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Public Records Management

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1. Enactment of the Public Records Management Law

In July 2009, the "Act on the Management of Public Records and Archives" (Act No. 66 of 2009; hereinafter referred to as the "Public Records and Archives Management Act"; administered by Cabinet Office) was enacted. With the enactment of the Public Records and Archives Management Act, the entire government is now responsible for the creation and management of public records and archives based on unified rules.
*For more information, please visit the Cabinet Office website " Kumon Document Management ".

2. What are official documents, etc.?

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

Administrative document

Documents prepared or obtained by an employee of an administrative organ in the course of his or her duties, which are in the possession of the administrative organ concerned for organizational use by its employees (Article 2, Paragraph 4 of the Public Records and Archives Management Act)

Corporate document

A document prepared or obtained by an officer or employee of an incorporated administrative agency, etc. in the course of his or her duties, which is held by the incorporated administrative agency, etc. concerned for organizational use by its officers or employees (Article 2, Paragraph 5 of the Public Records and Archives Management Act).

Specified Historical Public Records and Archives

Official documents and other written materials that are important as historical materials and have been transferred to the National Archives of Japan, etc., in accordance with the provisions of Article 8, Item 1 of the Public Records and Archives Management Law (Article 2, Item 7 of the Public Records and Archives Management Law)

3. Flow of document management

  1. Creating Documents
  2. Organize Documents
  3. Save Document
  4. Entry and Publication in Administrative Document File Management Register
  5. Transfer and disposal of documents

4. Management of official documents, etc. in Digital Agency

Digital Agency Rules for the Administration of Administrative Documents (amended on June 30, 2025 (2025))

Standard document retention period criteria (retention period table)

Administrative Document File Management Register

The administrative document file management book of Digital Agency can be searched and viewed from the e-Government General Counter.

In addition, the legal entities under the jurisdiction of Digital Agency have also established rules governing the management of corporate documents.

Records for disposal of administrative document files, etc. (retention period: less than one year)

In accordance with Article 23, Paragraph 3 of the Digital Agency Rules on the Management of Administrative Documents in , if an administrative document file, etc., whose retention period is less than one year is disposed of and does not fall under any of the items of Article 15, Paragraph 6 of the Rules, it will be posted on this page.

  • FY 2021
    • First semester of fiscal 2021 (September 1, 2021 to September 30, 2021): There are no relevant documents.
    • Second half of FY 2021 (October 2021 to March 2022): There are no relevant documents.
  • FY 2022
    • First half of FY 2022 (April 2022 to September 2022): There are no relevant documents.
    • Second half of FY 2022 (October 2022 to March 2023): There are no relevant documents.
  • FY 2023
    • First half of FY 2023 (April 2023 to September 2023): There are no relevant documents.
    • Second half of fiscal 2023 (October 2023 to March 2024): There is no such document.
  • FY 2024
    • First half of FY 2024 (April 2024 to September 2024): There are no relevant documents.
    • Second half of FY 2024 (October 2024 to March 2025): There are no relevant documents.
  • FY 2025
    • First half of FY 2025 (April 2025 to September 2025): There are no relevant documents.
    • Second half of FY 2025 (October 2025 to March 2026): There are no relevant documents.
  • FY 2026
    • First half of FY 2026 (April 2026 to September 2026): There are no relevant documents.

5. Contact point for reporting on management of public records and archives

Digital Agency accepts reports on official documents from employees or former employees of Digital Agency (hereinafter referred to as "employees, etc.") of Digital Agency.
When employees, etc. believe that appropriate management of administrative documents is not ensured in the Digital Agency, such as when official documents are being forged or altered, or when approval documents are being tampered with, or when the inappropriate handling of official documents is causing serious hindrance to the operation of public service, they can report to that effect to the report desk.

  • Mailing: Tokyo Garden Terrace Kioi-cho 20th Floor, 1-3 Kioi-cho, Chiyoda-ku, Tokyo 102-0094 In charge of Kumon Digital Agency Archives
  • Phone: 03 4477 6775
  • Email: g. digi-bunsyo-kanri _ atmark _ digital. go. jp
    • *To prevent spam mail, "@" is displayed as " _ atmark _ ". When you send mail, please replace " _ atmark _ " with "@" (one byte).