# Policy on Document Control **Policy No. 8** ## Chapter 1: General Provisions ### Article 1 (Purpose) This Policy shall be intended to stipulate basic matters on creation, storage, and disposal, etc. of documents (including electromagnetic records) handled by the Company and exceptional treatments, etc. in order to respond to lawsuits and other legal/administrative proceedings (hereinafter referred to as "disputes, etc."), so that document information can be properly and effectively managed and utilized. ### Article 2 (General Provisions) 1. Documents of the Company shall be handled in accordance with this Policy, in addition to those stipulated in the "Policy on Handling Contract Documents, etc." and Corporate Seals (Policy No. 6)", the "Policy on Confidential Information Management (Policy No. 18)", and the "Policy on IT Security (Policy No. 67)". 2. Each core organization shall set forth standards for creation, storage, disposal, and other detailed treatment of documents to be handled at the core organization (hereinafter referred to as "Function Standards"), in accordance with the provisions stipulated herein. ### Article 3 (Definitions) Definitions of the terms used in this Policy shall be as set forth in the following items. 1. **"Documents"** shall mean approval documents, notification documents, reports, conference materials, correspondences, fax/telex transmissions, bills, various records, drawings, microfilms, photographs, video/audio media, electronic mail, and any other documents and electromagnetic records handled in connection with Company business (including those created by external parties, but excluding publications such as newspapers, magazines, and books, etc.). 2. **"Disks"** shall mean electromagnetic recording media, including floppy disks, CD-Rs, and DVD-Rs, etc. 3. **"Storage"** shall mean managing documents in any of the following methods and places for specified periods of time. Documents stored shall be referred to as "Stored Documents." 1. By the originals or write-protected disks, in lockable cabinets or desks, or designated warehouses. 2. By electromagnetic means, in access-controlled servers. **Footer** Confidential - Subject to Protective Order TAKJ-TPC-00000252 Source: https://www.industrydocuments.ucsf.edu/docs/jpjf0226