Business System Consultation Center - Our Business System ColumnVol.168 2025.10.01 Takahashi Minoru

Operation manuals are money pits — all effort, no reward

Thank you for your interest and continued support.
This is Takahashi from the Marketing Plan Research Laboratory.


"The attachment is password-protected."
"The password for the attachment I sent earlier is XX"


I imagine you all frequently receive
frequently.
This is a type of attachment security known as PPAP.


PPAP is said to be a uniquely Japanese practice.
Since its effectiveness is quite limited from a technical security standpoint,
and since those who claim to be IT security experts tend to be overly influenced by Western trends, everyone uniformly
that PPAP is meaningless, reduces productivity, is a vulnerability in itself, and must be stopped immediately,
and so on.
"Here is the password for the file I sent you earlier."


(While there are certainly circumstances surrounding the origins and history of PPAP, I will omit those details in this article.)


We are in favor of PPAP.
The reason is that “PPAP embodies the essence of Japanese business culture.”


To be perfectly honest,
(though I apologize to the "Westernized" IT security experts out there),
I assert that PPAP has the following undeniable benefits:
・Regardless of the technical details, it demonstrates a commitment to protecting information
・It avoids the risk of being perceived as having “low security” by business partners (especially major ones)
・Furthermore, PPAP serves as a form of courtesy or protocol


I am not well-versed in overseas practices, but in Japanese business,
following socially appropriate formalities at each stage of a transaction helps build trust.


Although these practices are certainly falling out of favor these days,
Obon and year-end gifts, New Year’s cards, paper documents, condolence telegrams and floral tributes, stamping with a seal, and so on…
all used to fall into this category.


PPAP is similar to the examples above
"By following proper procedures, we are showing you respect."
To clearly demonstrate and make this visible to your business partners,
a very useful method.


It is not uncommon for companies that stopped using PPAP on the advice of "Westernized" individuals
"Why did you stop using passwords?"


While technical rationality may be important,
demanding this of the world is both imposing and a mistake.
I feel that the reality of the Japanese business world is one where
and I feel that is the reality of the Japanese business world.


There are some exceptions, of course.
PPAP is, after all, a method designed to maintain smooth relationships with Japanese business partners.
If your company does business with overseas companies,
you should immediately discontinue the use of PPAP exclusively for emails sent to those overseas companies.
You should consider alternatives such as sharing via cloud storage or using dedicated encryption tools.
In such cases, since the suggestions of those with a “Western-leaning” mindset will be truly helpful,
there is no need for us to get involved.


PPAP is an expression of the Japanese “spirit of valuing form.”
It could also be described as “a source of comfort.”
Setting aside whether it is scientifically perfect, it demonstrates one’s attitude and consideration for the other party,
and that sense of reassurance is what provides our business partners with a small measure of comfort amidst their daily, hectic work.


What matters is
to weigh your company’s security standards against your relationship with clients
and finding the optimal balance;
and if there is truly something worth protecting, to enlist the help of experts and implement appropriate measures.
I hope you find this article helpful.


That's all, Thank you for reading.

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