Diplomatic Archives

Request for use of specified historical public records and archives

April 23, 2015
Japanese

Request for use of specified historical public records and 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.

Sequence from submitting the request for use to the use

  • Sequence from submitting the request for use to reading the documents / delivery of the copies

The Request for Use Form

 The Request for Use Form can be sent by post or FAX, or it can be submitted directly to the Diplomatic Archives’ Reading Room desk. The request is considered to have been made at the point in time the Request for Use Form arrives at the Diplomatic Archives. Specifically, 1) if it is submitted in the reading room, on the same day; 2) if it is sent by post, the date that the Diplomatic Archives confirms the post has been received, and 3) if it is sent by FAX, the date that the FAX arrives at the Diplomatic Archives (the date printed on the letterhead of the FAX).

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

Screening

 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.

Extension of the due date for decision

 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).

Notification of the decision on use

 A written notification of the decision on use will be sent to the requester. The requester will be notified on whether they may use the specified historical public records and archives whether there are any restrictions on their use, and the period of time required to deliver the copies if they were requested.

[Note] If the requester is dissatisfied with a decision on use, etc., the request for use may file an objection pursuant to the provisions of Administrative Appeal Act. Please click here (Japanese only) for details on filing an objection.

Method of Use

 A form of the “Application for Method of Use” will be sent together with the notification on the decision on use. The applicant may make use of the specified historical public records and archives decided for use by inspection, or the delivery of copies for documents.