AIST REPORT 2012

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PresidentReports, proposal of preventive measuresAuditorComments, reportsApprovalCollaborationCollaborationCollaborationReports, collection of information, etc.Research promotion unitsPlanning of basic policies, overall coordination, and auditing, etc.ReportsReportsInstructionInstruction, contactRisk management teamTask forceReportsAdviceCompliance HeadquartersDirector-General (Senior Vice-President), Deputy Director-General (Vice-President)Legal Planning Office : Development of rules, legal consultation, conflict of interests management, etc.Information Disclosure and Personal Information Protection Promotion Office : Duties on information disclosure and protection of personal information, duties to receive requests for information disclosure, etc. Risk Management Office : Risk management/assessment, crisis management, secretariat of the Risk Management Committee, etc.Audit Office : Support in auditing by auditors, internal auditing, collaboration with auditors and external accounting auditors, etc.Operation unitsCompliance promotion structureRisk ManagementCommitteeExternal accountingauditorHeadquarter unitsFormulate an activity planCorrect and improve activitiesImplement risk managementSelf-assessment of activitiesPlanActDoCheckUnitsUnitsCompliance HeadquartersPDCA cycle of Risk management Risk Management Activity Assessment FormGather information on risk management activities and provide examples to be used as lessons for risk management and examples of risk management activities.Research promotion units, operation units and Headquarter units implement a semi-annual risk management PDCA cycle individually using the Risk Management Activity Assessment Form.ReportFeedbackWe undertake compliance activities with the awareness of “participatory” compliance where we support the compliance activities of units and individuals and do not impose on them to follow the activities of the Compliance Headquarters, with the understanding of the importance of increasing the compliance awareness of individuals.In FY2011, “compliance training” was provided to educate new and contract employees on the basics of compliance. To increase the compliance awareness of individuals, a “compliance self-check” was conducted on all the staff once a year (total number of participants: 5,360) to remind them of the basics of compliance. In addition, as part of the compliance activities at AIST, the Compliance Newsletter was created based on familiar examples and distributed across AIST to deepen the understanding of compliance. In risk management activities, each unit formulates a risk management activity plan and conducts a self-assessment of the plan semi-annually to steadily implement a risk management PDCA cycle. In addition, examples of risk management activities and examples to be used as lessons for risk management that can be referenced by units are produced as “notices” on the intranet to promote information sharing to raise awareness of risk management.Promotion of ComplianceDisclosure of informationTo ensure accountability for its activities, AIST proactively discloses information through the website and other means according to the Act on Access to Information Held by Incorporated Administrative Agencies, Etc. (put into effect on October 1, 2002) In FY2011, we made a list of about 3,160 research papers and reports available for viewing in the archives of the information disclosure desk at AIST Tsukuba. The list is updated regularly to improve information services.Protection of personal informationAIST has formulated “Privacy Policies”and “AIST Rules for the Protection of Personal Information” according to the Act on the Protection of Personal Information Held by Incorporated Administrative Agencies, Etc. (put into effect on April 1, 2005), to Disclosure of Information and Protection of Personal Information12|Organizational GovernanceCompliance ActivitiesOrganizational Governance

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