence of the Managerof the transferring department, check the storage location and management
status of the relevant Corporate Record Files, etc. against the records of the
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DMS, and in the case of paper based Corporate Record Files, update their labels.
4.

The transfer to the University Archive on the DMS shall be carried out by thetransferring department, with agreement of the Manager of the transferring
department and the University Archivist.

5.

The University Archivist must preserve the Corporate Record Files transferredto the University Archive in a physical or electronic archive until the expiry of
the preservation period.

6.

The Corporation’s officer and employee must obtain permission from the
University Archivist when attempting to access Corporate Records stored in the
University Archive.

Article 24 Inspection of Corporate Record Files
1.

The General Manager may request the Officer to inspect and report at least oncea year on the status of Corporate Record management in each department
under their jurisdiction.

2.

When requested under the preceding paragraph, the Officer must order theManagers of the departments under their jurisdiction to inspect and report on
the status of the management of Corporate Records in their departments, andmust report the results to the General Manager.

3.

When receiving an order under the preceding paragraph, the Manager mustcarry out an inspection of the status of Corporate Record management in eachdepartment, mutually confirm it with the Corporate Record Management
Administrator, and report the results to the Officer.

4.

The Manager shall inspect the recording media, processing routes, storage
methods, results of cross-checking with the DMS, etc. of Corporate Records ineach department on a regular and on an as needed basis, report the results to
the Officer, and if deemed necessary, report the results to the General Manager
through the Officer.

5.

The General Manager shall evaluate the measures for the proper managementof Corporate Records from the perspective of effectiveness, etc., based on the
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results of the inspection referred to in the preceding paragraph or the audit
provided in Article 9, and if deemed necessary, shall instruct the Officer andManager to take measures such as review them, etc.
Article 25
1.

Correspondence to Lost, Etc.

The Manager and University Archivist must immediately report to the General
Manager when it becomes apparent that Corporate Record Files or Corporate
Records have been lost or mistakenly disposed of.

2.

The General Manager shall promptly take the necessary measures to prevent the
spread of damage upon receiving a report under the preceding paragraph.

Article 26 Training
1.

The General Manager must, in cooperation with the Training and Education
Section, at least once each year, provide the Corporation’s officers andemployees with the training necessary to equip them with the knowledge and skills
required to properly and effectively manage Corporate Records.

2.

The Officer and the Manager must actively involve officers and employees of thedepartment under their jurisdiction in the training provided in accordance withthe preceding paragraph.

3.

The Corporation’s officers and employees must attend the training provided
pursuant to Paragraph 1 at the appropriate time.

Article 27

Secretariat

Administration regarding these Rules shall be conducted by the Rules andCompliance Section.
Article 28 Disciplinary Actions
A Corporation’s officer or employee in violation of these Rules, by willful act or grossnegligence, or those involved in the said violation, shall be subject to disciplinary
actions provided in the Corporation’s Rules of Employment, etc.
Article 29

Miscellaneous Provisions

In Addition to matters stipulated in these Rules, other necessary details regarding
corporate records management shall be provided by the Secretary General.
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Article 30 Transition from OIST Promotion Corporation
All Corporate Records held by the Okinawa Institute of Science and Technology
Promotion Corporation at the time of transition to the Corporation must betransferred to the Corporation and managed in accordance with these Rules.

Supplementary Provision
These rules shall come into effect from April 1, 2022.
Supplementary Provision
These rules shall come into effect from August 1, 2023.

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Appended Table of Standards for Preservation Period and Record Schedule
別表保存期間及び保存期間満了時の措置に関する基準表
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Administrative
Operation
管理運営

GeneralAdministrative
Matters

History and Development
沿革記録

Documents concerning establishment of the Corporationand the University

20 years

Transfer

２０年

移管

学園の設立及び大学の設置に関する事項

管理一般
Events and Ceremonies
行事・儀式
Events and Ceremonies
行事・儀式Particularly important documents concerning inauguration 20 years
ceremony and other record of the Corporation’s history
２０年
創立式典等学園の沿革記録に関するもので重要な文書

Transfer

Important documents of memorial evens hosted by the
Corporation

20 years

Transfer

２０年

移管

20 years

Transfer

２０年

移管

移管

学園が主催する記念行事に関するもので重要な文書
Documents
資料

Documents concerning particularly important managerial
matters
学園の管理運営上特に重要な実績に関する事項

Documents

Documents concerning loan for use of land

30 years

Disposal

資料

土地の使用貸借に関する文書

３０年

廃棄

Events and Ceremonies

Documents concerning entrance ceremony, graduation
ceremony and commencement ceremony and otherceremonies hosted by the Corporation

10 years

Disposal

１０年

廃棄

10 years

Disposal

１０年

廃棄

行事・儀式

入学式、卒業式、学位授与式、その他学園が主催する記念行
事に関する文書
Inquiries, Responses andNotifications

Particularly important documents regarding mandamus,
notifications and correspondence from MEXT and CAO

照会・回答・通知

文部科学省及び内閣府からの諸令達、通知及び往復書簡で

20

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

重要なもの
Inquiries, Responses andNotifications

Particularly important documents concerning inspections
or notifications from supervisory ministers and agencies

10 years

Disposal

１０年

廃棄照会・回答・通知

監督官庁による検査や通知に関する重要な文書

Inquiries, Responses
and Notifications

Documents concerning inspections conducted byoverseeing ministries and agencies

5 years

Disposal

照会・回答・通知

監督官庁による検査や通知に関する文書

５年

廃棄

Inquiries, Responses andNotifications

Documents concerning important notifications and reports

5 years

Disposal

重要な届出・報告に関する文書

５年

廃棄

Documents

Documents concerning general guidelines and plans

3 years

Disposal

資料

一般的な指針・計画に関する文書

３年

廃棄

Inquiries, Responses andNotifications

Documents concerning minor permissions, licenses,
approvals, notifications, and reports, etc.

1 year

Disposal

１年

廃棄照会・回答・通知

軽易な許可、認可、承認、届出、報告等に関する文書

Documents

Documents concerning minor statistics and surveys

1 year

Disposal

資料

軽易な統計・調査に関する文書

１年

廃棄

Liaison and Adjustment

Documents to do decision-making on minor matters.

Disposal

連絡・調整

軽易な事項に係る意思決定を行うための文書

Less than 1
year

照会・回答・通知

廃棄１年未満
Liaison and Adjustment
連絡・調整
Business Systems
業務システムDocuments for internal matters distributed within Division
or Section, etc.

Less than 1year

ディビジョン又はセクション等内の事務連絡文書

１年未満

Retained data in business systems (excluding those withpreservation period under the law or

Regular Use21

常用Disposal
廃棄
—

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

serviceresponsibilities)
業務システム内の保存データ（法令又は所管業務上の保存期
間があるものを除く。）
Operation

Business Plan

Documents concerning business plan of the Corporation

30 years

Disposal

運営

事業計画

学園の事業計画

３０年

廃棄

Conferences and Meetings

Meeting minutes and handouts of the Board of Governors
and the Board of Auditors

20 years

Transfer

２０年

移管

20 years

Transfer

２０年

移管

会議

理事会及び評議員会の議事録及び配布資料
Establishment and Abolitionof Organization

Document concerning establishment and abolition oforganization, change of organization name

設置・改廃

組織の改廃、名称変更等に関するもの

Litigation

Documents concerning litigation

30 years

Disposal

訴訟

訴訟に関する文書

３０年

廃棄

Conferences and Meetings

Meeting minutes and handouts of the Corporationcommittees.

5 years

Disposal

５年

廃棄Less than 1
year

Disposal会議

学園内の各種委員会の議事録及び配布資料
Conferences and Meetings

Documents concerning minor conferences

会議

軽易な会議に関する文書

廃棄

１年未満
Law andRegulations

Registration of the
Corporation

法規

法人登記

Documents related to registration of the Corporation

30 years

Disposal

法人登記に関する文書

３０年

廃棄

30 years

Disposal

３０年

廃棄

Policies, Rules and Procedures Corporation’s Policies, Rules and Procedures (PRP)(PRP)
学園の基本方針・ルール・手続（PRP）
規程制定・管理22

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Policies, Rules and Procedures Corporation's Policies, Rules and Procedures (PRP) (rules(PRP)and detailed rules established by division heads)
規程制定・管理5 years

Disposal

５年

廃棄学園の基本方針・ルール・手続（PRP）（部署長決定の規程及び細則）Document
Management

Policies, Rules and Procedures Documents concerning minor changes of Policies, Rules and 1 year
(PRP)
Procedures
１年
規程制定・管理
学園の基本方針・ルール・手続の軽微な変更に関する文書

Disposal

General Matters

Corporate Document File Registry

Regular use

文書管理一般法人文書ファイル簿

常用—

General Matters

Transfer/Disposal Registry

Regular use

文書管理一般移管/廃棄簿常用

General Matters

Kessai Registry

Regular use

文書管理一般

決裁総括簿

常用Received Documents

Received documents from external organizations (excluding 1 year
those with preservation period under the law or service
１年
responsibilities)

廃棄

文書管理

受信文書

—
—
Disposal
廃棄学園外から取得した受信文書（法令又は所管業務上の保存期
間があるものを除く。）
Corporate Official Seals
公印

Documents concerning establishment, modification andabolition of the Corporate official seals

30 years

Disposal

３０年

廃棄
—

公印の制定改廃に関する文書
Corporate Official Seals

Official seal registry

Regular use

公印

公印登録簿

常用

23

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Special measures

Particularly important Historical Materials

20 years

Transfer

特別な措置

歴史的文書のうち重要なもの

２０年

移管

Historical Materials related to establishment of criteria oradvisory within the Corporation

10 years

Transfer

１０年

移管

5 years

Transfer

５年

移管

Minor Historical Materials

1 yearTransfer

歴史的文書のうち軽易なもの

１年

移管

Received documents regarding Historical Materials

1 year

Disposal

歴史的文書に関連する受信文書

１年

廃棄

Documents of record regarding results of examination foradministrative appeal

10 years

Disposal

１０年

廃棄

10 years

Disposal

１０年

廃棄

30 years

Disposal

３０年

廃棄

歴史的文書のうち学園内の基準制定又は指示勧告に関するものHistorical Materials related to internal notifications within
the Corporation
歴史的文書のうち学園内通知等に関するもの

Public AccessDisclosure Requests

情報公開

開示請求

行政不服審査等の結果が記録されている文書
Disclosure Requests
開示請求

Amendment or abolition of the examination criteria for
public access to information
情報公開に関する審査基準の改廃

Audit / Inspection Auditor’s Audits
監査・検査

監事監査等

Particularly important documents concerning audits byauditors
監事が行う監査に関する文書で重要なもの

Auditor’s Audits

Document concerning audit conducted by auditor

5 years

Disposal

監事監査等

監事が行う監査に関する文書

５年

廃棄

24

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Public Relations
広報Internal Audits

Document concerning internal audit

5 years

Disposal

内部監査等

内部監査に関するもの

５年

廃棄

Whistleblower

Documents concerning whistleblowing

10 years

Disposal

公益通報等

公益通報及び内部通報に関する文書

１０年

廃棄

Compliance

Security Export Control

Documents regarding security export control

7 years

Disposal

コンプライアンス

安全保障輸出管理

安全保障輸出管理に関する文書

７年

廃棄

Conflict of interest

Conflict of interest annual disclosure forms

3 years

Disposal

利益相反管理利益相反年次開示書

３年

廃棄General matters of Publications
PR
出版物

Matters concerning academic bulletin, public relations list of 30 years
employees issued by the Corporation
３０年

広報一般

学園が発行するニュースレター等に関するもの

Disposal
廃棄News and Reports

Important news and reports regarding the Corporation

10 years

Disposal

報道

学園に関する報道で重要なもの

１０年

廃棄

News and Reports

News and reports regarding the Corporation

5 years

Disposal

報道

学園に関する報道５年

廃棄WebsitePublication information on the Corporation’s website

Regular Use

ウェブサイト学園のウェブサイトへの掲載情報

常用—WebsiteOperation and management of the Corporation’s Website

5 years

Disposal

ウェブサイトウェブサイトの管理・運用に関するもの

５年

廃棄Campus tour/visit

Documents concerning campus tour and visit

1 year

Disposal

視察/見学

視察・見学に関するもの

１年

廃棄

General matters of PR

Submitted data, etc. on the social networking services

Regular Use

広報一般ソーシャルネットワークサービスへの投稿データ等

常用—General matters of PR

Minor documents regarding general PR matters

1 year

Disposal

広報一般

広報一般に関するもので軽易なもの

１年

廃棄

25

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Community
Relations andeventsLocal Government Office

Important matters related to Local Government Office

10 years

Disposal

地方自治体との渉外業務

地方自治体との渉外業務に関するもので重要なもの

１０年

廃棄

Events hosting

Matters regarding events held by the Corporation

5 years

Disposal

主催イベント学園が主催するイベントに関するもの

５年

廃棄

Cosponsor ship and Support

Patronage/Nominal Support of the Corporation

5 years

Disposal

共催・後援

学園の後援名義に関するもの

５年

廃棄

Cosponsor ship and Support

Documents concerning participation in and assistance toexternal groups

1 year

Disposal

１年

廃棄

渉外・行事

共催・後援

外部団体への加入賛助に関する文書
Research Support/Safety and Health

Safety and HealthSummary

Documents concerning plans on safety and health

5 years

Disposal

安全衛生

総括安全衛生の計画に関する文書

５年

廃棄

Safety Control

Management Record materials

3 years

Disposal

安全管理

管理記録資料３年

廃棄

Safety Control

Minor management record materials

1 year

Disposal

安全管理

軽微な管理記録資料

１年

廃棄Research safety

Radiation/RI

Disposal

研究安全

放射線/RI

Particularly important documents concerning radiation and 30 years
RI
３０年
放射線、RI に関するもので重要なもの

PathogenParticularly important documents concerning pathogen

30 years

Disposal

病原体

病原体に関するもので重要なもの

３０年

廃棄

Human Subject ResearchParticularly important documents concerning humansubjects research

30 years

Disposal

３０年

廃棄研究支援・安全衛生

人対象研究

26

廃棄

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

人対象研究に関するもので重要なもの
Recombinant DNA
Experiments

Particularly important documents concerning recombinant
DNA experiment

遺伝子組換え実験

遺伝子組換え実験に関するもので重要なもの

Controlled Substances andChemicalSubstances

Particularly important documents concerning controlled
substance and chemical substance

30 years

Disposal

３０年

廃棄

30 years

Disposal

３０年

廃棄

30 years

Disposal

３０年

廃棄規制物質・化学物質に関するもののうち重要なもの

規制物質・化学物質等
Laboratory Wastes
実験廃棄物

Particularly important documents concerning laboratory
wastes
実験廃棄物に関するもののうち重要なもの

Radiation/RI

Documents concerning radiation and RI

5 years

Disposal

放射線/RI

放射線、RI に関するもの

５年

廃棄PathogenDocuments concerning pathogen

5 years

Disposal

病原体

病原体に関するもの

５年

廃棄

Human Subject Research

Documents concerning human subjects research

5 years

Disposal

人対象研究

人対象研究に関するもの

５年

廃棄

Recombinant DNA
Experiments

Documents concerning recombinant DNA experiment

5 years

Disposal

遺伝子組換え実験に関するもの

５年

廃棄

Controlled Substances andChemical Substances

Documents concerning controlled substance and chemical
substance

5 years

Disposal

５年

廃棄規制物質・化学物質等

規制物質・化学物質に関するもの

Laboratory Wastes

Documents concerning laboratory wastes

5 years

Disposal

実験廃棄物

実験廃棄物に関するもの

５年

廃棄

遺伝子組換え実験

27

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Summary

Important managerial materials related to research safety

5 years

Disposal

総括

その他研究安全に関する重要な管理資料

５年

廃棄Summary

Minor documents concerning research safety

1 year

Disposal

総括

研究安全に関するもので軽易なもの

１年

廃棄

Particularly important documents concerning animal
experiments

30 years

Disposal

３０年

廃棄

Research Support Animal Experiments
研究支援

動物実験

動物実験に関するもののうち重要なもの

Research
研究

Research Support Animal Experiments

Documents concerning animal experiments

5 years

Disposal

研究支援

動物実験

動物実験に関するもの

５年

廃棄

Vivarium

Documents concerning Vivarium

5 years

Disposal

動物施設

動物施設に関するもの

５年

廃棄

Records

Record of research equipment use

1 year

Disposal

記録資料

研究機器利用記録

１年

廃棄

10 years

Disposal

１０年

廃棄

General matters of Document concerning general Particularly important document concerning notification
research
notification regarding
regarding research in general
research
研究一般
研究一般に関する通知等で重要なもの
研究一般に関する通知等
Material Transfer Agreement
MTA

Document concerning Material Transfer Agreement

5 years

DisposalＭＴＡ（研究成果有体物移転契約）に関する文書

５年

廃棄

Joint research,commissioned research andsponsored research

Documents concerning joint research, commissioned
research and sponsored research

5 years

Disposal

５年

廃棄Documents concerning joint-use research

5 years

Disposal

共同研究利用に関する文書

５年

廃棄共同研究・受託研究・委託研究に関する文書

共同研究・受託研究・委託研究
Joint research,commissioned research and

28

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

sponsored research
共同研究・受託研究・委託研究
Document concerning general Document concerning notification regarding research in
notification
generalregarding research
研究一般に関する通知等

5 years

Disposal

５年

廃棄研究一般に関する通知等
Document concerning general Minor document concerning notification regarding research Less than 1
notificationin generalyear
regarding research
研究一般に関する通知等で軽易なもの
１年未満

Disposal
廃棄研究一般に関する通知等
Evaluation for Research

Documents concerning research evaluation

30 years

Disposal

研究評価

研究評価に関する文書

３０年

廃棄

Workshops andConferences of Research

Documents concerning research workshops, etc.

10 years

Disposal

研究ワークショップ等に関する文書

１０年

廃棄

研究ワークショップ等
Research funds

Competitive Funds

研究資金

競争的資金
Competitive Funds
競争的資金

Particularly important document concerning notification of 10 years
KAKENHI (Grants in aid for Scientific Research)
１０年
科学研究費補助金に関する通知等で重要なもの

Disposal

Documents concerning KAKENHI (Grants in aid for Scientific 5 years
Research)
５年

Disposal

廃棄廃棄

科学研究費補助金の申請等に関するもの
Grants and Sponsorships
研究助成金

Documents concerning application to other grants andsponsorship from private sectors for research
研究に関する各種補助金及び民間等助成金の申請等に関するもの

29

5 years

Disposal

５年

廃棄

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Business
Development

Patents

Particularly important documents of patent application

30 years

Disposal

発明・特許等特許の出願に関するもので重要なもの

３０年

廃棄

IP General

Particularly important document concerning copyright

30 years

Disposal

知的財産一般著作権に関するもので重要なもの

３０年

廃棄

IP General

Particularly Documents concerning trademark

30 years

Disposal

知的財産一般商標に関するもので重要なもの

３０年

廃棄

Materials and samples
produced during researchParticularly important documents concerning materials and 30 years
samples produced during research
３０年

研究成果有体物に関するもの

研究成果有体物に関するもので重要なもの

Patents

Documents of patent application

5 years

Disposal

発明・特許等特許の出願に関するもの

５年

廃棄

IP GeneralDocument concerning copyright

5 years

Disposal

知的財産一般著作権に関するもの

５年

廃棄

IP GeneralDocuments concerning trademark

5 years

Disposal

知的財産一般商標に関するもの

５年

廃棄Materials and samples
produced during research

Documents concerning materials and samples produced
during research

5 years

Disposal

５年

廃棄研究成果有体物に関するもの

研究成果有体物に関するもの

Patents

Minor documents concerning patent application

1 year

Disposal

発明・特許等特許の出願に関する文書で軽易なもの

１年

廃棄

IP General

Minor documents concerning copyright

1 year

Disposal

知的財産一般著作権に関するもので軽易なもの

１年

廃棄

IP General

Minor documents concerning trademark

1 year

Disposal

知的財産一般商標に関するもので軽易なもの

１年

廃棄

事業開発

30

Disposal
廃棄OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Materials and samples
produced during research

Minor documents concerning materials and samples
produced during research

研究成果有体物に関するもの

研究成果有体物に関するもので軽易なもの

Industry/communi Collaborations with Industries Documents concerning events of industry-university
ty collaboration
collaboration
産業連携
産学・地域連携

1 year

Disposal

１年

廃棄

5 years

Disposal

５年

廃棄

1 year

Disposal

１年

廃棄

産学連携の行事に関するもの
Collaborations with
Communities

Minor documents concerning collaboration with industry
and community

地域連携

産学・地域連携に関するもので軽易なもの

Human Resources

General matters

Labor Management

Important correspondence between labor and management 10 years

Disposal

人事

総括

労務

重要な労使間往復文書

１０年

廃棄

Labor Management

Working conditions and group negotiation

10 years

Disposal

労務

労働条件・団体交渉

１０年

廃棄Labor Management

Documents concerning compensation for accidents

10 years

Disposal

労務

災害補償に関する文書

１０年

廃棄

Employees

Personnel Information

Documents concerning personnel records

30 years

Disposal

職員

人事情報

人事記録に関する文書

３０年

廃棄

Recruiting, Hiring andResignation

Documents concerning hiring, retirement/resignation, leave, 30 years
reinstatement and transfer of officers and employees
３０年

求人・採用・退職

役職員の採用・退職・休職・復職・異動に関する文書

Medical checkup

Documents concerning medical examinations

10 years

Disposal

健康診断

健康診断に関する文書

１０年

廃棄

WelfaresDocuments concerning welfare programs

10 years

Disposal

福利厚生

福利厚生の計画に関する文書

１０年

廃棄

31

Disposal
廃棄OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Performance evaluation

Documents concerning employee performance evaluation

5 years

Disposal

人事評価

職員の人事評価に関する資料

５年

廃棄Social Insurances

Documents concerning the loss of qualification for social
insurance

5 years

Disposal

５年

廃棄

社会保険

社会保険被保険者資格喪失に関する文書
Employee Training

Documents concerning educational training

3 years

Disposal

職員研修等

教育訓練に関する文書

３年

廃棄

AttendanceDocuments concerning employees’ service and days taken
off

3 years

Disposal

３年

廃棄

3 years

Disposal

３年

廃棄

勤怠

勤務・休暇に関する文書
Concurrent employment
兼業

Documents concerning positions held concurrently outsideof the Corporation
外部兼職に関する文書

Appointment
委嘱

Documents concerning appointment of committee members 3 years
and part-time employee
３年

Disposal
廃棄委員・嘱託の委嘱に関する文書
Commuting
通勤費

Documents concerning the payment of commuting expenses, 3 years
honoraria, etc.
３年

Disposal
廃棄

通勤費・謝金等の支給に関する文書
Payroll

Payroll GeneralDocuments concerning withholding of tax

5 years

Disposal

給与

給与一般

源泉徴収に関する文書

５年

廃棄

Payroll GeneralDocuments concerning payroll decisions including pay
raises and promotions

5 years

Disposal

５年

廃棄

30 years

Disposal

給与一般

昇給・昇格等給与決定に関する文書
Finance

Ledgers andGeneral Ledger

General Ledger

32

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

財務

records

総勘定元帳

総勘定元帳

３０年

廃棄

Fixed Asset Ledger

Fixed Asset Ledger

30 years

Disposal

固定資産台帳固定資産台帳３０年

廃棄Budget Plan

Budget Plan

30 years

Disposal

予算計画

予算計画

３０年

廃棄

Accounting evidence

Documents concerning evidential materials

10 years

Disposal

経理証憑

証拠書類に関する文書

１０年

廃棄

General Matters

Financial Statements

Financial Statement

30 years

Disposal

総括

財務諸表

財務諸表

３０年

廃棄

Annual account settlement

Approval documents concerning annual account settlement 30 years

Disposal

年次決算

年次決算に関する決算文書

３０年

廃棄

Audit by accounting auditors

Audit Reports by accounting auditors

10 years

Disposal

会計監査人監査会計監査人による監査報告書

１０年

廃棄

Important matters on
accounting

Documents concerning important accounting matters

10 years

Disposal

重要な経理に関する文書

１０年

廃棄

bank transactions

Documents related to bank transactions

10 years

Disposal

銀行取引

銀行取引に関する文書

１０年

廃棄

Tax

Tax filling documents

10 years

Disposal

税務

税務の申告書１０年

廃棄Board of Audit of Japan

Documents concerning accounting audits

5 years

Disposal

会計検査院

会計検査に関する文書

５年

廃棄

Notifications and reports

Documents concerning notifications and reports regarding
accounting and finance

5 years

Disposal

５年

廃棄

帳簿

重要な経理

届出・報告

33

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

会計・財務に関する届出・報告に関する文書
Donations

Document concerning examination for receiving donations

5 years

Disposal

寄附金

寄附金の受入審査に関する文書

５年

廃棄

Board of Audit of Japan

Documents concerning inspection results by Board of Audit 5 years

Disposal

会計検査院

会計検査院の検査を受けた結果に関する文書

５年

廃棄

General accounting

Documents concerning routine and regular accountprocessing

3 years

Disposal

３年

廃棄

経理一般

定型的・定例的な経理処理に関する文書
BudgetBudget Plan

Materials related to budget and budget requests

10 years

Disposal

予算

予算計画

概算要求及び予算関係資料

１０年

廃棄

General accounting

Ledgers other than general ledger

10 years

Disposal

経理一般

総勘定元帳以外の帳簿

１０年

廃棄

Management

Business trips

Documents concerning business trips

5 years

Disposal

管理

出張

出張に関する文書

５年

廃棄

Procurement

Contracts

Disposal

調達

契約

Documents concerning important contracts and acceptance 10 years
inspections
１０年
重要な契約・検収に関する文書
Documents concerning minor contracts and acceptanceinspections

5 years

Disposal

５年

廃棄Contracts
契約

廃棄

軽易な契約・検収に関する文書
Facility andConstruction

Facility

Facility management

Documents concerning survey of facilities

30 years

Disposal

施設

施設管理

施設実態調査に関するもの

３０年

廃棄

Facility management

Original Drawings

30 years

Disposal

施設建設

34

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了
時の措置

施設管理

原図

３０年

廃棄

Application/Notification

Documents concerning important application forms,
agreements and notification forms related to facility

30 years

Disposal

３０年

廃棄

申請/届出

施設に係る各種申請書、協議書及び届出書等に関する文書で重要なものFacility management

Important documents concerning buried cultural properties 30 years

Disposal

施設管理

埋蔵文化財に関するもので重要なもの

３０年

廃棄

Application/Notification

Documents concerning application forms, agreements, andnotification forms related to facility

10 years

Disposal

１０年

廃棄

申請/届出

施設に係る各種申請書、協議書及び届出書等に関するもの
Contracts
契約

Documents to be submitted when requesting rectification of 10 years
defects
１０年

Disposal
廃棄瑕疵の修補等の請求の際に必要となるもの
Facility management
施設管理

Request forms and documents concerning theimplementation plans

10 years

Disposal

１０年

廃棄

各種要求書、実施計画書等に関するもの
SafetyDocuments concerning Fire Prevention and Control

10 years

Disposal

安全

防火管理に関するもの

１０年

廃棄

Facility management

Documents concerning maintenance of facilities (excluding
records of periodical inspections)Less than 1

Disposal

施設管理

year １年未満 廃棄施設の維持管理に関するもの（定期検査の結果に関するものを除く。）
Construction

Construction

建設

工事

Documents concerning design and cost estimate ofconstruction works

35

5 years

Disposal

５年

廃棄

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

工事の設計積算に関するもの
Contracts
契約

Documents concerning construction contracts (excluding
those to be submitted when requesting rectification of
defects)

5 years

Disposal

５年

廃棄

5 years

Disposal

５年

廃棄

5 years

Disposal

５年

廃棄工事請負契約に関するもの（瑕疵の修補等の請求の際に必要となるものを除く。）
Contracts
契約

Documents concerning consignment of design andsupervision
設計監理委託に関するもの

Construction
工事

Documents concerning construction management(excluding those to be submitted when requesting
rectification of defects)
工事の施工監理に関するもの（瑕疵の修補等の請求の際に必要となるものを除く。）

Construction
工事

Records of periodical inspections (including those
5 years
required under the Building Standard Act and other related ５年
regulations)

Disposal
廃棄

定期検査の結果の記録に関するもの（建築基準法等関係法令によるものを含む。）
Contracts
契約

Documents concerning qualifications of participants incompetitive biddings

3 years

Disposal

３年

廃棄

競争参加者資格に関するもの
Contracts

Documents concerning construction contracts and reports

3 years

Disposal

契約

工事契約・施行に関する報告に関するもの

３年

廃棄

36

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Construction

Drawings and specifications

工事

設計図書に関するもの

Less than 1
year

Disposal
廃棄

１年未満
Construction

Documents concerning structural calculation for facilities

工事

建築等の構造計算に関するもの

Less than 1
year

Disposal
廃棄

１年未満
Risk Management Safety Control

Documents concerning serious disasters and accidents

30 years

Disposal

危機管理

安全管理

重大な災害・事故に関する文書

３０年

廃棄

Safety Control

Documents concerning disasters and accidents

10 years

Disposal

安全管理

災害・事故に関する文書

１０年

廃棄

Safety Control

Documents concerning important directives andrecommendations

10 years

Disposal

１０年

廃棄

安全管理

重要な指示勧告に関する文書
Safety Control

Documents concerning compensation for accidents

10 years

Disposal

安全管理

災害補償に関する文書

１０年

廃棄

Safety Control

Documents concerning minor disasters and accidents

1 year

Disposal

安全管理

軽易な災害・事故に関する文書

１年

廃棄

Safety Control

Minor management record materials

1 year

Disposal

安全管理

軽微な管理記録１年

廃棄

Education

Academic Affairs

DegreeDegree conferment and report of degree conferment

30 years

Disposal

教育

教務一般

学位

学位記授与及び学位授与報告に関するもの

３０年

廃棄

Committees

Meeting minutes and handouts of Faculty Assembly andFaculty Council

30 years

Disposal

３０年

廃棄

委員会

教授会、代議員会の議事録及び配布資料

37

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Academic Affairs
教務

Establishment and dismissal of academic programs andCourses

30 years

Disposal

３０年

廃棄

30 years

Disposal

３０年

廃棄

学科、学科目、講座の設置及び改廃に関するもの
Degree
学位

Registry of diploma issuance and registry of certificate
issuance
卒業証書発行台帳及び修了証書発行台帳に関するもの

Academic Affairs

Documents concerning recognition of credits

30 years

Disposal

教務

単位認定に関するもの

３０年

廃棄

DegreeDocuments concerning judgment of graduation

30 years

Disposal

学位

卒業判定資料３０年

廃棄Academic Affairs

Syllabus (For preservation)

30 years

Disposal

教務

シラバス（保存用）

３０年

廃棄

Academic AffairsStudent Handbook (For preservation)

30 years

Disposal

教務

学生便覧（保存用）

３０年

廃棄

DegreeDocuments concerning judgment of student examination

20 years

Transfer

学位合格者判定資料

２０年

移管

ThesisExamination of degree thesis (including documents of
examination committee)

10 years

Transfer

１０年

移管

論文

学位論文審査に関するもので重要なもの（審査委員会を含む）
DegreeParticularly important notification regarding degree

10 years

Disposal

学位

学位に関する通知等で重要なもの

１０年

廃棄

Academic Affairs

Documents concerning academic (after expiration)

5 years

Disposal

教務

他大学間との学術連携に関するもの（失効後）５年

廃棄Academic Affairs

Credit Transfer

5 years

Disposal

教務

単位互換に関するもの

５年

廃棄

38

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Student AffairsStudent Records

Document concerning school registration

Regular use

学生一般

学生記録

学籍に関する文書

常用Student Records

Transfer

学生記録

Important documents concerning change of students’ status 20 years
including disciplinary actions
２０年
学生の懲戒等身分の異動に関するもので重要なもの

ThesisDoctoral thesis

10 years

Disposal

論文

博士論文

１０年

廃棄

Student Records

Document concerning change of students’ status including
disciplinary actions

10 years

Disposal

１０年

廃棄

10 years

Disposal

１０年

廃棄

学生記録

—
移管

学生の懲戒等身分の異動に関するもの
Student Records
学生記録

Particularly important documents concerning scholarships
from Japan Student Services Organization and any other
scholarship foundations
日本学生支援機構及びその他育英団体の奨学金に関するもので重要なもの

Student entrance examination Particularly important documents concerning notification of 5 years
student entrance examination
入試
５年

Disposal
廃棄

入試に関する通知等で重要なもの
Student Selection
学生選考

Particularly important documents concerning student
recruitment

5 years

Disposal

５年

廃棄

学生募集に関する文書で重要なもの
Student Selection

Documents concerning student selection examination

5 years

Disposal

学生選考

入学者の選抜試験に関するもの

５年

廃棄

Summary

Documents of admission procedures

5 years

Disposal

総括

入学手続に関するもの

５年

廃棄

39

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

Student Records
学生記録

Personal accident insurance for students pursuing education 5 years
and research
５年

Disposal
廃棄

学生教育研究災害傷害保険に関するもの
Academic Affairs

Documents concerning examination of credit recognition

5 years

Disposal

教務

単位認定試験に関するもの

５年

廃棄Student Records

Documents related to scholarship program for students

5 years

Disposal

学生記録

学生に対する奨学金に関するもの

５年

廃棄

Summary

Document concerning research assistance of student

5 years

Disposal

総括

学生の研究補助に関するもの

５年

廃棄

Summary

Record of student consultation

5 years

Disposal

総括

学生相談記録５年

廃棄

Summary

Documents concerning waiver of admission fee and tuitionfee, etc.

5 years

Disposal

５年

廃棄

総括

入学金、授業料等の免除に関するもので重要なもの
Student Records

Documents concerning students’ grade

5 years

Disposal

学生記録

成績に関するもの

５年

廃棄Summary

Minor documents concerning admission procedures

3 years

Disposal

総括

入学手続に関するもので軽易なもの

３年

廃棄

Student Records

Documents concerning various forms of identification suchas student identification card

3 years

Disposal

３年

廃棄

学生記録

学生証等の各種証明書発行に関するもの
Student Records

Documents concerning non-regular students

3 years

Disposal

学生記録

非正規学生に関するもの

３年

廃棄Student Records

Minor documents regarding student record

1 year

Disposal

学生記録

学生に関する記録で軽易なもの

１年

廃棄

40

OIST
Policies, Rules and Procedures
Major Class

Medium Class

Minor Class

Type of Corporate Records

大分類

中分類

小分類

法人文書の類型

Preservation
PeriodRecordSchedule

保存期間

保存期間満了時の措置

ITGeneral matters

Information Security

Documents concerning data of users and passwords, etc.

5 years

Disposal

情報技術

総括

情報セキュリティ

利用者、パスワード等のデータに関するもの

５年

廃棄

SoftwareDocuments concerning software

1 year

Disposal

ソフトウェア

ソフトウェアに関するもの

１年

廃棄Information Systems

Minor Document concerning IT

1 year

Disposal

システム

情報技術に関するもので軽易なもの

１年

廃棄

Particularly important documents concerning network andネットワークインフラストラクチャ information infrastructure
ネットワーク及び情報基盤に関するもので重要なものー

5 years

Disposal

５年

廃棄Network Infrastructure

Minor documents concerning network and information
ネットワークインフラストラクチャ infrastructure.
ネットワーク及び情報基盤に関するもので軽易なものー

1 year

Disposal

１年

廃棄Materials and books LibraryManagement

Library Catalog

30 years

Disposal

資料・図書

管理

蔵書目録

３０年

廃棄

Use of Library

Usage Statistics

30 years

Disposal

利用

利用統計

３０年

廃棄

Management

Documents concerning criteria of library operation

10 years

Disposal

管理

図書館の運営に係る基準等に関するもの

１０年

廃棄

Management

Documents concerning purchase of books

5 years

Disposal

管理

図書の購入に関するもの

５年

廃棄Management

Notification regarding books

5 years

Disposal

管理

図書に関する通知等

５年

廃棄

Use of Library

Documents concerning use of books

3 years

Disposal

利用

図書の利用に関するもの

３年

廃棄Information
Infrastructure
情報基盤

図書館

Network Infrastructure41