It has been discovered that the original records of the grading results for the Graduate School of Information Science (GSIS) classes of the 2014 school year have been lost. Considering that these original records are continuously maintained in a locked storage area and are not used or transported for any purpose, it is highly possible that these records were destroyed with other records and materials that were found to be no longer needed in the regularly held storage inspection in July-August 2016.
At NAIST we have continuously strived to ensure the proper management of personal and legal information, and would like to deeply apologize to students and other involved parties for the great inconvenience and worry caused by this.

1. Lost institution files

   Two '2014 original (GSIS) grades' files

2. Personal information included in the lost institution files

   The names, student numbers, laboratory names, names of registered courses, the course instructors and course evaluation results of 354 GSIS students (285 master's students, 27 doctoral students, and 42 other students) registered for classes and who received course evaluations in the 2014 school year.

3. Explanation of events

   On Dec. 12, 2016, when the institution files kept within the file storage area were inspected, it was found that the original records of the grading results for the Graduate School of Information Science classes of the 2014 school year were lost.
   During the previous inspection on June 22, 2016 the files were confirmed to be in the storage area. Following this, in July and August the file storage area was organized and it is most probable that these two files were destroyed along with other documents that were to be destroyed.

4. NAIST's response

   NAIST has contacted all of the GSIS students who were evaluated in the 2014 school year, sending a letter of apology with an explanation of these events.
   Presently there are no reported cases of leaked personal information, etc. in relation to this incident.

5. Future preventative measures to be taken

   NAIST has continuously strived to ensure the proper management of personal and legal information, and, with the discovery of this incident, will promote the following improvement measures for the handling of personal information and legal documents and strive to prevent any future problems.

   Improvement Measures:

   1. Thorough notification concerning the proper handling of personal information and legal documents

   2. Thorough notification to employees handling legal documents and stricter procedures for their disposal

   3. Improved management of important information

   　a. Standardized management of storage areas with a record for key loaning

   　b. Limitation of file viewing to within the storage area, in principle

   　c. Increase file inspections to improve management

   　d. Equipping the storage areas with automatic locks

   　e. Replacing current shelves with lockable shelving

　

Nara Institute of Science and Technology

　

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