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Study Group on Certification Infrastructure in the Education Field (first meeting in FY 2025)

Overview

Date and

December 2, 2025 (Tue) 10:00 to 12:00

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Held online

Agenda

  • 1. Opening
  • 2. Agenda
    • 1. Introduction of the Chairman and Study Group Members
    • 2. Explanation of the issues in the research study
    • 3. Exchange of opinions
    • 4. Administrative Communication
  • 3) Closing

Summary of the Proceedings

1. Introduction of the Chairman and Study Group Members

  • The Secretariat proposed that Mr. Yuichi Fujimura, Extraordinary Professor of Naruto University of Education and Director of the Institute for DX in Teacher Training, be elected as the Chairman of this review meeting, and since there was no objection, it was decided so.
  • Each member participating in the review meeting introduced himself / herself.

2. Explanation of the Draft Points of Discussion at the Study Group

Based on the materials, the secretariat explained the draft points for discussion at the Study Group as follows.

  • This study group will take up the two points of "educational data linkage between organizations without going through the person" and "data linkage through the person". The first meeting will deal with "educational data linkage between organizations without going through the person".
  • As a use case of "educational data linkage between organizations without going through the person himself / herself", it handles the work of sending guidance records and medical examination forms from junior high school to high school.
  • As a use case of "data linkage via the principal," we will handle the issuance of university graduation and transcript certificates.
  • The following were taken up as examination viewpoints: System configuration charts of the certification basis and business flows after the system introduction, consistency with the laws and regulations and various systems, trust frameworks, future problems and prospects, etc..

3. Exchange of opinions

The members of the Study Group had free discussions on issues related to data linkage between organizations, and the main contents were as follows.

  • The content and format (file format) of the data described in the materials are important for actual operation and system construction. It is stated that both PDF with electronic signatures and text files such as XML, JSON, and CSV should be linked. In this case, whether PDF is the main format or the data of text files (structured data and semi-structured data) is the main format, and the arrangement of the master-subordinate relationship is considered to be an issue related to the relationship between "original" (form) and "data" (description). The format in which PDF is the main format may be established without any problem in the use case of this research (based on the current method of utilizing guidance records and medical examination forms), but data can be the main format in terms of the expansion of use cases, such as when the contents of guidance records and medical examination forms are actively utilized in high schools and when other documents are also utilized. Therefore, it is necessary to consider the development of future use cases.
  • In this discussion, there was a discussion of an operation that requires the confirmation of the person (personal authentication) in order to link student information when linking data. However, there is a problem that the clerical burden does not change depending on the method adopted. As has happened in the past when work was done on paper, problems with name identification and linking will become apparent with the advancement of digitization. Therefore, I think that some kind of identifier will be necessary to make the system acceptable to the public.
  • With regard to identification using serial numbers of My Number Card, we have heard that private sector may be included in the scope of cooperation through the Principal in the future. Therefore, when serial numbers of certificates are used as identifiers, it is necessary to carefully consider whether the identifiers can be used in cooperation including private sector. It is necessary to fully consider the issue of who issues, manages, and maintains IDs using serial numbers, including whether IDs themselves are issued by each organization as well as student ID numbers. It is extremely important to create a system that can be operated continuously so that "entities that issue IDs" and "entities that manage IDs" are not separated or disconnected.
  • We understand that the background to the consideration of use cases in this research was the purpose of identifying not only normal systems but also abnormal systems and sorting out issues for future generalization. The current proposal shows the flow of data linkage between organizations using IDs such as gBizID and My Number Card. We think that the important point is how much the benefits of digitalization will reach organizations and individuals, and how much work will be made more efficient and less complicated. We think that the important point is whether the complexity of confirming whether they are the same person will be eliminated.
  • Regarding My Number Card, we believe that it is not desirable to return to the conventional paper for those who do not have it. From the perspective of DX, we believe that it is desirable to take alternative measures by electronic means as much as possible.
  • Methods such as attaching electronic signatures to data to be transmitted and received and converting them into PDF files are being considered, but it is necessary to reconfirm whether or not such procedures will cause inconvenience. Apart from discussing the authenticity and originality of data, it would be good to reconfirm the portability of data from the perspective of business processes.
  • In each local government, the timing of updating the school affairs support system has come, and it takes a huge amount of labor to transfer data when switching. In some cases, the data is not consistent and cannot be transferred, and re-entry is required. Under such circumstances, when data is linked with transfer students from other prefectures, a lot of translation work occurs. Therefore, there may be a situation where "it is faster to refer to paper information and re-enter it manually than to exchange it digitally." As described above, if we do not consider the current situation in which the data that exists on the ground is not complete and separated, there is a possibility that the linkage will not work well at the transition stage.
  • I think this is closer to an image of "entering within the same framework" rather than "receiving data". The idea of linking within the same mechanism without the person being involved, rather than sending different data to each other, is similar to the discussion of inter-organizational data linkage. I thought that if we studied IDs and system configuration from the perspective of how to handle children's data within a large framework, we could move forward as a direction.
  • It is understood that this discussion is based on the perspective of how to efficiently align the timing of systematization, which is different for each organization. The more data-centered operations progress in the future, data will become closer to the form of "sharing" rather than "sending and receiving". However, if the corporation (organization) is different, access control will be required to realize the sharing. It is considered that it is good to consider an authentication infrastructure from the perspective of a mechanism for appropriately granting access rights to both organizations and individuals and appropriately sharing data.
  • If the current paper operation and the new data linkage must be used at the same time, the time and effort required for response will increase, and the improvement of convenience through DX may become difficult to see. While presenting the benefits of new data linkage, I think it is necessary to have an organization method that can be introduced without difficulty on site.
  • With regard to the handling of consent from individuals, it is necessary to fully consider how to obtain consent. If My Number Card is the premise, an electronic signature using electronic certificate for signing is one idea, but electronic certificate for signing cannot be used for those under 15 years of age. Even if guardians give consent, it is necessary to carefully consider whether it is really appropriate to obtain consent using signatures that are as strong as the person's own.
  • Although administrative documents and student information are required to be stored for five or 20 years, it is necessary to consider how to handle consent records.
  • It is understood that the retention period differs depending on the item. Rules may need to be established for items with no fixed retention period, or in some cases, allowances may need to be made by the laws and regulations. In addition, it is considered that consideration may be given to shortening the retention period for items that may lead to labeling or stigmatization if specific data remains for a long time while students grow. Furthermore, it is also considered necessary to sort out the point of "where to start counting the retention period" when there are data providers and recipients.
  • Regarding the handling of originals, there is a description that it is up to the local government to decide whether to use paper or electronic originals. In the first place, it is necessary to clarify "what does the original document secure" and "what is the basis for determining the authenticity of the original document." When data is transferred due to school transfer or advancement, it is necessary to consider how to handle the original document, especially in the case of electronic data.
  • Levels 1-3 are not in the order of "3 is the highest" or "1 is the lowest." They are defined based on the idea that it is important to select an appropriate level according to the degree of risk required. Therefore, descriptions that give the impression that "the higher the level, the better" may be different from the intention.
  • The project as a whole is an effort to create an important foundation for developing Digital Public Infrastructure and how to use it for school education, and there is a possibility that use cases will be widely developed in the future. Therefore, it is important to first deal with the use case in front of us, but it is also important to mention broad concepts related to principles (data access right management, data portability, etc.) in the report.
  • When it comes to the stage of implementation, the cooperation of school affairs support system business operators will be required. However, business operators are busy with next-generation school affairs DX response, etc. Although there will be a certain amount of time until the contents of this research are implemented, it is important to inform and share with related parties at an early stage that "we will proceed in this direction." It is necessary for business operators to appropriately understand how this initiative will be advanced and what is currently happening, and to recognize that "a response is necessary."
  • Even if the school administration support system business operator invests development costs in accordance with the national policy, there is a possibility that the procurement specifications will remain unchanged because the board of education, which is the procurement side, does not understand the policy. It is important to clearly show the necessary information to the prefectural and municipal boards of education, which are the procurement entities, and thoroughly disseminate the policies such as "We should procure with this specification" and "We should select a certified mechanism."
  • When dealing with data, I think that issues related to "characters" are also very important. There are many cases in which each school and local government's school affairs support system creates and registers its own Gaiji. Therefore, I think that which characters are used in school affairs support systems and related systems, and whether those characters can be standardized, will be a very big issue.

4. Administrative Communication

The secretariat explained the administrative communication.

Relevant policy