Diplomatic Archives

In order to use the specified historical public records and archives under control of the Diplomatic Archives, you will need to request for its use by submitting the Request for Use Form, excluding those documents to which the simple method can be applied.

The Request for Use Form can be sent by post or e-mail, or it can be submitted directly to the Diplomatic Archives’ Reading Room desk. The request is considered to have been made on the day the Request for Use Form arrives at the Diplomatic Archives, which means that 1) if it is submitted in the reading room, on the same day; 2) if it is sent by post or e-mail, the date that the Diplomatic Archives confirms the post or the e-mail has been received.

E-mail: gaishi-reserve◆mofa.go.jp
(Please change ◆ to @)

[Note]The Diplomatic Archives will notify you when your Request for Use has been received.

• Download the “Request for Use Form for Specified Historical Public Records and Archives” (Japanese only) (Excel)
• Important points to remember when completing the “Request for Use Form for Specified Historical Public Records and Archives” (Japanese only) (PDF)
• An example of a completed “Request for Use Form for Specified Historical Public Records and Archives” (Japanese only) (PDF)

The Diplomatic Archives carefully screens user requests in order to determine whether the specified historical public documents listed on the Form include information whose use is legally restricted.

• Screening Standards for Handling of Requests for Use Based on the Public Archives and Records Management Act in the Diplomatic Archives (Japanese only)

The decision to permit the use will be made within 30 days from the date of the receipt of a request for use. However, in the following cases, the due date for the decision may be extended and the requester will be notified in writing in which the new due date will be clarified.

1. When there are justifiable grounds such as difficulties arising from the conduct of affairs (extension of the period of time for up to 30 days)
2. In the case that there is a considerably large amount of specified historical public records and archives to a Request for Use, and that there is a risk that the performance of duties may be considerably hindered by making decisions for use for all of them within 60 days from the date of a request for use (extension of the period of time for a reasonable period of time).