Information Management Principles for Usage Promotion Services at Specific Synchrotron Radiation Facilities

1 April 2007
1 April 2011
1 October 2011
1 April 2012
Revised: 1 August 2014

The principles for the management of information obtained during the course of usage promotion services of specific synchrotron radiation facilities that Japan Synchrotron Radiation Research Institute has established as Registered Institution for Facilities Use Promotion (hereinafter the Institution) based on Article 10 (the Management of Information regarding Services and the Maintenance of Confidentiality), Paragraph (2) of the Rules of Service, are as follows.

1. Information management principles

The information obtained by the Institution in the course of usage promotion services shall not be disclosed without the consent of the user or contractor (hereinafter referred to as “User”); provided, however, this shall not apply to statistically processed and/or personally non-identifiable data and the information referred to in paragraph 2-2.

2. Information management process

In the course of usage promotion services, the Institution shall manage the information as follows.

1. The Institution shall prevent the leakage of electronic data by implementing thorough password management and the leakage of paper-based data by providing safe and secure storage under lock and key.
2. The Institution shall enter into a confidentiality agreement as needed upon the request of the User.
3. The Institution shall not disclose any confidential information obtained during the course of usage promotion services.

2-1. Review of public BL research proposals and contract BL installation plans

The Institution shall require external referees who are involved in the reviews of public BL research proposals (hereinafter referred to as the “Proposals”) and/or the contract BL installation plans (hereinafter referred to as the “Plans”) to agree to the confidentiality requirements.

2-2. Announcement of selection results

The Institution shall disclose the following information on its websites regarding the selected Proposals and Plans and the experiments conducted.

(1) After selection

1. Proposals
   Proposal number, name of project leader, affiliation, country, beamline used, and number of shifts allocated
2. Plans
   Name of representative, affiliation, and country

(2) After completion of experiments

Proposal number, title of experiment (in the case of proprietary research, experiment title for public announcement), name of project leader, affiliation, country, beamline used, and number of shifts allocated

2-3. Experiment Summary Report and research results

The Institution shall require project leaders to submit an Experiment Summary Report within 60 days after the completion of their experiments if their research is non-proprietary. All submitted reports will be compiled and made publicly available on the Website.
In addition, project leaders are also required to publish their non-proprietary research results in one of the following formats and register the published work with the Publications Database within three years after the end of the research term.

1. Refereed journal article in which the proposal number is specified (incl. refereed proceedings, doctoral thesis)
2. SPring-8/SACLA Research Report
3. Technical journal article approved by the Institution

Supplementary Provision
These Information Management Principles for the Usage Promotion Services at SPring-8 have been in force since 1 April 2007.
Supplementary Provision
These Information Management Principles for the Usage Promotion Services at Specific Synchrotron Radiation Facilities have been in force since 1 April 2011.
Supplementary Provision
These Information Management Principles for the Usage Promotion Services at Specific Synchrotron Radiation Facilities have been in force since 1 October 2011 (the provisions in 2-3 have been in force for Proposals from research term 2011B).
Supplementary Provision
These Information Management Principles for the Usage Promotion Services at Specific Synchrotron Radiation Facilities have been in force since 1 April 2012.
Supplementary Provision
These Information Management Principles for the Usage Promotion Services at Specific Synchrotron Radiation Facilities have been in force since 1 August 2014.