Committees on Research and Development
Standardization Strategy Committee
Supervising Director: Hiroshi Hayata
Chair: Yasuki Ito
Members: 12
Summary of Activities:
The Committee engages in the following to achieve reliable digital document information distribution.
- Development of standardization policies related to document information management.
- Proposal, development, maintenance and guidance creation for related standards (ISO ad JIS).
ISO/TC 171 Japan National Committee
Chair: Yasuki Ito
Members: 12
Summary of Activities:
As the Japan deliberation body for ISO/TC 171, the Committee engages in standardization activities in the field of document management applications pertaining to the technologies and processes in data/information capturing, storage, search, distribution, presentation, exchange, long-term preservation and maintenance of integrity.
Legal Affairs Committee
Supervising Director: Yu-ichi Miyachi
Chair: Hideaki Nakada
Members: 17
Summary of Activities:
- Assessment of issues and proposal of improvements in the Electronic Document Act.
Assessment of the status of use, study into improvements and proposals to relevant government authorities.
- Promotion of awareness and wider application of the Electronic Book Preservation Act.
- Publication/revision of publications (Electronic Book Preservation Act ? Fast Facts on Digitization).
- Issue/revision of guidelines (Book on Starting Up Digitization Utilizing the Electronic Book Preservation Act).
- Easy-to-understand communications and promotion through seminars.
- Creation/revision of function checklists of the JIIMA certification schemes related to the Electronic Book Preservation Act.
Activities conducted through Legal Affairs Committee working group activities.
Architectural Committee
Supervising Director: Masaya Sonobe
Chair: Takashi Hashimoto
Members: 7
Summary of Activities:
Issues/revision of JIIMA guidelines in response to elimination of the seal impression requirement for architectural design drawings.
- JIIMA guidelines (Ver 1.0) first published on December 8, 2017, followed by minor changes in Ver. 1.1 in 2018 and Ver. 1/2 in 2019, to undergo drastic reform with revision of the Act on Architects and Building Engineers on September 1, 2021.
- The guidelines underwent revision to be easier to understand and to shift more to the field personnel perspective, by adopting opinions and suggestions from worksite offices that were gathered at video briefings organized for promotion of the guidelines in cooperation with the Japan Association of Architectural Firms (JAAF), the supervisory body of architectural firms across Japan.
- The impact of the revision of the law (elimination of compulsory seal impression) on book and drawing management at architectural firms was assessed through questionnaire surveys of JAAF member enterprises. This is expected to promote the wider use of optimized electromagnetic records management in such offices.
- Common awareness regarding authenticity and integrity of electromagnetic records of design drawings and documents is being developed in cooperation with the Building Guidance Division of the Ministry of Land, Infrastructure, Transport and Tourism (MLIT).
- Information is being gathered on the ongoing shift from CAD to BIM as a design diagram creation tool and the research being conducted on next-generation design document management.
The elimination of seal impression on design documents triggered a huge impact on architectural firms, especially in business divisions responsible for the creation and management of design diagrams and documents. While this change has simplified processes in business processing, compulsory preservation of diagrams and documents has raised the need to take protective action such as identifying original documents and preventing alteration/tampering during the preservation period. For the firm owner, comprehensive measures must be implemented in terms of compliance and dealing with litigation matters. The Architectural Committee considers it necessary to resolve such worksite issues and push forward a strong drive to promote digitization.
Medical Committee
Supervising Director: Yoshihiro Onohara
Chair: Katsuya Watanabe
Members: 10
Summary of Activities:
- Implementation and promotion of the digitization of medical information.
- Creation of operational rules (commentary) to promote the digitization of medical information.
- Collection and disclosure of case studies on medical information digitization.
- Assessment and study of ECM needs in the area of medicine.
Guidelines on the promotion of medical information digitization has been created and published on the JIIMA website to encourage JIIMA members, as well as other medical institution representatives, manufacturers, service providers, etc., to use it effectively.
Electronic Commerce Committee
Supervising Director: Takashi Sogawa
Chair: Akira Nishiyama
Members: 11
Summary of Activities:
Study into the guidelines and policy recommendations regarding the appropriate use of e-commerce.
- Update and improvement of the practical case studies in the Guide on the Effective Use of Electronic Contracts, a promotional tool for users.
- Compilation of a draft of the Electronic Contract Guideline that offers more specialized information on the technologies and laws pertaining to electronic contracts.
Although many business enterprises have begun to recognize the business efficiency and cost reduction that electronic contracts bring, there is, on the other hand, lingering concern over where caution must be exercised when promoting digitization and anxiety over whether it is certainly reliable. Amid this atmosphere, the Committee is engaged in gathering and communicating numerous case studies found in various industries and business enterprises and in activities to promote digitization widely while providing evidence that supports its reliability and security.
Study Group on the Effective Use of Document Information
Supervising Director: Masato Hisada
Chair: Akinori Ishii
Members: 4
Summary of Activities:
In the effective use of digital data, momentum is building toward the digital transformation of the entire society alongside improvements in data accumulation and tools, and the expectations toward realization are high. Additionally, there is the fact that document information differs in nature from other data in general and involves its own management methods. The Group will continue its studies on the approach to be taken regarding utilization that is distinctive to document information. Based on the results, further studies will be conducted on the possibility of organizing research but with a wider scope of coverage.
For information on Recommendations Concerning Document Information Management in the Digital Age, please check the website: https://www.jiima.or.jp/committee/chousa/.
Document Information Management Committee
Supervising Director: Masayuki Ohta
Chair: Takashi Baba
Members: 10
Summary of Activities:
- Promotion activities on awareness focused on the importance of document and record management.
- Enrichment of content concerning document and record management from information creation/acquisition to disposition/recycling.
- Creation and revision of the list of functions for certification under the JIIMA certification scheme of scanner preservation software for statutory requirements.
- Research on the current state of document management based on the Checklist for Evaluation of the Document Management Attainment Level.
The Checklist for Evaluation of the Document Management Attainment Level has been created to promote improvement in the corporate document management level, in response to the findings of a survey of the current status of document information management in Japan (February 2017). At present, a sampling survey of business enterprises is underway, sending feedback on the evaluation of the attainment level. The Committee is planning to compile and publish these findings in future statistical data as indicators in the document management attainment level and welcome the cooperation of interested parties and businesses.
R&D Data Archiving Committee
Supervising Director: Yasushi Okada
Chair: Sayuri Uehara
Members: 15
Summary of Activities:
The Committee is working on long-term preservation for the purpose of the re-analysis of measuring instrument data. It offers long-term preservation guidelines for measuring instruments, technology guidebooks and packaged tools.
For wider dissemination in the future, we plan to conduct technical studies into specifications in order to:
- Upgrade the operational guide in case of use of long-term preservation package.
- Take action on expanding the scope of equipment on which long-term preservation package is applicable.
- Strengthen cooperation with equipment manufacturers and related organization to expand the scope of our activities.
General Theory of Document Information Management Revision Project
Supervising Director: Yasuyuki Katsumaru
Project Leader: Jun Hirooka
Members: 11
Summary of Activities:
The project was launched last December by volunteer members representing committees in the field of human resources and research and development (R&D) to deliberate on the following for revision of the next edition of the textbook.
- A clear definition of the scope of document information management in the future.
- Re-definition of the image of human resources (Certified Documented Information Specialists and Certified Documented Information Professionals) related to document information management.
- Systemization of the knowledge and skills pertaining to document information management.
- Clarification of the knowledge and skills required of relevant human resources.
Committees on Product Certification
Supervisory Committee on Certification
Supervising Director: Yasuyuki Katsumaru
Chair: Yasuyuki Katsumaru
Summary of Activities
- Supervisory management of the JIIMA certification and audit operation.
The Committee functions as the supervision and management body for JIIMA's certification and inspection operations. It conducts regular checks into each screening committee on whether inspections are being conducted properly. Of the various issues that emerge as a result of certification inspection, matters that cannot be resolved within the screening committee are reported to the Board of Directors for review into solutions. Also, the Committee examines into the approaches taken in the certification schemes when necessary and submits proposals to the Board of Directors.
Screening Committee for Optical Disc Product Certification
Chair: Mitsuru Irie (Professor, Osaka Sangyo University)
Summary of Activities
- Inspection of matters related to the certification of optical disk products for archiving.
- Deliberations and the establishment of regulations, etc., related to the Certification Scheme of Optical Disk Products for Archiving.
Although the number of applications for the certification of combinations of optical disks for archiving and recording drive has passed its peak, we are recommending that business enterprises submit applications for new products at every opportunity. Efforts are being directed to expanding recognition of the certification scheme in order to disseminate the use of optical disk products for archiving through this quality certification.
Screening Committee for the Certification Scheme of Scanner Preservation Software under the Electronic Book Preservation Act
Chair: Satoru Tezuka (Professor, Keio University)
Summary of Activities:
- Inspection of matters related to the certification of scanner preservation software for statutory requirements under the Electronic Book Preservation Act.
The certification is for software products that comply with the scanner preservation scheme for tax-related documents under Article 4-3 of the Electronic Book Preservation Act.
Screening Committee for the Certification of Electronic Accounting Software
Chair: Katsuhiko Sakai (Professor, Chuo Law School)
Summary of Activities
- Inspection of matters related to the certification of electronic accounting software for statutory requirements.
The certification for software products in compliance with the electronic preservation scheme for tax-related documents under Article 4-1 of the Electronic Preservation Act started in 2018.
Screening Committee for the Certification of Electronic Document Software
Chair: Katsuhiko Sakai (Professor, Chuo Law Schol)
Summary of Activities:
- Inspection of matters related to the certification of electronic document software for statutory requirements.
The certification of software products in compliance with the electronic preservation scheme for tax-related documents under Article 4-2 of the Electronic Preservation Act started in 2021.
Screening Committee for the Certification of Electronic Commerce Software
Chair: Ikuo Takahashi (attorney at law)
Summary of Activities:
- Matters related to the certification of electronic commerce software for statutory requirements.
The certification for software products in compliance with the electronic preservation scheme for electronic commerce and transaction information under Article 7 of the Electronic Book Preservation Act started in 2021.
Committees on Human Resources Development
Committee on Certification Examinations for Documented Information Specialists
Supervising Director: Jun Hirooka
Chair: Hiroyuki Muroi
Members: 6
Summary of Activities:
- Administration of the Documented Information Specialist examinations (twice a year).
- Design and review of the Documented Information Specialist examination system.
- Creation, selection, etc., of the examination questions, as well as examination preparations and scoring and decision-making on certification.
- Dispatch of lecturers to the examination preparation seminars and university courses.
- Creation and update of the examination reference materials.
Due to the use of document information in various aspects of business activities, the proper management of document information in each phase of its lifecycle, from its creation/acquisition to disposition, is necessary for efficient business operations. Through this examination scheme, the Committee on Certification Examinations contributes to society through the training of Certified Documented Information Specialists who possess the skills and knowledge for document information utilization and management, including matters related to its security, compliance, project management and legal framework.
Committee on the Documented Information Professional Certification
Supervising Director: Akihiko Kokubo
Chair: Toshiya Uchida
Members: 6
Summary of Activities:
- Planning and organization of the Documented Information Professional certification seminar and the certification of such professionals.
- Public relations activities to promote the Documented Information Professionals certification system (website, blog and lectures).
- Planning and organization of study groups specifically for certified professionals.
- Planning and study into enhancing the lifetime value of certified professionals.
To build human resources who will take charge of document information management from the management perspective of the user business, the certification schemes were launched in February 2003. Certification seminars had been held 31 times as of February 2022. To date, 980 Documented Information Professionals have been certified. From the declaration of the state of emergency in 2020 due to COVID-19, group seminars that had been held chiefly in Tokyo have been replaced by online seminars. The administration of these online events went smoothly in FY2021, resulting in the participation of many people outside the greater Tokyo area since then.
With teleworking becoming a common practice to prevent the spread of COVID-19, digital transformation gained traction to overcome the 2025 digital cliff. The preservation of electromagnetic records in e-commerce under the revised Electronic Book Preservation Act and the environment surrounding business enterprises and organizations is undergoing a drastic shift toward digital technology. Our seminars have long attracted participants in the areas of general affairs, administration and worksite operations, but are now attracting representatives of business reform divisions such as accounting and DX promotion.
The seminars are being organized to continuously offer new information, ranging from the basics to applications in document information management, based on the latest developments.
However, these are not organized solely as a certification seminar for gaining knowledge. They also are designed as a venue for promoting exchange among those who share similar experiences, finding solutions to the issues participants face and working together to resolve these issues.
Committees on Awareness Promotion and External Affairs
Committee on Shows and Seminars
Supervising Directors: Masaharu Kobayashi
Chair: Tomotaka Tsuchiya
Members: 3
Summary of Activities:
Planning and management of exhibitions and seminars sponsored by JIIMA.
- Digital Document seminars
- JIIMA seminars
- The Committee is responsible for topic-based seminars (e.g., Electronic Document Act deregulation, the My Number individual number system and other current topics during the previous fiscal year), the communication of current topics concerning document information management at shows and seminars and contributions to the development of the industry as a whole. For this purpose, Committee members continuously gather information related to document information, focusing especially on work style reforms that are the topic of great interest today. The findings are being used in plans for Digital Document and JIIMA seminars to create business for the exhibitors and are organized as part of a show plan beneficial for visitors.
Publicity Committee
Supervising Director: Taketoshi Kawamura
Chair: Shoichi Yamagiwa
Members: 4
Summary of Activities:
The Publicity Committee works to elevate the social recognition and understanding of the Japan Image and Information Association (JIIMA) and its activities by communicating information on developments in document information management by JIIMA, its corporate members, domestic and foreign legal frameworks, etc., through its journal IM.
- Publication of the JIIMA journal IM.
- Introduction and commentary on the latest developments in standards, laws and technologies.
- Introduction of JIIMA and its committees.
- Expansion of the publicity function, including the JIIMA website, announcement of achievements, etc.
The Committee publishes the journal IM on the 25th of every other month starting in February. It plans to engage in further communication on various topics, such as reporting on the activities of various committees, sharing the latest cases concerning document information management, and other matters of interest to its readership.