Impact on Examination Periods and Benefits of Online Residency Applications via Myna Portal#
The Immigration Services Agency of Japan (ISA) has been aggressively promoting the digitization of administrative procedures. Central to this initiative is the “Online Residence Application” system accessed via the Myna Portal. While physical visits to regional Immigration Services Bureaus were once mandatory, foreign residents possessing a “My Number Card” (Individual Number Card) can now submit applications for extensions or changes of status from the comfort of their homes or offices.
A primary concern for many applicants is whether utilizing the online application system shortens the examination period and what tangible benefits it offers. This article provides an objective analysis of the impact on processing times and the practical advantages of the system, based on current institutional mechanisms.
Relationship Between Online Application and Examination Period#
It is crucial to clarify first that filing an application online does not grant any legal “priority status” or result in a lenient examination. Whether an application is submitted over the counter or online, the strictness and fairness of the screening process remain identical under the Immigration Control and Refugee Recognition Act. However, in terms of practical workflow, online applications tend to positively influence the “total turnaround time” for results.
Elimination of Clerical Time Lags#
When applications are submitted on paper at a counter, immigration officials must manually input the information from the forms into their internal systems. In contrast, with online applications, the applicant enters digital data directly, which is instantly reflected in the ISA’s database. This eliminates the time required for data entry by staff, reduces the likelihood of transcription errors, and minimizes delays caused by illegible handwriting. Consequently, the “preparation phase” before an examiner actually begins reviewing the file is compressed, potentially leading to a smoother overall process.
Total Elimination of Travel and Waiting Times#
While not a reduction in the “examination period” per se, the reduction in “applicant commitment time” is drastic. At major immigration bureaus such as Tokyo (Shinagawa) or Osaka, it is routine for applicants to wait several hours just to submit documents. Including travel time, this often consumes half a day or a full working day. Online applications reduce this time expenditure to zero.
Specific Merits of Myna Portal Applications#
Beyond time efficiency, applying via the Myna Portal offers several significant advantages for mid-to-long-term residents.
1. 24/7 Application Availability#
Counter services are strictly limited to weekdays during business hours (typically 9:00 AM to 4:00 PM). The online system, however, is accessible 24 hours a day, 365 days a year (excluding system maintenance periods). This allows applicants to file applications at night after work or during weekends/holidays, eliminating the need to take paid leave to visit the immigration bureau.
2. Real-Time Status Tracking#
The online system allows applicants to check the current status of their application (e.g., Received, Under Examination, Completed) at any time. Traditionally, applicants had to wait in uncertainty for a notification postcard to arrive in the mail. The digital system provides greater transparency regarding the progress of the review.
3. Receipt of Residence Card by Mail#
Upon approval, there is no need to visit the immigration bureau again to collect the new Residence Card. By sending a designated return envelope (such as a registered mail envelope) to the bureau, the new card can be delivered directly to the applicant’s residence. This feature enables the entire process—from application to receipt—to be completed without a single physical visit to the bureau.
4. Simultaneous Family Applications#
If the primary applicant possesses a My Number Card, they can, under certain conditions, apply on behalf of their family members (e.g., a dependent spouse or children) simultaneously, even if the family members do not hold their own My Number Cards. This significantly reduces the administrative burden on the household.
Requirements and Technical Considerations#
To utilize this system effectively, the following prerequisites must be met:
- My Number Card: The card must have valid electronic certificates (for user identification and digital signature) embedded.
- IC Card Reader or NFC-Enabled Smartphone: A device is needed to read the My Number Card. Modern smartphones with NFC capabilities can often be used as card readers in conjunction with a PC.
- Computer (PC): Currently, the system is designed primarily for PC operation. While a smartphone can be used to scan the card, the data entry and document upload processes are generally optimized for a desktop environment.
- Digital Documents: Supporting documents (e.g., tax certificates, employment contracts) must be converted to PDF or image files (JPEG) for uploading.
Conclusion#
While online applications via Myna Portal do not legally guarantee a “fast-track” review, the digitization of data intake eliminates clerical bottlenecks, contributing to a more efficient processing timeline. Furthermore, the ability to completely avoid the physical congestion and travel associated with immigration bureaus represents an immeasurable benefit for foreign residents in Japan. For those who have the necessary digital environment, transitioning to online applications is highly recommended as the standard for future residency procedures.