Policy Recommendations

  • Policy Recommendations on the Electronic Management of Official Documents (April 2018)
  • The Approach to Be Taken and Points of Note in Assuring the Reliability of Electronic Documents: Interim Report of the Electronic Document Reliability Improvement Project (October 2017)
  • Operational Control and Preservation of Electronic Mail ? Proposal of the Model in-House Regulations (October 2017)
  • Policy Recommendations on Local Government Management and Infrastructure Information Redevelopment Project for Road Bridge Diagrams, Etc. ? For the Improvement of Infrastructure That Protects Lives and Livelihood (September 25, 2013)
  • JIIMA Report and Requests to the National Tax Agency
  • Policy Recommendation on the Electronic Backup Center Plan for Risk Management of Active Official Documents (August 2011)
  • Policy Recommendation on the Promotion of Green Offices for the ICT Green Project (May 2010)

Guidelines

[Notes on Handling]

  • The guidelines can be used freely, provided that it will be used for non-profit purposes.
  • Alteration or tampering of the guidelines are not allowed.

Guidelines Related to the Electronic Book Preservation Act, Electronic Contracts and Transactions and the Distribution of Electronic Documents

The guidelines below are related to the Electronic Book Preservation Act and other laws that allow the preservation of all or part of tax-related books and ledgers and substantiating evidence documents as electronic data.

  • Guidelines on Data Portability in Scanner Preservation Under the Electronic Book Preservation Act V1.0 (April 2023), Legal Affairs Committee　
    ? Data Migration Assured with Timestamp Substitution Requirements ?

    Migration data specifications (samples) are here.
  • Guidelines on the Preservation of Electronic Commerce Transaction Information Ver. 3.10 (February 2023), Legal Affairs Committee
    • Click here for Version 3.01.
    • Click here for Version 2.01.
    • Click here for Version 1.00.
  • Understanding Electronic Contracts in 5 Minutes: Guidelines on the Effective Use of Electronic Contracts (Booklet) (March 2022), Electronic Commerce Committee
  • The previous version can be accessed here. 
  • Guidelines on the Effective Use of Electronic Contracts Ver. 2.0 (October 2021), Electronic Commerce Committee
  • The previous version can be accessed here.
  • Guidebook on the Management of Billing Information Distribution, First Edition (March 2021), Document Information Distribution Interoperability Project
  • Book on Starting Up Digitization Utilizing the Electronic Book Preservation Act (October 2020), Legal Affairs Committee
  • JIIMA Guidelines on Improving the Reliability of Electronic Documents, First Edition (March 2019), Policy Recommendation Project/Task Force on Improving Reliability of Electronic Documents
  • Guidelines on the Preservation of Electronic Commerce Transaction Information Version 1.0 (October 2018), Legal Affairs Committee
  • Guidelines on Simplified Digital Archiving for Small Organizations (January 2018), Archiving Committee
  • Commentary on "Preservation of Electromagnetic Records Pertaining to Electronic Commerce Transaction Information," Article 10, Electronic Book Preservation Act Ver. 2 (October 2016), Legal Affairs Committee
  • Guidelines on Handling Scanned Documents Pertaining to Taxation, etc. (Tentative) (October 2013)
  • Summary Version of the Guidelines on Handling Scanned Documents (October 2013)
  • Guidelines on Blu-ray Disc? Inspection Standards and Handling for the Long-Term Preservation of Scanned Documents 

Guidelines Related to Measurement Instrument Data

These guidelines have been established to explain the technologies that enable the long-term storage of measurement instrument data in the pharmaceutical industry.

  • Long-Term Preservation of Measurement Instrument Data ? Technology Guidebook V1.1 (February 2023), English Edition, R&D Data Archiving Committee
  • Long-Term Preservation of Measurement Instrument Data ? Technology Guidebook V1.1 (December 2022), R&D Data Archiving Committee
  • The previous version can be accessed here.
  • Guidance on Long-Term Storage of Measurement Instrument Data V2.0 (February 2020), R&D Data Archiving Committee
  • The previous version can be accessed here.
  • Guidance on Long-Term Storage of Measurement Instrument Data V2.1, English Edition (February 2020), R&D Data Archiving Committee
  • Guidance on Long-Term Storage of Measurement Instrument Data V2.0 (April 2019), R&D Data Archiving Committee

Guidelines Related to Medical Care

These guidelines pertain to the digitization and preservation of paper-based medical records, such as patient diagnosis history and prescriptions, in compliance with the Ministry of Health, Labour and Welfare's Guidelines for the Security Management of Medical Information Systems.

  • Security Guidance in the Digitization and Preservation of Medical Examination Records, Etc., Ver.1.0 (March 2021), Medical Committee
  • Regulations on the Administration and Management of Medical Care-Related Document Digitization Version 1, (October 2018), Medical Committee
  • Guide and Commentary on the Ministry of Health, Labor and Welfare's Guidelines for the Security Management of Medical Information Systems, Version 4.2 (Chapter 9)

Guidelines Related to Construction

These guidelines pertain to the creation and preservation and electromagnetic recording of design diagrams in compliance with the Act on Architects and Building Engineers.

With the revision of the Act on Architects and Building Engineers and the Ordinance for Enforcement of the Act on September 1, 2021, the requirement to affix a seal impression on design diagrams has been abolished. The revised version of the guidelines that have been adopted with these law revisions is currently being prepared.

  • Guidelines on the Creation and Preservation of Electromagnetic Records of Diagram Drawings in the Architectural Design Operation Ver. 1.2 (November 2019), Architectural Committee

Others

  • Checklist of Security Control Measures When Choosing Service Providers for Individual Number (My Number) Data Collection
    My Number Security Control Checklist
    Checklist of My Number Data Collection Service Providers
  • JIIMA Guidelines on Archiving with Optical Disks for Long-Term Storage (October 2013)
  • Guidelines on Document Information Management Center Services (October 2013)
  • JIIMA Guidelines on Document and Record Management for Risk Control (October 2011)
  • Specifications for Service Providers in the Creation of Scanned Government Documents and the Creation of a Microfilm Document (September 2011)

Related Materials

JIIMA Standards

Organizational standards are those created by each industry and industry organization.

The standards of the Japan Image and Information Management Association (JIIMA) are those that were previously part of the Japanese Industrial Standards (JIS); they were removed from JIS through regular review but have remained as industry standards.

  • JIIMA B7189:1983　16mm and 35mm Microfilm Reel (Abolished from JIS on Feb 20, 1999)
  • JIIMA Z6003:1979　Document Marks (Blips) of 16mm Microfilm (Abolished from JIS on Feb 20, 1999)
  • JIIMA Z6006:1995 Aperture Cards for 35mm Microfilm Used for diagrams (Abolished from JIS on Feb 20, 1999)
  • JIIMA Z6010:1984 Microfilm Density (Abolished from JIS on Feb 20, 1999)
  • JIIMA Z6011:1985 Test Target for the Rotary Microfilm Camera (Abolished from JIS on Oct 20, 1999)
  • JIIMA Z6012:1993 16mm Microfilm Cartridge (Abolished from JIS on Feb 20, 1999)
  • JIIMA Z6013:1991 A6-Size Microfilm Jacket for 16mm and 35mm Microfilm (Abolished from JIS on Feb 20, 1999)