Challenges of Two Digital Archive Systems at the National Archivesof Japan
Dr. Sumio HATANO
Director-General, Japan Center for Asian Historical Records,
National Archives of Japan【Abstract】
The National Archives of Japan (NAJ) offers two digital archive services, the Japan Center for
Asian Historical Records (JACAR) established in 2001 and the Digital Archives of NAJ (DA) which
has begun to use in 2005 in accordance with the IT strategy of the Japanese Government.
Under the main mission of promoting “mutual understanding” between Japan and neighboring
Asian countries, JACAR releases Asia-related records dating from the early Meiji era to the end of thePacific war as digital data, come from holdings of Government agencies.
The two digital archives provide anyone the means to peruse, print, and download image-data ofrecords at anytime, from anywhere, at no charge. NAJ is also putting the emphasis on substantiality of
the cataloging function which searches for documents from digital contents, and it becomes possible tosearch for a catalog of all documents in DA.
NAJ holds many challenges about the development of a digital archive system. Much local archives
is faced with difficulties such as budget limitation, shortage of specialists, long-term preservation ofborn digital in particular. While NAJ is tackling these difficulties, we believe that the future lies indevelopment of a shared information infrastructure offering comprehensive access to documents held
across Japan.
In line with long-term vision which contributes to a digital archive network about historical
documents in East Asia, JACAR attempts to extend the coverage of database until the postwar era, andto collaborate with various digital archives in Japan through linking with other databases.
By sharing our experience and prospects for the future in our efforts, we hope to offer an useful
information for discussion to the common problems and technical difficulties we, as digital archivists
are facing around the world.
【Biography】
Dr. Sumio HATANO
From April 2014, he has been working as the Director-General of JACAR (Japan Center for
Asian Historical Records, National Archives of Japan), and until recently he was Professor ofJapanese Diplomatic History at the University of Tsukuba as well as Visiting Scholar at theReischauer Institute of Japanese Studies, Harvard University. His publications include many booksand articles on WW2 and diplomatic history of modern Japan in Japanese and English such as
coauthored “The End of the Pacific War:Reappraisals”(Stanford). He is also currently serving as theChief Editor of “Documents on Japanese Foreign Policy” at the Diplomatic Archives ofJapan,Ministry of Foreign Affairs.

151

Challenges of Two Digital Archive Systems
at the National Archives of JapanSUMIO HATANO(Director-General of Japan Center for Asian Historical Records,
National Archives of Japan)

2

Introduction

Main Points:
Challenges of the Two Digital Archives in the "Digital Age":－JACAR (est. 2001) & NAJ DA (est. 2005)－

JACAR - http://www.jacar.go.jp/

NAJ DA - https://www.digital.archives.go.jp/

16

1. Why Are There Two Different Digital
Archives?

3(1) JACAR (Japan Center for Asian Historical Records)
1994 PM Murayama "Peace, Friendship, and Exchange Initiatives"・Historical recognition problems: For mutual understanding& trust with neighboring countries
・Japan was less advanced: Preserving & declassifying
historical records and training archivists↓
2001

JACAR was established

1. Why Are There Two Different Digital
Archives?
(2) NAJ DA (National Archives of Japan Digital Archives)
2005 NAJ launched Digital Archives
2011

NAJ began to accept & store electronic public records↓Common Service Principles of the Two DAs:Historical records should be accessible"Anytime, Anywhere, to Anyone, Freely, and at No Charge"

174

2. The Accomplishments and Present
Conditions of the Two Digital Archives

5(1) JACAR (Japan Center for Asian Historical Records)
Digital Records: Japan's public papers & other materials to record
Japanese relations with neighboring Asian countries
in modern times (1868-1945)
Record Holding Institutions: 3 major organizations(NAJ, Diplomatic Archives of MOFA,NIDS (National Institute for Defense Studies) of MOD)
Number: About 2 million files, 30 million pages (as of 2016)(=75% of Diplomatic Archives, 90% of NIDS)
2017~ Digitization of Post-WWII Asian historical records (up to 1972)

2. The Accomplishments and Present
Conditions of the Two Digital Archives

6(2) NAJ (National Archives of Japan)
Digitization Project: For overall holdings of NAJ(Basic documents of Japan (e.g. Constitution of the Japanese
Empire), maps, paintings, "Cabinet Library" collected by theTokugawa regime)
Digitized Index: Entire collections of NAJ (=1.39 million materials)
Digitized Records: 0.18 million materials, 20.23 million pages(=13% of holdings)

18

2. The Accomplishments and Present
Conditions of the Two Digital Archives

7

Number of Images( x1000)

Increase in the Number of Digitized Images of JACAR & NAJ DA
35000
30000
25000
20000

JACAR

15000

NAJ Digital Archive

10000
5000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2010
2011
2012
2013
2014
2015
2016

0
Year

2. The Accomplishments and Present
Conditions of the Two Digital Archives

8(3) Collaborations between the Two Digital Archives
1. Maintaining Credibility of the Data
① Identical to the Original Records:
All data classifications & names should be identical to original
materials to prevent misunderstanding of historical context② Users can easily access original materials③ Digitized documents should not be selective but all should be
open to the public

199

2. The Accomplishments and Present
Conditions of the Two DAs(3) Collaborations between the Two DAs
2. Improvement of Search Functions (JACAR)
・Available for English search・Make initial 300 letters ofeach record searchable
in full-text→ significant improvementfor search functions

2. The Accomplishments and Present
Conditions of the Two Digital Archives

10(4) System Integration of the Two Digital Archives
Running Two (Inter-connected but Independent) DA Systems:→ Problems: Running cost & Need for efficient maintenance↓
System Integration:・integrating DA system infrastructure・introducing latest IT technology
Apr/2016 NAJ launched the new (integrated) DA system
Oct/2016 JACAR will launch the new (integrated) DA system

20

11

3. New Challenges of the NAJ(1) Preservation & Use of Electronic Public Records
2011~ NAJ began to accept & preserve "born-digital" records→ Essential for governmental officials to understandpreservation process of electronic public records
Search Result

Display of Electronic Public Records

12

3. New Challenges of the NAJ(2) Technical Support for Local Public Archives
NAJ promulgates "Standard Specifications of Digital Archive Systems"
to local public archives which have just limited human & financialresources↓
Create national & local Digital Archives network across Japan bytechnical support of standard specifications(now: 10 DAs)

21

13

3. New Challenges of the NAJ(3) Challenges for "Shared Infrastructure for Information Systems"
・Hurdles to set up nation-wide information systems infrastructure
・Lack of technology & staff for DA system in local public archives
・Vulnerability of original records & DA system by natural disasters↓
Introducing a Cloud Computing System・Share common platform for DA system
・Develop sustainable & durable information systems across Japan14

4. New Challenges of the JACAR(1) Provide Links to Other DA System for More Accessible Database
Linkage Method: ・Import index data from other DAs into JACAR
・Link to digital images of other DAs from JACAR- University of the Ryukyus Library (2013)- Institute for Economic & Business Research, Shiga University (2016)- Hokkaido Prefectural Library (in progress)(2) For Establishing the "Digital Archive Network" in East Asia
Can we build the "Digital Archive Network" to mutually connect withother leading Digital Archives in East Asia?

22

15Conclusions
Missions of Digital Archives as Historical Materials:→ Remove barriers to historical research for ordinary citizens& encourage wider perspectives of history→ Bridge between different historical interpretations for mutual
understanding (= reduce bias & prejudice in historical facts)
Future Visions of the Two Digital Archives:
・Build a nation-wide information system infrastructure in Japan・Establish the "Digital Archive Network" in East Asia

23