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

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

The principles for the management of information obtained during the conduct of the usage promotion services of the Specific Synchrotron Radiation Facilities, which the Japan Synchrotron Radiation Research Institute establishes as a Registered Institution for Facilities Use Promotion (hereinafter the Institution) based on the 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 consent of the user or contractor (hereinafter referred to as the “User”); provided, however, that this shall not apply to statistically processed and/or personally non-identifiable data and the information referred to in paragraph 2.3.

2. Information Management Method
In the implementation of the usage promotion services, the Institution shall manage the information as follows:
2.1 The Institution shall prevent the leakage of electronic data by implementing a thorough password management and that of paper-based data by providing safe and secure storage under lock and key. The Institution shall enter into a confidentiality agreement as needed upon request of the User. The Institution shall not disclose any confidential information obtained during the implementation of the usage promotion services.

2.2 Review of Public BL Research Proposals and Contract BL Installation Plans
The Institution shall require the external referees who are involved in the reviews of public BL research proposals and/or the contract BL installation plans to agree to the confidentiality requirements.

2.3 Announcement of Selection Results
The Institution shall make the following information publicly available on its websites regarding the selected public BL research proposals and contract BL installation plans and the experiments conducted:
(1) After the Selection
(i) Public BL Research Proposals
Proposal number, name of project leader, affiliation, country, beamline used, and the number of shifts allocated.
(ii) Contract BL Installation Plans
Name of representative, affiliation, and country.
(2) After the Completion of Experiments
Proposal number, title of experiment (in the case of proprietary research, experiment title for public announcement is made available), name of project leader, affiliation, country, beamline used, and the number of shifts allocated.

2.4 Reporting and Dissemination of Non-Proprietary Research Results
The Institution shall require project leaders to submit their experiment summary report within 60 days after completion of their experiments if their research is non-proprietary. The submitted experiment summary reports are then incorporated into the experiment summary report database and made publicly available on the website. In addition, they are also required to disseminate their non-proprietary research results in one of the following formats and register the published works with the Publications Database within three years after the end of the research term.
– Refereed journal article in which the proposal number is specified (incl. refereed proceedings, dissertation)
– SPring-8/SACLA Research Report
– Technical journal article approved by The Institution

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