Confidential Information Management Rules

Follow the management rules of confidential / strictly confidential information below.
For each section, check one or multiple appropriate boxes based upon the prioragreement between the companies and Kanazawa University.
SectionConfidential Information

Strictly Confidential Information

Chief manager

・The faculty or staff member who obtained theconfidential information.

□The faculty or staff member who obtained thestrictly confidential information.
□The faculty member who is the leader of theresearch team (hereinafter referred to as the“SCI-manager”).

Labeling□The confidential information shall be labelled
as “Confidential.”□Others＊（）□The strictly confidential information shall belabelled as “Strictly Confidential.”□Others＊（）＊The labels shall be determined based on the prior agreement between the companies andKanazawa University.
Managing the originalregister－□The management is not required.
□The management by the SCI-manager isrequired.
□Making a report to the trustee for research isrequired.

Restriction ofentering the storage

・In principle, entering the room in which theconfidential information is stored shall berestricted.

□Entering the room in which the strictly
confidential information is stored is restricted.
□Entering the building or floor in which thestrictly confidential information is stored isrestricted.
□Others（）

Access restriction

・Only faculty members, staff members,
collaborative researchers, or collaborative
research students are permitted to access theconfidential information.

□Only faculty members, staff members, or
collaborative researchers are permitted toaccess the strictly confidential information.
□Only faculty members, staff members,
collaborative researchers, or collaborative
research students are permitted to access thestrictly confidential information.

・The faculty or staff members who areresponsible for managing the confidential
information shall designate authorized personnel.

□The faculty or staff members who areresponsible for managing the strictly
confidential information shall designate
authorized personnel.
□The SCI-manager shall designate authorizedpersonnel.

・Only the authorized personnel is permitted toview the confidential information.
・The confidential information must not be viewed
by unauthorized personnel.

・Only the authorized personnel is permitted toview the strictly confidential information.
・The strictly confidential information must not
be viewed by unauthorized personnel.
□Recording on the management table isrequired.
□Making a report to the trustee for research isrequired.
□Others（）

Viewing

SCI-manager : the faculty member who is the leader of the research teamSection
Copying・Printing・
Picture Taking

Confidential Information

Strictly Confidential Information

Authorized
personnel

・The faculty or staff members who areresponsible for managing the confidentialinformation.
・Personnel who obtained a permission fromthe authorized faculty or staff members.

・The faculty or staff members who areresponsible for managing the strictly
confidential information.
・Personnel who obtained a permission fromthe authorized faculty or staff members□The SCI-manager□Personnel who obtained a permission
from the SCI-manager.

Recording・Reporting－□Recording on the management table isrequired.
□Making a report to the trustee for researchis required.

Paper
documents

・Copies of the paper documents must not beleft in the copy machine.

□Copies of the paper documents must not
be left in the copy machine.
□Copying/printing/picture taking shall berecorded using user IDs.
□Copying/printing/picture taking isprohibited.
□Others（）

Digitizedinformation・Copies of the digitalized information mustnot be left in the printer/digital camera/cellphone etc.

□Copies of the digitalized information mustnot be left in the printer/digital camera/cellphone etc.
□Printers shall be installed in access
controlled rooms.
□Printers shall be installed in the offices ofthe faculty or staff members who areresponsible for managing the strictly
confidential information.
□Being present in front of the printer while
printing is required.
□Copying/printing/picture taking shall berecorded using user IDs.
□Copying/printing/picture taking isprohibited.
□Others（）

SCI-manager : the faculty member who is the leader of the research teamSection
Distributing

Confidential Information

Strictly Confidential Information

Authorized
personnel

・The faculty or staff members who areresponsible for managing the confidentialinformation.
・Personnel who obtained a permission fromthe authorized faculty or staff members.

□The faculty or staff members who areresponsible for managing the strictly
confidential information.
□Personnel who obtained a permission
from the authorized faculty or staff members.
□The SCI-manager□Personnel who obtained a permission
from the SCI-manager.

Recording・Reporting－□Recording on the management table isrequired.
□Making a report to the trustee for researchis required.

Paperdocuments

・The confidential information shall belabelled as “Confidential.”
・An explanation of how to handle the paper
documents shall be provided.
・The paper documents shall be collectedback if necessary.

□The strictly confidential information shallbe labelled as “Strictly Confidential.”□An explanation of how to handle the paper
documents shall be provided.
□The paper documents shall be collectedback if necessary.
□The paper documents shall be numberedserially and be collected back after themeeting.
□The paper documents shall be mailed in asealed box and marked as “Confidential” ifnecessary.
□Some measures for preventing wrong FAX
transmissions shall be taken.
□Being present in front of the FAX machine
while faxing is required.
□Only distributing the paper documents byhand is permitted.
□Distributing the paper documents isprohibited.
□Others（）

・The paper documents shall be mailed in asealed box and marked as “Confidential” ifnecessary.
・In principle, some measures for preventing
wrong FAX transmissions shall be taken.

Digitized
information・Encrypting or password-protecting isrequired.
・The digitalized information and thepasswords must be provided in separatedemails.

□Encrypting or password-protecting isrequired.
□The digitalized information and thepasswords must be provided in separated
emails.
□Distributing the digitalized information isprohibited.
□Others（）

SCI-manager : the faculty member who is the leader of the research teamSection
StoringPaperdocuments

Confidential Information

Strictly Confidential Information

・The paper documents shall be stored in alocked storage.

□The paper documents shall be stored in alocked storage.
□The paper documents shall be stored in alocked storage separately from any otherdocuments.
□The paper documents shall be stored in a
dedicated locked storage.

・The faculty or staff members who areresponsible for managing the confidential
information shall keep the storage key.

□The faculty or staff members who areresponsible for managing the strictly
confidential information shall keep thestorage key.
□The SCI-manager shall keep the storagekey.
□Others（Digitizedinformation

・Login authentication is required for the
information storage device (e.g. PCs)
・In principle, the confidential information
shall be encrypted.

・A permission is necessary to access thenetwork.
・When the confidential information is stored
in an information storage device (e.g. USB
flash devices), the device shall be passwordprotected.

）

・Login authentication is required for the
information device (e.g. PCs)・The strictly confidential information shall beencrypted.
□Entering the room in which the information
storage device is stored is restricted.
□Entering the building or floor in which theinformation storage device is stored isrestricted.
□The strictly confidential information shallbe stored on a dedicated information storage
device that is not connected to the network.
□When the strictly confidential informationis stored in an information storage device(e.g. USB flash devices), the device shall bepassword-protected.
□Storing the strictly confidential information
on a electronic device (e.g. a USB flash
device) is prohibited.
□Others（SCI-manager : the faculty member who is the leader of the research team）

Section
Taking theinformation out
from thestorage

Confidential Information

Strictly Confidential Information

Authorized
personnel

・The faculty or staff members who areresponsible for managing the confidentialinformation.
・Personnel who obtained a permission fromthe authorized faculty or staff members.

□The faculty or staff members who areresponsible for managing the strictly
confidential information.
□Personnel who obtained a permission
from the authorized faculty or staff members.
□The SCI-manager□Personnel who obtained a permission
from the SCI-manager.

Recording・Reporting－□Recording on the management table isrequired.
□Making a report to the trustee forresearch is required.

Paperdocuments

・The authorized persons, by themselves,
shall take the paper documents out from thestorage and return in it.

□The authorized persons, by themselves,
shall take the paper documents out from thestorage and return in it.
□Taking the paper documents out from thestorage is prohibited.
□Others（）

DigitizedInformation

・When the digitalized information is takenout from the storage, it shall be encrypted orpassword-protected.

□When the digitalized information is takenout from the storage, it shall be encrypted orpassword-protected.
□Taking the digitalized information out fromthe storage is prohibited.
□Others（）

・The confidential Information shall be
returned or disposed of based on thecontracts between the companies andKanazawa University.

・The strictly confidential Information shallbe returned or disposed of based on thecontracts between the companies andKanazawa University.

・The confidential information shall bedisposed of under the direction andresponsibility of the faculty or staff members
who are responsible for managing theinformation in such a way that the disposed
information can never be accessed by athird party.

□The strictly confidential information shallbe disposed of under the direction andresponsibility of the faculty or staff members
who are responsible for managing theinformation in such a way that the disposed
information can never be accessed by athird party.

Returning/Disposing□The strictly confidential information shallbe disposed of under the direction andresponsibility of the SCI-manager in such away that the disposed information can neverbe accessed by a third party.
Inspection

・The information management officer canconduct an inspection if necessary.

・The information management officer shallconduct an inspection once a year

Cost of special measures－・In principle, the cost of special measures
for managing the strictly confidential
information shall be covered by thecompanies.

SCI-manager : the faculty member who is the leader of the research team