Monthly report on risk management matters
We will report on our risk management and related undertakings from the perspective of recent news headlines.
- Data manipulation problems in pile driving construction
- At our PC DEPOT Ichihara Inter Store, it was ascertained that the construction data of pile driving was diverted by the Asahi Kasei Construction Materials Corporation.
While we have received notification from a construction company that states that there is no problem with security, the Company conducted self-inspection such as visually observing external appearances or checking inclination with a level gauge. At present, there are no problems with any of the store operations; however, we have requested the construction company to carry out appropriate inspections.
- Employees traveling overseas
- While the Group does not have any branches overseas, management departments are raising an alert for traveling overseas in accordance with certain situations.
We have confirmed no employee of the Group was traveling in Paris at the time of the terrorist attacks.
- Identity documents
- Regarding the identity documents we request from our staff upon hiring and from customers when providing our services, we have further streamlined and reassured the operation in checking the documents.
- Management Framework for Inclement Weather
- Knowledge improvement and a review of risks and warning systems are being carried out at the Cyber-Knowledge Center with regard to countermeasures to typhoons, heavy rain and other forms of inclement weather.
- Initiatives to Deepen the Understanding of Employee Policies and Other Matters
- Once a year, all regular employees carry out study activities to reconfirm their knowledge of company policy and management rules.
The company strives to standardize the knowledge level of its employees by having them revise shared issues such as content on company policy, laws and regulations and management rules, as well as job-specific issues such as market-related specialist knowledge, management procedures required for tasks and operational rules.
This training is taking place during this financial year from mid-August to early September.
- Hot weather alert
- Management departments have issued a heatstroke warning this summer. Depending on the weather and temperature outside, the Knowledge Center at the headquarters notifies stores to appropriately adjust the temperature inside the store and encourages employees to take regular breaks to drink fluids and stop working outside.
- A change of executives
- As key executives have changed, we ensured proper handover of job duties with the attendance of the staff of the General Audit/Internal Control Department and the auditor.
- A reminder regarding contagious diseases and complete reporting within the company
- Regarding seasonal and foreign contagious diseases, we have redoubled our efforts for management departments to issue warnings and for complete reporting within the company from our staff members that have become contagious or are at risk of becoming contagious.
- PC DEPOT's internal information security
- We continue to meticulously perform field audits and hold orientations on general information security. To reinforce these measures, we have made modifications regarding the safe use of the Internet and email services and have disseminated this information to all PC DEPOT employees and staff members.
- Renewal of director/employee oath
- PC DEPOT directors, executive officers and employees (including temporary employees) renew their commitment by signing a written oath every six months.
Each time items are added to the oath and revised according to societal trends and revisions to the laws, and it is carried out with the purpose of training employees on, sharing information about and reaffirming a commitment to compliance, business ethics and company regulations.
We renewed the oath for the first half of FY2015 in April.
- Strict adherence to the Subcontract Act
- Against the backdrop of accepting the demands the government is placing on large corporations and an increase in new initiatives resulting from changes in business conditions, PC DEPOT has once again taken painstaking measures to assure that the business it carries out with its customers is fair and is based on the Subcontract Act.
- Refusing purchases of used computers from minors (people under 20 years old) and refusing to enter into contracts with minors for our services
- We reaffirm that we do not purchase used PCs from minors.
Also, we do not enter into contracts with minors for our services that require a contract, including our premium services.
- Revising our paid vacation program
- We revised our program for taking paid vacation ahead of the anticipated change in the law and have begun implementing the program.
- Preventing the risk of signs falling during high winds
- In preparation for strong winds and inclement weather, at all of our stores we are carrying out voluntary inspections that use cameras and visual checks by our staff members
in addition to regular inspections of equipment outside our stores, including outer signs and installed objects.
- The hiring of senior citizen staff members
- We have begun hiring senior citizens (up to 75 years old) as staff members.
With the hiring of senior citizens, we have established work guidelines according to their age and are rigorously applying a highly flexible attendance system and other measures within the scope of those guidelines that accommodate their physical condition. Also, management sections at our headquarters are making sure that top priority is given to senior citizens' health with regard to their attendance.
- Internal document management
- We have revised our system for managing internal documents that fall within the scope of possibly containing trade secrets and are rigorously carrying it out. We are also implementing our revised pledge regarding the disclosure and inflow of confidential information.
- Launching FVNO business using optical lines
- In response to the requests of the Ministry of Internal Affairs and Communications, we have taken the following measures:
1. Promoting advertisements and announcements that comply with the Law for the Prevention of Unreasonable Premiums and Misrepresentation concerning Products and Services and other relevant regulations
2. Making the need to confirm the status of email addresses, providers, peripheral equipment services, etc. customers wish to continue using and accept their applications and set their equipment based on the agreements that allow such continued use fully known to all personnel
3. Making the need to explain the content of services and contracts and other matters to be confirmed fully known to all personnel and confirming the intentions of customer by obtaining their signatures
4. Making the need to verify the identity of subscribers at the store through driving licenses and other identification papers fully known to all personnel
5. Stepping up efforts to examine the sales management departments and audit the retail stores
- Making all-out efforts to gather the opinions of employees and disclose internal information
- In addition to the internal reporting and internal consulting systems, we listen to our employees' opinions by accepting suggestions and requests anonymously from all employees twice a year, having the president and relevant directors and division heads respond to all of them, and disclosing this information all employees.
Regarding matters that need improvement, the Company confirms the results mainly through internal audits carried out after the improvements have been made.
- Confirming users' identity at the time they use the service
- For our service products that combine a PC, a smartphone, and other devices in a package, we provide continuous support at the store after they are purchased.
From the viewpoint of providing support appropriately, we have made all of our employees fully aware of the need to confirm the identity of purchasers and users.
Efforts include asking users to come to the store as much as possible when they request initial settings for the equipment they purchase, when they confirm the areas in which support can be provided, and even when their family members make purchases on their behalf.
- Preventing inappropriate filling out of time sheets
- Following the cases in which other companies falsified the times on their part-time employees' time sheets, we reconfirmed that there was no such inappropriate practice aimed at reducing personnel expenses at PC DEPOT.
- Compulsory measures for tracking power plugs
- Following the revision of the act on power plugs, we have advised relevant manufacturers that we plan to take actions for our original power plug products for PCs and other devices in accordance with the revised act.