This page has been translated using TexTra by NICT. Please note that the translation may not be completely accurate.If you find any mistranslations, we appreciate your feedback on the "Request form for improving the automatic translation ".

Public Records Management

Last Updated:

1. Enactment of the Public Records Management Law

In July 2009, the Public Records and Archives Management Act (Act No. 66 of 2009; hereinafter referred to as the "Public Records and Archives Management Act"; jurisdiction: Cabinet Office) was enacted. With the enactment of the Public Records and Archives Management Act, the government as a whole is required to create and manage public records and archives based on unified rules.
*For details, please refer to the Cabinet Office website " Official Document Management ".

2. What are Official Documents?

"Public Records and Archives" refers 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 created or obtained by an employee of an administrative organ in the course of his or her duties that are held by the administrative organ concerned for organizational use by its employees (Article 2, Paragraph 4 of the Public Records and Archives Management Act)

Corporate document

Documents created or obtained by an officer or employee of an incorporated administrative agency, etc. in the course of his or her duties that are 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)

Specific Historical Public Records and Archives

Among official documents and other documents that are important as historical materials, those that have been transferred to the National Archives of Japan, etc. pursuant to Article 8, Paragraph 1 of the Public Records and Archives Management Act (Article 2, Paragraph 7 of the Public Records and Archives Management Act)

3. Flow of document management

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

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

Digital Agency Administrative Document Management Rules (revised on June 30, 2025 (2025))

Standard document retention period standards (retention period table)

Administrative Document File Management Register

Digital Agency's administrative document file management book can be searched and viewed from the e-government general counter.

In addition, the corporations under the jurisdiction of Digital Agency have also established rules for the management of corporate documents.

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

In accordance with Article 23, Paragraph (3) of the Digital Agency Ordinance on the Management of Administrative Documents, administrative document files, etc. whose retention period is less than one year and which do not fall under any of the items of Article 15, Paragraph (6) of the said Ordinance shall be disposed of.

  • FY 2021
    • There are no applicable documents for the first half of the 2021 fiscal year (September 1, 2021 to September 30, 2021).
    • The second half of the 2021 academic year (October 2021 to March 2022): There are no applicable documents.
  • FY 2022
    • There are no applicable documents for the first semester of FY 2022 (April 2022 to September 2022).
    • The second half of the 2022 academic year (October 2022 to March 2023): There are no applicable documents.
  • FY 2023
    • There are no applicable documents for the first semester of FY 2023 (April 2023 to September 2023).
    • Second semester of the 2023 academic year (October 2023 to March 2024): No applicable documents
  • FY 2024
    • There are no applicable documents for the first semester of FY 2024 (April 2024 to September 2024).
    • The second half of the 2024 academic year (October 2024 to March 2025): There are no applicable documents.
  • FY 2025
    • There are no applicable documents for the first semester of FY 2025 (April 2025 to September 2025).
    • The second half of the 2025 academic year (October 2025 to March 2026): There are no applicable documents.

5. Contact points for reporting on the management of public documents

The City of Digital Agency accepts reports on official documents from employees of Digital Agency and former employees of Digital Agency (hereinafter referred to as "Employees, etc.").
Employees, etc. may report to the reporting desk if they believe that the appropriate management of administrative documents is not being ensured, such as the counterfeiting or alteration of official documents, the falsification of approval documents, or serious hindrance to the operation of public duties due to the inappropriate handling of official documents in Digital Agency.

  • Mail: Digital Agency, 20 f, Tokyo Garden Terrace Kioi-cho, 1-3 Kioi-cho, Chiyoda-ku, Tokyo 102-0094 Official document management staff
  • Phone: 03 4477 6775
  • Email: g. digi-bunsyo-kanri _ atmark _ digital. go. jp
    • *"@" is displayed as " _ atmark _ " to prevent spam mail. When you send mail, please change " _ atmark _ " to "@" (one byte).