XVIII. ICA Congress 2016, Seoul, South Korea“Archives, Harmony and Friendship”

Introducing Japanese Archives-Presentation HandoutsPrepared by the Japanese Speakers
on September 6, 7, 8 and 9, 2016
at COEX

National Archives of Japan

Table of Contents
Tue. September 6

09:00-12:30 Room 307A

Workshop: Restoration of Disaster-affected Documents in JapanThe Latest Restoration Techniques in Japan .................................. 1
Ms. Maki TAKASHINA(for Ms. Mutsumi AOKI, Associate Professor at NIJL)
Project Researcher
National Institute of Japanese Literature
How to Restore Documents Damaged by Water ............................ 11
Mr. Tomohiro AKUTSU
Chief of Conservation Section
National Archives of Japan

Tue. September 6 16:45-18:15 Hall E 1+2
Challenges of Two Digital Archive Systems at the
National Archives of Japan ............................................................. 15
Dr. Sumio HATANO
Director-General
Japan Center for Asian Historical Records
National Archives of Japan

Wed. September 7 09:45-11:15 Room 318
World-wide Spread of Conservation Using Japanese Paper ............ 24
Mr. Katsuhiko MASUDA
Vice-President
The Association for Study of Washi Culture

Wed. September 7

15:00-16:30 Hall E 1+2

The Japan-Australia Bilateral Cooperation in Archival Processing for
the Wartime Seized Company Records ........................................... 30
Ms. Junko AKIYAMA
Archivist
Sapporo City Archives
Collaborative Research with;
Dr. Hanako WADA
Mr. Daisuke ICHIKAWA
Dr. Hisayuki OSHIMA
Gakushuin University
Hokkai Gakuen University
Takachiho University
Dr. Hideyoshi YAGASHIRO
Dr. Masahito ANDO
Senshu University
Gakushuin University

Thu. September 8

11:45-13:15 Room 307

Records Management in the Digital Age ................................... 36
Mr. Hitoshi FUKUISenior Vice-President
National Archives of Japani

Fri. September 9

09:45-11:15 Room 307

Panel Presentations
Archives and Disasters: Japanese Strategies after Five Yearsfrom the Great East Japan Earthquake
Cultural Property Preservation after the Great East Japan Earthquake
and the Nuclear Power Plant Accident – 5 Years since the Disaster
Mr. Hidefumi SAMPEI
Chief Curator
Board of Education, Tomioka Town, Fukushima Prefecture, Japan........ 41

Initiatives for Rescuing Damaged Official Documents – The Case of
Rescue Team Dispatched by the National Archives of Japan ........ 58
Mr. Masaki KAKEHI
Chief of the Planning and Legal Affairs Section
General Affairs Division, National Archives of Japan

Fri. September 9

11:45-13:15 Room 318

Reconciling Japanese Archival Traditions with the New Demands of the
Global Age: Focusing on Business Archives in Japan ...................... 61
Mr. Takeo KATOH
President
National Archives of JapanICA Congress Workshop

Restoration of Disaster-affected Documents
Date: Tuesday, September 6

09:00-12:30

Program: Lecture (30 min.) by Ms. Maki Takashina, National Institute of Japanese Literature
Practicum (180 min.) by the Conservators of the National Archives of Japan
Mr. Tomohiro Akutsu, Ms. Saho Asaba and Ms. Shizuka Nagai
Venue: Room 307A
◎Registration is required via the website of the ICA Congress 2016◎

ii

Workshop: Restoration of Disaster-affected Documents in Japan
Ms. Maki TAKASHINA*
Project Researcher

Mr. Tomohiro AKUTSU

Chief of the Conservation Section
National Archives of Japan

National Institute of Japanese Literature【Abstract】

First, Lecture will be provided to give an introduction to the history of rescue activities and thechanging treatment methods for disaster-affected documents in Japan. The focus will be on how the
coping strategies were devised and subsequently improved during the two key turning points inJapanese disaster history (namely, the Great Hanshin Earthquake of 1995 and the Great Tohoku
Earthquake of 2011), as well as on current rescue activities (first response, triage or prioritization,
various forms of drying work, etc.). Future challenges in archive rescue work will be also discussed.
After the lecture, demonstration and hands-on practice will follow with a purpose to give as manyarchivists as possible some experience with the basic techniques used in those methods.
Demonstrations and practice session will involve the following: (a) Natural drying (air drying): Thismethod involves placing the wet documents vertically, and drying them by air with equipment suchas a fan. (b) Absorption drying: This method involves placing sheets of absorbent paper between
each page to absorb water and dry the document. (c) Washing and air streaming: This method wasdevised by the Tokyo Document Recovery Assistance Force, a volunteer group formed to rescue
documents damaged in the Great Tohoku Earthquake. The system incorporates cleaning and drying
methods which had been used outside of Japan, and is designed to be carried out in the manner offlow production. (d) Prep work for vacuum freeze-drying: With this method, documents are frozen
and then placed in a vacuum so that the water sublimates directly from a solid to a gas. Because thismethod requires the use of a vacuum freeze drying machine, in this workshop, participants will
experience the pretreatment stage only.
【Biography】
Ms. Mutsumi AOKIAssociate Professor at the National Institute of Japanese Literature (NIJL). She has been playing
a leading role in projects to rescue records damaged by the Great East Japan Earthquake of 2011. Her
major focus of research has been archival preservation since she first joined NIJL in 1981. Her
long-time contribution to enhance a better understanding on the importance of archival preservation
brought her an achievement award from the Japan Society for the Conservation of Cultural Property
in 2012. She also has rich teaching and training experience at various institutions including the
Graduate School of Fine Arts at the Tokyo University of the Arts. She holds a bachelor's degree inhistory from the Rissho University.
Mr. Tomohiro AKUTSU
Chief of the Conservation Section at the National Archives of Japan (NAJ). He joined NAJ in
2007, after he had finished a course on paper conservation at the Istituto per L'Arte e il Restauro,
Palazzo Spinelli in 2005.
*

Ms. Maki TAKASHINA will read the text prepared by Ms. Mutsumi AOKI, Associate Professor
at the National Institute for Japanese Literature.

1

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ƐƚŽƌĞƌŽŽŵǁĂƐůŽĐĂƚĞĚ ŽŶƚŚĞĨŝƌƐƚĨůŽŽƌŽĨƚŚĞƚǁŽͲƐƚŽƌǇďƵŝůĚŝŶŐ͘dŚĞůŽǁĞƌƚŚƌĞĞƐƚĂĐŬƐĂƚƚŚĞďŽƚƚŽŵŽĨƚŚĞĞŶƚŝƌĞƐŝǆƐƚĂĐŬƐŽĨƚŚĞƐŚĞůǀĞƐǁĞƌĞƐƵďŵĞƌŐĞĚ͘dŚĞƐŚĞůǀĞƐǁĞƌĞƉŽǁĞƌͲŽƉĞƌĂƚĞĚ͖ĂůƚŚŽƵŐŚůŽĐĂůŽĨĨŝĐŝĂůƐƚŽŽŬŽƵƚƚŚĞĚŽĐƵŵĞŶƚƐŝŶƚŚĞďŽƚƚŽŵƐƚĂĐŬ͕ƚŚĞǇĐŽƵůĚŶŽƚŵŽǀĞĞǀĞƌǇƚŚŝŶŐŽƵƚďĞĐĂƵƐĞƚŚĞƉŽǁĞƌǁĂƐŽƵƚ͘dŚĞƐŚĞůǀĞƐǁĞƌĞƐƵďŵĞƌŐĞĚďĞĨŽƌĞĞǀĞƌǇƚŚŝŶŐǁĂƐŵŽǀĞĚŽƵƚ͘dŚĞƉŚŽƚŽƐƐŚŽǁƚŚĞďŽŽŬƐƚŽƌĞƌŽŽŵƚŚĂƚƚǁŽǁĞĞŬƐŚĂǀĞ ƉĂƐƐĞĚ ĨƌŽŵƚŚĞĚŝƐĂƐƚĞƌ͘dŚĞďŽƚƚŽŵƐƚĂĐŬŝƐĞŵƉƚǇďĞĐĂƵƐĞƚŚĞĚŽĐƵŵĞŶƚƐǁĞƌĞŵŽǀĞĚŽƵƚ͘㻠㻚㻟㻚㻞㻌㻌dŚĞŝƐĂƐƚĞƌ^ŝƚƵĂƚŝŽŶŽĨ:ŽƐŽŝƚǇ,ĂůůƉƉƌŽǆŝŵĂƚĞůǇϮϬ͕ϬϬϬĚŽĐƵŵĞŶƚƐƚŚĂƚĂƌĞƚŽďĞƉƌĞƐĞƌǀĞĚƉĞƌŵĂŶĞŶƚůǇǁĞƌĞĚĂŵĂŐĞĚĂƚ:ŽƐŽŝƚǇ,ĂůůďǇƌŝǀĞƌǁĂƚĞƌ;ĨƌĞƐŚǁĂƚĞƌͿ͘ŵŽŶŐƐƵĐŚĚŽĐƵŵĞŶƚƐ͕ƚŚĞƌĞĂƌĞĂƌĐŚŝǀĞƐŽĨĂĚŵŝŶŝƐƚƌĂƚŝǀĞĚŽĐƵŵĞŶƚƐƚŚĂƚƚŚĞĐŝƚǇƚŽŽŬŽǀĞƌĨƌŽŵƚŚĞĂŵĂůŐĂŵĂƚĞĚƚŽǁŶͬǀŝůůĂŐĞďĞĨŽƌĞĂŵĂůŐĂŵĂƚŝŽŶĂŶĚƚŚĞŽĨĨŝĐŝĂůĚŽĐƵŵĞŶƚƐĐƌĞĂƚĞĚĂĨƚĞƌƚŚĞĂŵĂůŐĂŵĂƚŝŽŶ͘dŚĞǇĂƌĞŚŝƐƚŽƌŝĐĂůƌĞĐŽƌĚƐƚŽƐĞĞƚŚĞƚƌƵƚŚŽĨƚŚĞĂĚŵŝŶŝƐƚƌĂƚŝǀĞŵĂŶĂŐĞŵĞŶƚ͘ĨĨĞĐƚĞĚĚŽĐƵŵĞŶƚƐĂƌĞƚŚĞ ĚŽĐƵŵĞŶƚƚŽďĞ ƉƌĞƐĞƌǀĞĚ ƉĞƌŵĂŶĞŶƚůǇ͘ dŚĞǇ ĂƌĞŵĂŶĂŐĞĚĂƐ ĂƌĐŚŝǀĞƐ ƌĂƚŚĞƌ ƚŚĂŶ ŚŝƐƚŽƌŝĐĂů
ƌĞĐŽƌĚƐ͘ EĞĐĞƐƐĂƌǇĚŽĐƵŵĞŶƚƐŽŶƚŚĞďƵƐŝŶĞƐƐ ĂƌĞ ŵĂŶĂŐĞĚďǇƚŚĞƌĞůĞǀĂŶƚ
ƐĞĐƚŝŽŶ͕ ƚŚĞƌĞĨŽƌĞ͕ƚŚĞǇĂƌĞŶŽƚƵƐĞĚƚŽďƌŽǁƐĞĨƌĞƋƵĞŶƚůǇ͘ ĂĚŽĐƵŵĞŶƚŝƚǁĂƐƉŽƐƐŝďůĞƚŽŵŽǀĞƚŽƚŚĞĂƌĞĂ͘ &ŽƌƚŚŝƐƌĞĂƐŽŶ͕ƚŚĞƐĞĚŽĐƵŵĞŶƚƐ ǁĞƌĞ ƉŽƐƐŝďůĞƚŽďĞŵŽǀĞĚƚŽŽƵƚƐŝĚĞ ŽĨ ƚŚĞ ƚŽǁŶ͘dŚĞĚĂŵĂŐĞĚĚŽĐƵŵĞŶƚƐǁĞƌĞƐŽĂŬĞĚ͘dŚĞƌĞǁĞƌĞĞŶǀĞůŽƉĞĚĚŽĐƵŵĞŶƚƐǁŚŽƐĞĞŶǀĞůŽƉĞƐǁĞƌĞĚŝĨĨŝĐƵůƚƚŽƉĞĞůŽĨĨďĞĐĂƵƐĞǁĂƚĞƌĞŶƚĞƌĞĚƚŚĞĞŶǀĞůŽƉĞƐĂŶĚĂůŽŶŐƚŝŵĞŚĂĚƉĂƐƐĞĚǁŝƚŚŽƵƚĚƌĂŝŶŝŶŐ͘ƐĂƌĞƐƵůƚ͕ƚŚĞĚŽĐƵŵĞŶƚƐĂŶĚƚŚĞĞŶǀĞůŽƉĞƐĂĚŚĞƌĞĚƚŽŐĞƚŚĞƌĨŝƌŵůǇ͘ůƐŽ͕ŵŽůĚŐƌĞǁŽŶƚŚŽƐĞƉĂƌƚƐĞǆƉŽƐĞĚƚŽĂŝƌ͘ůĂĐŬŵŽůĚĞƐƉĞĐŝĂůůǇƉƌŽůŝĨĞƌĂƚĞĚ͘:ĂƉĂŶĞƐĞƉĂƉĞƌŝƐƵƐĞĚĨŽƌŵŽƐƚŽĨƚŚĞĚŽĐƵŵĞŶƚƐ͖ƚŚĞƌĞǁĞƌĞĚŽĐƵŵĞŶƚƐĚĂŵĂŐĞĚďǇŝŶƐĞĐƚƐĂŶĚƌĂƚƐďĞĨŽƌĞƚŚĞĚŝƐĂƐƚĞƌ͘

6㻠㻚㻠 DĂƚĞƌŝĂůhƐĞĚĨŽƌEĞǁZĞƐĐƵĞĂŶĚZĞƐƚŽƌĂƚŝŽŶDĞƚŚŽĚƐ;ϮͿ

㻠㻚㻠 DĂƚĞƌŝĂůhƐĞĚĨŽƌEĞǁZĞƐĐƵĞĂŶĚZĞƐƚŽƌĂƚŝŽŶDĞƚŚŽĚƐ;ϭͿWĂƉĞƌƚŽǁĞůƐ
^ŽůĚĂƚƐƵƉĞƌŵĂƌŬĞƚƐĂŶĚŚŽŵĞĐĞŶƚĞƌƐ͕ƚŚĞƐĞĂƌĞĞĂƐŝůǇĂǀĂŝůĂďůĞĞǀĞŶŝŶĚĞǀĂƐƚĂƚĞĚĂƌĞĂƐ͘ǆĐĞůůĞŶƚůǇĂďƐŽƌďĞŶƚ͕ǁĞƵƐĞĚƚŚĞŵŝŶŽƌĚĞƌƚŽĂĐĐĞůĞƌĂƚĞĚƌǇŝŶŐŽĨƚŚĞĚŽĐƵŵĞŶƚƐ͘ĂƌĚďŽĂƌĚƐĂŶĚǁŝĐŚĞĚďĞƚǁĞĞŶƉĂƉĞƌƚŽǁĞůƐ
DŽƐƚŽĨƚŚĞƌĞůŝĞĨƐƵƉƉůŝĞƐĂƌƌŝǀŝŶŐĂƚƚŚĞĚĞǀĂƐƚĂƚĞĚƐŝƚĞƐǁĞƌĞƉĂĐŬĞĚŝŶĐĂƌĚďŽĂƌĚďŽǆĞƐ͖ƚŚĞƌĞĨŽƌĞ͕ƚŚĞƌĞǁĞƌĞƉůĞŶƚǇŽĨĐĂƌĚďŽĂƌĚďŽǆĞƐĂǀĂŝůĂďůĞ͘DŽƐƚŽĨƚŚĞĚŽĐƵŵĞŶƚƐǁĞƌĞϰƐŝǌĞ͘tĞĐƵƚƚŚĞĐĂƌĚďŽĂƌĚŝŶƚŽϯƐŝǌĞĂŶĚƐĂŶĚǁŝĐŚĞĚŝƚďĞƚǁĞĞŶƉĂƉĞƌƚŽǁĞůƐ͘tĞĐŽŶƐƵŵĞĚůĂƌŐĞƋƵĂŶƚŝƚŝĞƐŽĨĐĂƌĚďŽĂƌĚ͕ďƵƚŝƚǁĂƐĞĂƐǇƚŽŵĂŬĞ͘tĞĐŽƵůĚĂƐŬǀŽůƵŶƚĞĞƌƐŝŶƌĞŵŽƚĞĂƌĞĂƐƚŽŵĂŬĞĂŶĚƐĞŶĚƚŚĞŵ͘&RUUXJDWHG
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sĂĐƵƵŵ ĨƌĞĞǌĞͲĚƌǇŝŶŐ
ZŝŶƐŝŶŐ dĞĐŚŶŝƋƵĞƵƐŝŶŐĨůŽĂƚŝŶŐďŽĂƌĚƐ dĞĐŚŶŝƋƵĞƵƐŝŶŐĂŝƌƐƚƌĞĂŵ

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㻠㻚㻣㻚㻢 KƉĞŶŝŶŐƚŚĞŽŽŬůĞƚƐĂŶĚůĞĂŶŝŶŐ

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Workshop: How to Restore Documents Damaged by Water

1. Absorb Water and Dry〈Mainly applicable to〉
Documents with minor water damage〈Procedure〉(1) Keep a Record and Take Photographs
・

Keep a record of information about the damaged documents, and take theirphotographs.

(2) Absorb Water and Dry1) Put a piece of paper towel between the pages of a document.
2) In the same manner, put a piece of paper towel between all the pages thatcan be opened.
- You do not have to force open all the pages.
3) Press the entire document gently to absorb water with the paper towels.
4) Replace the paper towels with new ones.
5) Repeat the same process.
- If you are to treat more than one document at the same time, put paper towels
in all the documents first and then come back to the first document to replace
the paper towels.
(3) Arrange and Store11

2. Clean and Dry【*】〈Mainly applicable to〉
・ Water-damaged documents severely covered with dirt
・ Especially the documents damaged by seawater〈Procedure〉(1) Keep a Record and Take Photographs
・

Keep a record of information about the damaged documents, and take theirphotographs.

(2) Dismantle and Number
1) If the document has cover sheets, take out the body text from the coversheets.
2) Put numbers on each page of the body text.

(3) Dry-clean
Remove the dirt, sand, dust, and mold, etc. adhered to the surface of the
document using brushes, microfiber cleaning cloths, and spatulas, etc.

12

(4) Disinfect by Ethanol
Spray ethanol for disinfection on each page of the documents to dissolve molds.

(5) Wash
1) Prepare a vat filled with water and a plastic foam board.
2) Sandwich a page of the document between two mesh screens.
3) Place the document sandwiched between the mesh screens on the plastic
foam board. Submerge the screens in water, and remove the dirt etc. using
brushes.

13(6) Dry and Flatten
1) Remove the document from the mesh screens. Sandwich the document
between non-woven cloth sheets. Use water absorption cloth to absorb water.
2) Sandwich the document covered by non-woven cloth sheets between two
corrugated paperboards or paper filters.
3) Pile up the corrugated paperboards or paper filters. Apply wind from theside using an electric fan to air-dry.

(7) Arrange, Rebind and Store
1) Remove the pages of the document that are now dry and flat. Put them into
numerical order.
2) If the document can be bound easily as a volume or in a file, bind the pages
again. As for the documents in other forms, compile the pages and tie in abundle with a string, or put them in an envelope for storage.
【*】This cleaning and drying technique was devised by “Tokyo Document
Recovery Assistance Force,” a volunteer group that was set up in order to savethe documents damaged by the tsunami generated by the Great East Japan
Earthquake. This technique is designed to enable non-conservators to worksafely. For details, please visit the following website of “Tokyo Document
Recovery Assistance Force” (http://toubunq.blogspot.jp, accessed on March
19, 2016).

14

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 the
Pacific 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 books
and 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 the
Tokugawa 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 improvement
for 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 & financial
resources↓
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

15

Conclusions
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

World-wide Spread of Conservation Using Japanese Paper
Mr. Katsuhiko MASUDA
Vice-President
The Association for Study of Washi Culture【Abstract】
Japanese paper is now widely used as conservation material for archives around the world and isthereby contributing to extending the life of original paper-based records. This presentation aims toreview how Japanese paper acquired this popularity as conservation material. As is well known in theart, Japanese historical paintings, documents, and mounting are inseparable. Many of Japanesepaintings and documents are done on silk or paper which is too delicate for long term preservation
and/or handling for display. This necessitated re-mounting about every 100 years. Accordingly,
repeated re-mounting brought the development of conservation technique and selection of suitable
paper materials for mounting such as Kozo, Gampi, and Mitsumata.
It was the flood in Florence in 1966 when Japanese paper was first spotlighted as material forarchival conservation. European paper conservators who engaged in the rescue activity recognized its
potential as good material for treating the water-damaged objects. Since the Florence flood, both
Japanese and European conservators have contributed to spread the Japanese conservation techniques.
In the international arena, International Center for the Study of the Preservation and Restoration ofCultural Property (ICCROM) has organized many training sessions on Japanese conservation
techniques since 1977. Numerous reference articles on conservation methods using Japanese paper
were published in Europe and the US. Japanese paper suppliers have also played an important role forthe spreading of Japanese paper to the world. Nowadays Japanese paper makers have developed new
types of paper with traditional fibers and keep exploring new conservation techniques for documents.
As a result of various collaboration by conservators and institutions both in Japan and abroad,
Japanese paper has successfully established its reputation as excellent material for conservation.
【Biography】
Mr. Katsuhiko MASUDA was born in Tokyo on 9th July 1942. Soon after his graduation with
BA in Agriculture in 1965 at the Tokyo University of Education, he worked at the Endo Tokusuiken
studio, Conservation of Japanese historical paintings and documents. From 1973 to 2000, he worked
as a researcher and conservator at the Department of Restoration Technique, Tokyo National
Research Institute of Cultural Properties. From 2000, the Showa Women's University, as a professor
in charge of study on conservation of paper, paintings and documents. Has conducted 7 JapanesePaper Conservation courses with collaboration of ICCROM since 1992. His main interests aretechniques in conservation and history of paper making and traditional mountings. The studies onancient paper making in Japan "Technical Study on Paper Making in the Nara Period (7-8th
CENTURY)" have clarified the characteristic of ancient paper which could not be reproduced bytraditional technique of present day. The results of his study provides appropriate paper for
restoration treatment of ancient paper document. "Micro dots adhering and transfer application of
paste for paper conservation" provides semi-dry pasting for hinging and minor repairing.

24Worldwide Spread of Conservation Using Japanese Paper
Japanese paper is now widely used as a material in conservation methods for archives aroundthe world and is thereby contributing to extending the life of original paper-based records. This
presentation aims to review how, as a result of global interaction among conservation
professionals, Japanese paper acquired this popularity as a conservation material.
1. Introduction
Flimsy materials, primarily silk or paper, are used as base materials and supports for Japanesepaintings or documents. For this reason, Japanese paintings and documents are vulnerable todamage and require restoration whenever they are damaged. It is this regular work of restorationthat makes it possible for paintings and documents to be preserved for posterity. In other words,
there is a physical need that demands repeat restoration. I would therefore argue that such frequent
restoration encourages the evolution of restoration techniques and, as a consequence, becomes acatalyst for new restoration techniques that stand the test of time.
Japanese paper (washi) is used for various types of restoration such as for hanging scrolls(kakejiku), folding screens (byobu), sliding doors (fusuma), papering, and so on. As it has so manydifferent uses, Japanese paper comes in many textures and thicknesses. This gives Japanese paper anumber of different properties. It is (1) always compatible with the paper of the area being
reinforced/restored; (2) easy to apply and sufficiently softens when soaked with water; (3)transparent; and (4) strong when it is folded. As Japanese paper is basically a fiber mat made ofloosely-tangled long strong fibers, it can be easily molded in a humid environment. When it is usedin restoration, even thin, frail, and nondirectional Japanese paper such as Tengujoshi provides great
benefits. Japanese paper blends seamlessly with the surface of a painting since the moderateamount of starch contained within it makes it adherent. Among with a host of traditional techniques
performed by craftsmen in which water is frequently used, Japanese paper is of great use.
The other special characteristic of Japanese paper is that it is alkaline. To extract fibers forJapanese paper, natural alkaline materials such as wood ashes and lime, as well as chemical soda,
are used. Their residues make the finished paper mildly alkaline. This, consequently, serves to deteracid deterioration which accounts for most of the chemical deterioration of paper, or deterioration
prompted in the acid side.
2. Propagation of Japanese paper as a materialand Japanese techniques to the West
Before the World War II, some of the galleries and museums in the West which had trouble
restoring paintings and documents from the Far East invited hyogu (mounting) artisans from Japanor other countries to do the work for them. However, their techniques seemed to have never
become widespread among conservation specialists of paper art in the West. For example, The
British Museum holds manuscripts and documents collected from Dunhuang, China. One of themwas discovered to be lined with a thick piece of paper, apparently wrapping paper, which aJapanese or Chinese specialist would never do. This poor piece of restoration was obviously25performed by some European specialist who had no knowledge of the techniques used with oriental
paper.
In 1959, a shocking claim was made in the United States regarding the preservation andconservation of paper materials such as books and documents. In his book entitled “Deteriorationof Book Stock, Causes and Remedies”, William Barrow warned that the acidic materials containedin the paper itself has a considerable impact on the life of books and documents, and that much of
the human wisdom recorded in books would be lost in the near future. So when millions of items
that were damaged by the flood of the Arno River in Florence, Italy in 1966, were rescued andrestored, the acid paper issue had already become well known as a serious matter in Europe and theUnited States.
However, it wasn’t until 1980 that the issue of acid in paper became known to the Japanesepublic. Back in 1966, traditional Japanese restoration workshops were not yet aware of the issue.
The Association for Conservation of National Treasures, a group of traditional restorers in Japan,
sent Japanese paper to Florence but this was not because they had noticed its neutral to mildly
alkaline pH.
I have no idea how the Japanese paper was actually used after being donated to Florence
immediately after the flood. But imagine how useful it must have been for the Western restorers
who had gathered at the site to have tons of hand-made paper with not only usable physicalproperties, but also neutral to mildly alkaline pH. I believe that the experts who were well aware of
the problem of acid in paper must have really appreciated the benefits of Japanese paper: elastic but
strong, usable, and acid-free. I really think that the 1966 flood in Florence was a landmark eventthat encouraged the spread of Japanese paper in the Western world following the realization byexperts that Japanese paper is an excellent material for conservation as it frees from the problem of
the acid found in other types of paper.
3. Propagation of Japanese techniques through technical training
Keiko Mizushima Keyes came to Japan and trained in hyogu techniques only a month after the
Florence flood. She subsequently studied Japanese pictures of everyday life (ukiyo-e) with her
husband, Dr. Roger Keyes, and published articles and books about restoration techniques based onwhat she had learned in Japan. In 1975, she opened an independent conservation studio for art on
paper and taught seminars at several universities. Ms. Keyes was only 50 when she died a year
after she gave a presentation entitled "Japanese print conservation, an overview" at the IIC
Conference in Kyoto in 1988. She earned my undying admiration for how she provided technicaltraining courses for more than twenty years and did so much to promote Japanese paper andJapanese techniques among paper conservators.
In 1976 and 1977, I gave demonstrations of the process of making folding screens in Rome,

26

Italy. Subsequently from 1980 to 1981, I was sent to International Centre for Conservation Rome(ICCROM) in Rome to give practical training in Venice, Rome, and the United States. I taught
some of the basic techniques during a three-week course for mounting hanging scrolls which could
be applied to work with Western artworks.
I subsequently travelled overseas to provide practical training on a request basis. From 1992
with Mr. Kazunori Oryu, I taught technical training courses in Japan, which were hosted jointly by
the Tokyo National Research Institute of Cultural Properties (TNRICP) and ICCROM. In 2000, I
became a university professor and have since lectured on conservation techniques for Japaneselacquerware and paperware every other year at TNRICP, which became the National ResearchInstitute for Cultural Affairs, Tokyo (NRICPT), an independent administrative institution, in 2001.
In addition, I have cohosted training courses and have dispatched lecturers to Latin America with
ICCROM in order to further promote the techniques. In the meantime, Mr. Oryu, who is no longer
with NRICPT, has given technical training courses in Germany and France. Training courses on
Japanese conservation techniques have been constantly held inside and outside Japan to facilitate
the renewal of a generation of conservation specialists who have mastered Japanese techniques.
4. Propagation of techniques through the publication of process records
In 1977, TNRICP published a book called “Science in Hyogu”, in which I illustrated theprocess of mounting hanging scrolls and the restoration process. This book was later translated into
English in Canada.
In 1979, the Foundation of the American Institute for Conservation of Historic and Artistic
Works published “Japanese Scroll Paintings: A Handbook of Mounting Techniques”, which was
written by Masako Koyano.
The great surge in interest in the conservation techniques for art on paper came to a head in1976 when “The Paper Conservator” was published. The journal was another platform for the workon paper materials that was being detailed in the existing journal, “Studies in Conservation”, which
had been published by the International Institute for Conservation of Historic and Artistic Works(IIC). An article in its third issue picked up on three types of Japanese paper and dealt with theapplications of their characteristics and usability.
The ninth issue in 1985 featured hyogu and introduced techniques for hanging scrolls as well as
the karibari process, while the 30th issue, published in 2006, featured techniques from the Far Eastand covered the phenomenon of Japanese techniques being applied to Western collections, among
with other reports from China and South Korea.
Materials used in the training, which began in 1992, were only in English. However, at
NRICPT, training materials are now prepared in both Japanese and English and distributed totrainees.
As just mentioned, through our practical training courses, as well as the distribution of therecords of training details and materials, we are indirectly supporting our trainees to become27lecturers and so be able to provide training when they return to their countries.
5. Exporting Japanese paper as a conservation material
Almost all of the pages of Japanese paper sample books obtained by overseas art museums
during the 1970s had decorative patterns and only a couple of types of blank white Japanese paper
attached at the end of the book for the purposes of patching/repairing. In 1984, one exporter started
distributing Japanese paper with descriptions relevant to conservation staff, such as material fibers,
pH, thickness, size, suitable boiling agents, etc. This exporter’s shop stopped using the names of
paper traditionally used by exporters, and instead adopted a coding system in which the same code
always represents exactly the same type of paper. Previously, two sheets of paper with the same
name were quite frequently in different qualities and different colors. Today, an increasing numberof shops are exporting Japanese paper as a conservation material with data such as the pH attachedto each sheet, and this has become standard practice.
6. Studies by Japanese paper users
Paper cultural property conservators all over the world are independently studying the physicalcharacteristics of Japanese paper to learn how they can best use it as a material to protect their own
country’s cultural properties. The results of one of the most systematic studies are listed in “A
Study of the Quality of Japanese Papers Used in Conservation”.
In this study, 84 sheets of Japanese paper were collected from one Japanese and four US
producers, and their fiber composition and pH were compared.
In terms of fibers, the study concluded that the best fiber source for the purposes ofpreservation is paper produced from the mulberry tree (kozo plant), while the study regards wood
pulp as unsuitable for such purposes. Therefore, types of Japanese paper that are produced usingwood pulp are rated lower, among which paper that has been produced using a mechanical pulp
appears, according to the study, to be more susceptible in terms of durability and endurance. Fibers
were studied based on the TAPPI standard (T-401 om-82) and the TAPPI test (T-509om-83 forpH), using the cold water extraction method.
55 sheets, or 65.5% of all of the 84 sheets of paper studied were made from 100% bast fibers,
such as trees of paper mulberry, gampi, and mitsumata. 40 sheets, or 72.7% of these 55 sheets ofpaper were kozogami (Japanese tissue made from the mulberry tree). However, wood pulp was
found in 23 sheets, or 27.4% of all types of paper.
One of the most peculiar types of paper was called Uda Usukuchi, which has a fiber
composition of 95% kozo, 5% ramie, and a trace of gampi. Two sheets of paper made from 100%abaca (Manila hemp) fibers were also sold as a member of the Japanese paper family.
In terms of pH measurement, most types of paper were neutral to alkaline, but the pH of only
one paper, which was made from 60% paper mulberry and 40% wood pulp, was 5.0. The results ofthe paper exported from the Japanese producer that I mentioned earlier matched the descriptions
provided by the shop on all counts.

28

7. Japanese paper sample books printed in JapanOf all the Japanese paper sample books that I have obtained in Japan, two are entitled“Japanese paper for preservation and restoration/conservation” and both contain English
translations. Let me give you some examples of the descriptions of Japanese paper’s physicalcharacteristics from sample books and let’s take a look at an aspect of the sales of Japanese paper
as a conservation material.
1) The paper samples from the Japanese paper sample book which was produced incommemoration of the 1983 International Paper Conference held in Kyoto, provides thefollowing items of data in both Japanese and English: sample number, name, size (inmillimeters), origins, materials, usage, and characteristics. The book contains 40 sheets ofpaper in total, including 17 uncolored/color free and two types of cardboard for woodblock
printing.
2) Since the opening of the shop in 1984, the sample book produced by Paper Nao has contained
Japanese paper for the purpose of the restoration of cultural properties with data provided inJapanese and English. The English version of the sample book is also available with a list ofdata including nine items: name, size, minimum price, weight, materials, cooking, drying,
pH-value, and notes.
3) “The Manufacturing Process of Tosa Hand Made Japanese Paper”, which was printed in 1990,
outlines the manufacturing process in Japanese and English with a description list of 18 Tosa
paper samples attached. Listed amongst the five data items are sample number,
artist/manufacturer name, materials, boiling agents, and the drying method. In “Materials,” thequality of materials, such as “100% whitened (hon sarashi)”, “60% whitened (rokubu
sarashi)”, and “machine-made” are also noted.
4) “Masumi Japanese Washi Paper for Restoration vol. III”, which was printed by Masumi
Corporation in January 2007, contains 46 hand-made Japanese paper samples and eightmachine-made Japanese paper samples. Each sample includes seven data items in Japanese andEnglish (sample number, name, weight in monme and grams, size in centimeters, materials,
boiling agents, and the drying method). The feature of this sample book is that weights arepresented in a range such as “3.1 – 3.2 monme”, which indicates that the same type of paper
actually comes in range of thicknesses.
8. Conclusion
Japanese techniques are very simple and don’t require any large or complicated machines ortools, so they are easy to introduce at workshops once you master them. Materials are
manufactured by traditional techniques and it is a historically proven fact that they remain stable
for a prolonged period of time. In terms of price, they are always available at a reasonable price.
This is because in Japan you can still find many Japanese paper workshops in full operation, as
compared to Europe and the United States. Conservators recognize these advantages and use
Japanese paper because they highly prize its functionality, rather than because of its artistic beauty.
In that respect, I feel a bit dissatisfied as a lover of Japanese paper. Thank you for your attention.

29

The Japan-Australia Bilateral Cooperation in Archival Processing for
the Wartime Seized Company Records
Ms. Junko AKIYAMA
Archivist
Sapporo City Archives

Collaborative research with;

Dr. Hanako WADA
Gakushuin University
Dr. Hideyoshi YAGASHIRO
Senshu University

Mr. Daisuke ICHIKAWA
Professor, Hokkai Gakuen University
Dr. Masahito ANDO
Gakushuin University

Dr. Hisayuki OSHIMA
Takachiho University【Abstract】
This paper looks at the records of Australian-based Japanese companies seized by the Australian
government during World War II, and are currently held by the National Archives of Australia(NAA). By tracing the collection’s formation process and examining recent joint efforts between
Japan and Australia to arrange and put these records to good use, it chronicles a definitive shift in therelationship of the two countries, whereby the records symbolize developing friendship. This paper
addresses two key issues. It first discusses the actual process of how this collection of the wartime
requisitioned documents was formed and transferred to the custody of the NAA, with reference tothe political and diplomatic backgrounds as well as its current legal status. Secondly, it explains
about a joint project of Japanese and Australian archivists and historians to arrange and utilize theserecords, an endeavor initiated in 2003 and still in progress. The outcomes of their work have alreadybeen utilized in the NAA activities. In the coming years, with the aim to foster shared memories andreconciliation between Japan and Australia, further collaboration is expected to take place over thiscollection for improvement in various fields including archival description and user access. In thissense, the paper illustrates an important shift whereby an archival collection born from an enemy
relationship (wartime requisition) has become a symbol of friendship through the cooperative efforts
of archivists and historians from the two nations. It also presents a remarkable example of how
archivists from a country of the seized documents’ origin could be instrumental in arranging therecords held by the seizing country. Through this process, we hope to show archivists playing a vitalrole in reconciliation between once-rival nations—and perhaps in advancement towards world peace.
【Biography】
Ms. Junko AKIYAMA's current position is Archivist at the Sapporo City Archives. She holds
bachelor's and master's degrees in history from the the Ochanomizu University and finished adoctoral program in history without dissertation at Ochanomizu. She also has rich teachingexperience at various institutions such as the Tokai University and the Hokusei Gakuen University.
Her scholarly contributions include "Arrangement and Description of a Japanese Business Collection
Held at the National Archives of Australia," Journal of the Japan Society for Archival Science 8(2008): 2-20; and "The Establishment of Sapporo City Archives: Activities and Subjects in theOpening Year," Records Management: Journal of the Records Management Society of Japan 67(2014): 91-103.

30

CONTENTS

The Japan-Australia
Bilateral Cooperation

Introduction
1 Characteristics of the Documents of Japanese Companies’ Records Seized During Wartime
and Background of Their Establishment
1.1 Overview of the Records
1.2 Development of Japan-Australia Trades
1.3 The Outbreak of the Second World War and the Wartime Seizure

in Archival Processing
for the Wartime Seized Company
Records

2 Japan-Australian cooperative projectwith the purpose of archival processing and promotion of the use of company records
2.1 A History of the Japan-Australian Cooperative Project
2.2 Archiving and creating descriptions by the Japanese team
2.3 Achievements of the Cooperative Project

Reported by: Junko Akiyama , Hanako Wada, Daisuke Ichikawa, Hisayuki Oshima,
Hideyoshi Yagashiro, and Masahito Ando

Conclusion –Development of our new friendship-Company's name

Total
boxes

SP1096/1

Mitsubishi Shoji (Melb.）

97

SP1096/2

Mitsui Bussan （Melb.）

18

SP1096/3

John Mitchell

5

SP1096/4

Iida & Co,
Mitsui Bussan（Melb.）

47

SP1098/4

Mitsui Bussan

324

SP1098/7
SP1098/8
SP1098/9
SP1098/10
SP1098/11
SP1098/12

Araki & Co,
Yamashita & Co.
Okura
Mitsubishi Shoji
Yano & Joko
Nosawa & Co.

Series No.

1.1 Overview of
the Records

1. Characteristics of the Documents ofJapanese Companies’ Records

SP1096/5

 Held by National Archives ofAustralia (NAA) Sydney

Seized During Wartime
and Background of Their Establishment（as of Sept. 2016）
 Quantity︓c. 800m
 TOTAL : 3,327 boxes

440
366
46
112
63
18(+13)

SP1098/13

Japan Cotton Trading

170

SP1098/15
SP1098/16
SP1101/1

Kikugumi
Iida & Co.
Mitsui Bussan

8
44
475

SP1099/1-247 Yokohama Specie BankTOTAL

1.1 Overview of
the Records
Series based on Japanese Companies
 SP1096/*

Companies in SP1098/*

Companies in SYDNEYMELBOURNE
 SP1101/1

Mitsui Bussan (Syd.) SP1099/*

Yokohama Specie Bank

Company's name

Total
boxes

SP1096/1

Mitsubishi Shoji (Melb.）

97

SP1096/2
SP1096/3

Mitsui Bussan （Melb.）

18
5

SP1096/4
SP1096/5

Iida & Co,
Mitsui Bussan（Melb.）

47

SP1098/4

Mitsui Bussan

324

SP1098/7
SP1098/8
SP1098/9
SP1098/10
SP1098/11
SP1098/12
SP1098/13

Araki & Co,
Yamashita & Co.
Okura
Mitsubishi Shoji
Yano & Joko
Nosawa & Co.
Japan Cotton Trading

SP1098/15
SP1098/16
SP1101/1

Kikugumi
Iida & Co.
Mitsui Bussan

Series No.

John Mitchell

Japanese Companies’ Records
 Letters & Correspondences

31

440
366
46
112
63
18(+13)
170
8
44
475

SP1099/1-247 Yokohama Specie Bank
TOTAL

1050
3,327

31

31

1050
3,327

Japanese Companies’ Records

Japanese Companies’ Records

 Shipping Documents

 Ledgers & Journals

Japanese Companies’ Records

Japanese Companies’ Records

 Statements of Accounts

 Code Books

 Shipping Schedules & Tariff Lists

 Minutes books of Directors’ Meetings

Japanese Companies’ Records

Japanese Companies’ Records
 Personal Documents

 Textile Samples

32

1.3 The Outbreak of the Second World War andthe Wartime Seizure

1.2 Development of Japan-Australia trades andthe advance of Japanese companies to Australia
 Japan-Australia trades: Wool + Various Japanese products In 1889

 1941.12

Kanematsu began business in Australia

the Outbreak of the Second World War⇒the Australian government began to seize→Trading Companies opened branches : Mitsui, Mitsubishi etc.

assets of the Japanese companies in Australia＊the Trading with the Enemy Act（1939） During W.W.I

the Trade environment improved:

the Executive Agency: the Controller of Enemy Property＊National Security (Enemy Property) Regulations of

Yokohama Specie Bank /Regular shipping line
Medium-to-small-sized trading companies:
Exporting various types of Japanese products

the National Security Act of 1939

◆The records in the office were seized
as a part of the assets of Japanese companies

 By 1930’ Japan-Australia trade relations developed significantly

 1957the records were Transferred to NAA

Japanese companies: Advance to major cities all over Australia＊Wada（2011）

2.1 A History of the Japan-Australian
Cooperative Project 2002

2. Japan-Australian Cooperative Project

the Research on archives in Australia

conducted by Masahito ANDO
＊NAA︓Introduction of the Japanese companies’ records

with the Purpose of Archival Processing andPromotion of the Use of Company Records

Suggestion the collaborative work on archiving
 2003

Setting up the Japan-Australian Cooperative Project Japanese Team︓

Dispatched a research team of archivists and historians to NAA
 NAA︓Organized a special training program on archival arrangement &description for the Project members（Canberra/Sydney）

2.1 A History of the Japan-Australian
Cooperative Project2.1 A History of the Japan-Australian
Cooperative Project 2004-2016

the Research continued every year
→Sharing the information & descriptions＊Arrangement & Description Exercise using Nosawa Records

NAA

Japanese Team• Provision of informationon acceptances &arrangements• Research on thecompany histories• Cleaning & Provisional
measures 2004-2016• Box contents lists• Series Descriptions

A New Project to Donate Records to & Accept
at the NAJ

the Research continued every year33

2.2 Archiving and creating descriptions by
the Japanese team＊Sample）Box Contents List
National Archives of Australia Japanese Company Records Box Contents List (Mitsui)

Existing Descriptions

Date
Range

Number of
Items

Company

Series no.

Box no.

Mitsui

SP1098/4

258

Mitsui

SP1098/4

259

1

Mitsui

SP1098/4

259

2⇒Our Policies on Creating Descriptions

Mitsui

SP1098/4

260

 Simple list of items for each box

Mitsui

SP1098/4

261

1[Shipping Documents]

1938-1939 19 envelops

 description of the series focused on

Mitsui

SP1098/4

261

2[Shipping Documents]

1938

Mitsui

SP1098/4

262[Shipping Documents]

1937-1939 27 bundles

 outline descriptions for each series
 partial description of contents＊Pam Oliver(2004)

 the Agency of these series: the Controller of Enemy Property

 the characteristics of the document structure (the wartime seizure records)

Mitsui the organizational history of each company

 Publishing by the NAA as guidance

SP1098/4

Title/Description
Daily Reports

263

1

Mitsui

SP1098/4

263

2

Mitsui

SP1098/4

264

Note

Original
Creator1938

23 filesContract File Sydney No.30A

1939

1 vol.

Contract File Sydney No.31

1039-1940 1 vol.

Mitsubishi

Contract File1937-1938 1 failes

Mitsubishi[Sales Note]

Mitsubishi

1cm

1939

1 vol.

Shipping documents

1938

6 cm

Sales Note

1938-1940 1 file

Mitsubishi
Mitsubishi＊Sample）Series Description

Miscellaneous records of Yano and Joko, pre 1941 records

2.3 Achievements of the Cooperative Project

Reference Code: SP1098/11
Title: Miscellaneous records of Yano and Joko, pre 1941 records
Name of Creator: Yano & Joko

1) Analyzing the seizing process

Scope and Content Note:
Date︓ 1919-1941
Extent: 18.36 meters (63 boxes)

 Criterion for determining the subjects of seizure :Ratio of stock holding by JapaneseThis series was created by Yano & Joko, and contains documents as follows:
Shipping Documents, Contract Notes, Tax Returns, Letters, Consignment Books, and Textile Samples.
* Please note that some records of Mitsubishi & Co. Ltd. and of "Dogyo-kai" (Japanese Woolbuyers' Association, of which Yano
& Joko was not a member ) are also present in this series.

・John Mitchell︓actually owned by Koto Shokai →Seizure

Administrative History:

・Kanematsu / Ide Shoten︓

Yano & Joko was established as a general partnership company ( paid-in capital : 1 million yen) in June 1908 by Hanjiro Yano
and Nobuhiro Joko. Its headquarters was located in Yamashitacho, Yokohama City. The forerunner of the company was
Morinogawa Gomei Kaisha (Morinogawa General Partnership Company) founded by Hanjiro Yano and Kanesuke Moriyama in
June 1893. …

management transferred to the Australians→Not subject of the Seizure

References:
Chukichi, Morita. Kaiko 50-nen Kinen Yokohama Seiko Meiyokagami (Success and honors of Yokohama, commemorating the50th anniversary of the opening of the Yokohama port. ). Yokohama: Yokohama Shokyo Shinpo-sha, 1910. …

＊Ichikawa（2007）／ Wada（2011）

2.3 Achievements of
the Cooperative Project

2.3 Achievements of the Cooperative Project1) Analyzing the seizing process

2) Characteristics analysis of
the documents structure “Mixed” records created and stored by other companies
 “Mixed” cases confirmed (as of 2016) The unique structure due to the seizure “Swallowed” German company’s srecords

Series No.

Company of Series Companies’ branch records

Original Creator of “Mixed” Records

SP1098/4

Mitsui Bussan

Mitsubishi Shoji

SP1098/7

Araki Company

Heinrich Lanz (H. Tronser), Mitsubishi Shoji

SP1098/8

Yamashita

SP1098/9

Okura Trading Records normally not stored for a long timeMitsubishi Shoji

SP1098/11

Yano & Joko

Mitsubishi Shoji（Japanese Woolbuyers’ Association）

SP1101/1

Mitsui Bussan

Yamashita, Mitsubishi Shoji, Japan Cotton Trading,
Okura Trading, Iida & Co.

“Currently in use” documents＊Akiyama（2008）

Araki Co., Z. Horikoshi & Co.
High value in historical analysis→a number of achievements published34

UNSETTLED

2.3 Achievements of the Cooperative Project3) Maintaining box contents lists andseries description
 Box contents lists: 90% completed⇒(as of 2015)
Complete all lists in 2016

Descriptions by
NAA[Government
Records]

Conclusion–Development of Our New Friendship- Series descriptions:

Scheduled to complete in the coming years
 Provide to NAA & NAJ

Descriptions by
Japanese Team
【Japanese
Companies’ Records】

Conclusion

Conclusion–Development of Our New Friendship-–Development of Our New FriendshipThe
WartimeSeizure 2015

NAA’s proposal to transfer this collection to Japan 2016 Starting the project
to donate records to & accept at the NAJ

NAA＊2012 the unearthing of the Australians victim list of“Montevideo Maru”＊References:

Junko, AKIYAMA. "Arrangement and description of a Japanese business collection held at the National
Archives of Australia". Journal of the Japan Society for Archival Science, No.8, March 2008



Daisuke, ICHIKAWA. "Backgrounds and Characteristics of the seized Japanese companies’ records held at
the National Archives of Australia". Achievements from the Grants-in-Aid for Scientific
Research(KAKENHI) Program "Research toward the establishment of the foundation of historicalinformation resource systems and international archival networks",Project Number:1522015, 2007

Pam Oliver "ALLIES, ENEMIES AND TRADING PARTNERS –Records on Australia and Japanese-".NAA, 2004

NAJ

 The Friendships Further Strengthened by
the Sharing of Memories→Promote understanding between the two countries

Hanako, Wada. "Taiheiyo Senso no Kaisento Zaigo Nikkei Kigyo Kiroku ( The Outbreak of the Pacific War
and the Records of Japanese Companies in Australia ) ". Rekishi Hyoron, No. 739, November 2011

Japanese
Team

New
Friendship The Reconciliation through the Records
Developed by the Bilateral Cooperation＊the Sharing of Wartime Records



The Japan-Australia
Bilateral
Cooperation

35

Records Management in the Digital Age
Mr. Hitoshi FUKUISenior Vice-President
National Archives of Japan

Former Deputy Director-General for public records
management at the Minister's Secretariat, Cabinet Office【Abstract】
It is now coming up on five years since the Public Records and Archives Management Act(PRAMA), which generally governs Japanese public records management, came into full effect in2011. The timing has us moving ahead with two streams of initiatives in regard to public records
management. The first one involves efforts to revise Japan’s public records management systemitself. The supplementary provisions to PRAMA state that “approximately five years after theenforcement of this Act, the Government shall review the scope of Administrative Documents andCorporate Documents as well as other matters, taking into consideration the state of enforcement of
this Act, and, when it deems necessary, shall take necessary measures based on the findings of thereview.” In light of this mandate, the Public Records and Archives Management Commission
established within the Japanese government under PRAMA is now reconsidering our system as awhole with the goal of announcing an agreed-upon approach in March of this year. The second one
aims to construct new facilities of the National Archives of Japan, which has been suffering fromage-related deterioration of its main office, a lack of repository space, and similar issues for sometime now. A bipartisan group of the Diet members was formed in 2014 with the goal of eventuallybuilding new National Archives facilities, leading the government to set up an investigative
committee of experts on the matter that same year. The committee is currently in the processes ofre-determining the kinds of functions and facilities to be fulfilled by the National Archives of Japan
with a view to actually creating these new structures. In either stream, issues such as the handling ofborn-digital records and digitization of conventional public records are critical points of discussion,
given that efforts related to the management of digital records are being made around the world andinternational conferences on public records management often take up topics that hinge on theadvancement of digitization. This presentation will cover how Japan is setting up its public records
management system to cope with the digital era reflecting the global progress of digitization, andwill include moves leading to the construction of a new building for the National Archives of Japan.
【Biography】
Mr. Hitoshi FUKUI currently serves as Senior Vice-President of the National Archives of Japan.
Prior to the current position, he was working as Deputy Director-General at the Minister's Secretariat,
Cabinet Office and was responsible for Japanese public records management. Mr. Fukui began his
public career in the Management and Coordination Agency (currently the Cabinet Office) in 1985
and has served in a variety of positions including Director of the Records and Archives Management
Division at the Minister's Secretariat; Director-General of the General Affairs Department at the
Okinawa General Bureau; and Director of the Accounts Division at the Minister’s Secretariat. He has
also worked for the Reconstruction Headquarters in Response to the Great East Japan Earthquake
and its successor, the Reconstruction Agency. He holds a bachelor’s degree in law from the
University of Tokyo.

36

1. Introduction: Public Records and Archives Management Act“Public Records and Archives Management Act(PRAMA)” came into force in 2011

Public Records Management
to be Targetedin the Digital Age●Public records=”Intellectual resource to be shared by the people“ supporting the basisof sound democracy●Purposes• Administrative organs’ appropriate and efficient operation• To ensure accountability to the people at present and in the future

Hitoshi Fukui, former Deputy Director-General for
public records management, Cabinet Office

Points of the records management system

September 8, 2016
International Council on Archives (ICA) Congress in Seoul

Unified management rules stipulated by laws and regulations
Adoption of records schedule
Ensuring compliance

1. Introduction: Review of the Records Management System

1. Introduction: Efforts for a New National Archives of Japan Building- FY 2015

FY 2011

FY 2012FY 2013

FY 2014●
Enforcement of PRAMA

Discussion of review

5 years

FY 2015

Use of experts’ knowledge

Enhancement of National Archives of Japan’s functions
Promotion of use of historical public records and archives

FY 2016

From FY 2018

FY 2017

From FY 2016

Basic Concept

Review of the system

Examine the functions
required for the National
Archives of Japan in the
coming ages

● At present

FY 2011

Management System

Archives of Japan Facility● At present

FY 2012FY 2013

FY 2014

５ years●

Enforcement of PRAMA

Raise topics related todigitization
Article 13 of the Supplementary Provision
Approximately five years after the enforcement of thisAct, the Government shall review the scope ofAdministrative Documents and Corporate Documents
as well as other matters, taking into consideration thestate of enforcement of this Act, and, when it finds it
necessary, shall take necessary measures based on
the findings of the review.

Public records management in Japan
to be targeted for the digital age

37

FY 2015

Discussion ofreview

Building a New National

Construction

2. Efforts to Review the Public Records Management System

1. Introduction: Two Major Efforts for Public Records Management
Review of the Public Records

Design etc.

Basic Plan

From FY 2016

Review of the system● At present

・In September 2015, discussion began on how public records
should be managed.
- Exchange of opinions with local public bodies- Hearing of opinions of experts who conduct outstanding
research using public records⇒"Report for Consideration on the Review to be
Undertaken 5 Years After the Enforcement of PRAMA"
was prepared.

2 (1) Comprehensive Assessment” Report for Consideration on the Review to be
Undertaken 5 years after the Enforcement of PRAMA”

Basic stance (abstract)

Ⅰ Introduction
Ⅱ Basic stance for review
Ⅲ Individual points at issue and directions forreview(1) How current records and non-current
records should be appraised/selected

Report for Consideration on
the Review to be Undertaken
5 Years After the
Enforcement of PRAMA

Before the enforcement of PRAMA, our publicrecords management structure was recognized as
weak compared to other countries, but there havebeen various improvements after PRAMA wasenacted.

Report for Consideration on
the Review to be
Undertaken 5 Years Afterthe Enforcement of PRAMA(i) Appraisal/selection from the perspective of historical values

Meanwhile, measures need to be taken to further
improve the records management system, which
covers both current and non-current records under
the integrated program.

(ii) How administrative documents should be managed with a focus on
appraisal/selection(2) Specified Historical Public Records andArchives

March 23, 2016
Public Records andArchives Management
Commission(i) Services for the Specified Historical Public Records and Archives(ii) Access review of the Specified Historical Public Records and Archives

March 23, 2016
Public Records and Archives
Management Commission(iii) Examination committee for appeals related to the Specified Historical Public
Records and Archives

Specific examples- Improvement in the quality of the assessment of thehistorical importance of records in administrative
organs- Capacity development and arrangement ofprofessional staff(iv) Designation of the National Archives of Japan, etc.

(3) Records management in local public bodies

2 (2) Directions Related to Digital Records

2 (2) Directions Related to Digital Records

Individual points at issue anddirections for review (abstract)

At present(1) System that improves appraisal/selection using

5.2％(2) System that supports records management inReport for Consideration on
the Review to be Undertaken 5
Years After the Enforcement of
PRAMA

Improvement of the records
management system

The proportion of digital records toadministrative documents:

researchers' knowledge/cooperation⇒ More digital records in the futureadministrative organs, including the capacity
development and arrangement of professional staff

How current and(3) Attempt to assess/verify records management
non-current
using academic experts' knowledge/cooperation
records should(4) Consideration of the digital intermediate repository
be appraised
and selected
system and improvement of the records
coherently as amanagement system to appropriately
wholepreserve/transfer digital records

March 23, 2016
Public Records and Archives
Management Commission

Advantages of digitalrecords

Disadvantages ofelectronic documents- Physically smaller- Higher cost of⇒ Consideration of a “digital intermediate
repository system”- As a system for smooth preservation and transfer ofdigital records without medium change- As a system in which professional staff can decidedisposition of digital records

preservation to ensure

repository- Easier information

long-term readability

sharing and searching(5) Conducting various training programs including
web/satellite training programs, and thedevelopment of their contents

Further discussion will be made for concrete measures.

3. Efforts to Build a New National Archives of Japan Facility: Present Status

3. Efforts to Build a New National Archives of Japan Facility

Vladivostok
Sapporo- FY 2015

FY 2016

FY 2017

From FY 2018

Jilin
Liaoning
North Korea

Basic Concept

Sea of Japan

Determine the functions
required for the National
Archives of Japan in the
coming ages

The Tsukuba Annex of the National

Archives built in1998年建設
1998
つくば分館

The Tsukuba Annex of the
National Archives

South Korea
Yellow Sea

SendaiBasic Plan

Design etc.

Construction● At present

Hiroshima
Fukuoka

The National Archives of Japan(Incorporated Administrative
Agency)Challenges: aging buildings andlimited repository space- The following matters were discussed at the “Research/Consideration Meeting on the Functions and Facility of the
National Archives of Japan” (Chairman: Mr. Oikawa, Executive Adviser of the Yomiuri Shimbun):
Overseas research (US, Europe, Australia, etc.) in FY 2014
Domestic research (museums, etc.) , invitation of foreign experts to Japan (from France) in FY 2015

The National Archives of Japan
本館（北の丸公園）
1971年建設(Tokyo)built in 1971

- "Basic Concept for the Functions and Facility of the National Archives of Japan“ wasformulated.

38

"Basic Concept for the Functions and Facility of the
National Archives of Japan“

3 (1) Directions for the New National Archives of Japan
Directions for the new National Archives of Japan

１．Purpose/background
Basic Concept for the
Functions and Facility of the
National Archives of Japan

２．Basic stance for the new National Archives of Japan

Basic Concept for the Functions
and Facility of the National
Archives of Japan

３．Functions required for the National Archives of Japan:(1) Collection acquisition and information service(2) Exhibition and education

down the form and memory of the nation to
the future(3) Preservation and conservation(4) research support(2) To strengthen its role as a base to promote(5) Digital archives

efforts to preserve and use our historical public(6) Personnel development
March 31, 2016
Research/Consideration
Meeting on the Functions
and Facility of the National
Archives of Japan(1) To take an active part as a "forum" to handrecords and archives of the whole country(7) Information exchange

March 31, 2016
Research/Consideration
Meeting on the Functions andFacility of the National Archivesof Japan

４．Organization, administration and facility of the National
Archives of Japan
５．Future consideration

3 (1) Functions to be Pursued by the New National Archives ofJapan(3) To develop the facility and services to copewith the change of the times including the
progress of digitization

3 (2) Creating the Digital Archive

Functions required for the National Archivesof Japan:

Basic Concept for the Functions
and Facility of the National
Archives of Japan

Collection acquisition and information
service
Exhibition and education
Preservation and conservation

National Archives of Japan
Digital Archive

Research support

March 31, 2016
Research/Consideration Meeting on
the Functions and Facility of the
National Archives of Japan- Launched in 2005.
- Digitized records: 13％- Efforts toward networking

Digital archives(Example: provision of standard archival
specifications)

Personnel development⇒ Recognized by foreign and domestic
researchers as useful for Japan studies.

Information exchange

3 (3) Flexibility in Functions and Facilities to Cope with Digitization

3 (2) Future Prospects of Digital Archive
Build a new facility with sufficientspace/equipment for digitization
projects（Space for scanning etc.)

Directions for the new National
Archives of Japan (abstract）

By introducing cloud-based sharing
system,Needs for developing the facility andpromote networking

Basic Concept for the Functions
and Facility of the National
Archives of Japan

providing new services in anticipation ofchanging times including the progress ofdigitization

Further promote efforts toward
digitization of records in custody

As digitization advances・・・
March 31, 2016
Research/Consideration Meeting on
the Functions and Facility of the
National Archives of Japan

Promote digital archiving of historicalmaterials throughout Japan

39

Additional roles are required so thatusers feel that their actual visit to thefacility is meaningful.

3. Efforts to Build a New National Archives of Japan Facility :Future Schedule

3 (3) Flexibility in Functions and Facilities to Cope with Digitization
Specific example: Changes in theroles of the reading room

At present- FY 2015

The reading room is simply a place for

FY 2016

FY 2017

From FY 2018

reading records.
Basic Concept

As digitization advances...

Determine functions
required for the National
Archives of Japan in the
coming ages

In the future

New roles are required.
- Place for consulting archivists for researchstudies- Place where researchers hold discussions

4. Summary
Review of the Public Records

New roles of the National

Management System

Archives of Japan

Discussion will continue to seek how public records should bemanaged in the digital age.

Thank you very much.

40

Basic Plan
● At present

Design etc.

Construction

Panel Presentations：Archives and Disasters: Japanese Strategies
after 5 Years from the Great East Japan Earthquake
Mr. Hidefumi SAMPEI
Chief Curator
Board of Education, Tomioka Town
Fukushima Prefecture

Mr. Masaki KAKEHI
Chief of the Planning and Legal Affairs
Section, General Affairs Division,
National Archives of Japan

Ms. Maki TAKASHINA
Project Researcher
National Institute for Japanese Literature【Abstract】
Japan is constantly threatened by earthquakes, tsunami, typhoons, torrential rains, and other natural
disasters. Despite Japanese archival community’s efforts so far, it remains a pressing challenge, whichmust be continuously addressed, to protect records and archives from disasters in order to minimize
damage and support subsequent restoration. The Great Hanshin-Awaji Earthquake of 1995 and theGreat East Japan Earthquake of 2011 in particular dealt staggering blows to our archived documents,
greatly impacting the country’s later strategies for natural disasters. Moreover, recent years havewitnessed a new kind of threat increasingly resulting in water damage to records and archives:
localized torrential downpours. In response, new efforts are being made to forge cross-cutting
cooperative frameworks covering restoration technology, records management, information andcommunications strategies, and cultural preservation among various stakeholders. Their shared goal is
to overcome this crisis of losing pieces of community memory related to unprecedented disasters
while at the same time preparing for possible future events. The panel, representing the national
government, a local public body, and a research institution, will theoretically and practically share witharchivists and other Congress participants the post-quake disaster management in Japan as well as our
coping strategies with the aim of developing the potential of international cooperation. Topics raised
during their presentations will include: (1) joint initiatives between the National Archives of Japan andlocal governments to assist with the restoration of public records affected by disaster, (2) Japan’snationwide volunteer-driven network of rescue activities for records and archives, (3) developments
made in these five years since the massive tsunami disaster in the Sanriku region, (4) research on
keeping memories of the earthquake disaster alive, and (5) collaborative projects in Fukushima
between universities and towns struck by the 2011 Earthquake for the purpose of preserving
community documents and materials for future generations.
【Biography】
Mr. Hidefumi SAMPEI is a Chief Curator at the Tomioka Board of Education, Fukushima
prefecture, Japan. He was born in 1979, and graduated Tohoku Gakuin University in
2002. He joined the Office of Tomioka Town in 2003, and has been in responsible as a
curator since 2004.
Mr. Masaki KAKEHI is a Chief of the Planning and Legal Affairs Section, General
Affairs Division at the National Archives of Japan (NAJ). He completed the Ph.D.
program of International Relations at the Graduate School of Social and Cultural
Studies, Kyushu University, and joined NAJ in 2011. Before coming to the Planning andLegal Affairs Section, he experienced a chief of the Accession Management Section. He had also
engaged in tasks of appraisal of the historical public records and archives, management of the Rescue
Team for Disaster-Damaged Official Documents etc.
Ms. Maki TAKASHINA is a Project Researcher at the National Institute for Japanese Literature(NIJL). She will read the text prepared by Ms. Mutsumi AOKI, Associate Professor at NIJL.

41

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Organization: Deputy mayor is the leader (chief) with 16 members (15 to start with)[top] Head of Education Affairs Division, Head of Planning Division, Head of Industrial Promotion Division,
Head of Life Support Division, Assistant Head of Life Support[staff] Chief Curator (Life Support Division), Curator (Planning Division), General Affairs Division staff, 3 staff
members from the Life Support Division, Education Affairs Division Staff, Health and Welfare Division
staff, 2 staff members from the Industrial Promotion Division¾ &DOOHGDVQHHGHG'DWHRI(VWDEOLVKPHQW-XQH

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Article 2: The History and Culture Project Team concretely examines the production
activities independently conducted in the Tomioka region, and summarizes and delivers
the results to the town residents as well as people in the country and abroad. The teamalso performs necessary jobs such as research, rescue, list up and preservation ofhistorical materials and preservation of the history and culture of the region.
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60

Reconciling Japanese Archival Traditions with the New Demands ofthe Global Age: Focusing on Business Archives in Japan
Mr. Takeo KATOH
President
National Archives of Japan【Abstract】
With corporate governance activities gaining momentum in recent years, the critical importanceof accountability in business management has increasingly come to the fore. Traditionally, however,accountability is not something that has been recognized as important in Japanese business
management. Instead, companies have taken the position that they can be evaluated exclusively on
their measurable outcomes, and it has not been considered management responsibility to make theprocess of decision-making clear to the stockowners and other stakeholders. With corporate activities
becoming increasingly global, putting a company’s current status and vision out to the entire world is
now recognized as an essential function of company’s recordkeeping. Whereas records held by
most of the Japanese business archives were collected and preserved for the compilation of corporate
history chronicling the success story of the founder and/or the company’s development, in order to
respond to the global expansion, Japanese companies need to go beyond their traditional definitionsof business archives, working more closely with top executives so that their focus shifts tocommunicating company information on a global scale while promoting more robust corporate
governance. The author was appointed to his position as President of the National Archives of Japan
in 2013 following an extensive career in the business world. He found that many of the uniquefeatures of and problems with Japan’s business archives have been present in the national archives aswell. If we substitute “national” or “government” for the word “business,” we find that this
discussion by and large applies to the current situation at the National Archives as well. This
presentation hopes to offer the recent trends of business archives in Japan as an example of efforts toreconcile Japanese archival traditions with the new demands of the global age.
【Biography】
Mr. Takeo KATOH assumed the office as President of the National Archives of Japan effective
June 1, 2013. His commitment to public records management dates back to his service as a memberof a government committee launched in 2008, whose proposals culminated in the Public Records andArchives Management Act, an epoch-making legislation of the field in 2009. Before his appointment
to the presidency, Mr. Katoh spent most of his career in the private sector, where he developed astrong background in organizational operation and strategy planning. Not only did he serve as
Chairman of the board of the Fuji Electric Co., Ltd., a leading global energy technology company, he
has also held leadership roles for a broad spectrum of organizations including Japanese Business
Federation, Japan Opera Foundation and the Kaisei Academy, a top-rate Japanese preparatory school.
Mr. Katoh holds a bachelor’s degree in law from the University of Tokyo.

61

Reconciling Japanese Archival Traditions with the New Demands of the Global Age:
Focusing on Business Archives in Japan

Introduction
Before I became the President of the National Archives of Japan (NAJ) three and a half years
ago, I had a long managerial career as the chairman of a private company.
Needless to say, works in public sector and private sector differs significantly, but the roles of
the archives which preserve historical materials and provide access to them are common to both
sectors and they face the same challenges for the further development. For example, the value
and use of archives have been neglected for a long time in both sectors, however, as theimportance of archives has been pointed out in recent years, both the nation and businesses
make further efforts to promote to make access and use of their archival records.
I would like to now talk about recent improvement in business archives in Japan as well as
the initiatives conducted by the Japanese government.

I

Business Archives in Japan
I-1
1)

Fostering and Maintaining Corporate Culture
The Commitment to the Compilation of “Corporate History”
Documents on business activities such as the minutes of board meetings and financial
statements are obliged to be prepared, preserved, and published due to legal reasons. In
addition to these documents, what are generally called “business archives” include
summaries on the business activities of a company from its establishment to the present,archival records on histories of the industry, or histories of economic communities that thecompany is part of, and the autobiographies of inspiring managers.
In terms of “Corporate History”, many corporations make commemorative books ontheir 50th or 70th anniversary. Large corporations with long histories make gorgeous books
and distribute them to their clients and customers. These corporations often have their own
Office for Corporate History specialized for preparing these commemorative books.
Some corporations maintain their own museums to exhibit business archives and old
products since their establishment.

2)

People love reading autobiographies of inspiring managers
Famous autobiographies of Japanese inspiring managers include those of Eiichi
Shibusawa, who founded many companies during the Meiji period when the modernizationof the nation began, Kōnosuke Matsushita, the founder of Panasonic Corporation, andKazuo Inamori, the founder of KYOCERA Corporation. In the same way as the quotes byAndrew Carnegie are used in the United States, these autobiographies are still popular andmany people in business enjoy reading them.

62

I think every Panasonic employee read the autobiography of Kōnosuke Matsushita, andby reading his autobiography, the employees understand the management philosophy ofMatsushita, or “Matsushita-ism”, as a common value in the company and the standards ofconduct of Panasonic’s employee.
Similar to the case with Panasonic, we can understand the characteristics of a company
by reading the autobiography of its founder. It’s fair to say that companies in Japan
compile “Corporate History” more enthusiastically than other countries. Japan has thegreatest numbers of “long-standing firms”, which is relevant to Japanese companies’ views
to value “Corporate History”. While amongst companies currently listed on the Tokyo
Stock Exchange, only 65 companies have their history that stretch back more than acentury, among non-listed companies, there are about 26,000 companies that have morethan 100 years of history, which is far greater than the numbers in other countries.
3)

Building up Corporate Culture
Every corporation has its own characteristics such as having excellent development
capabilities or strong marketing powers, or valuing its employees. Such characteristics
have been built up with long history and they are called corporate philosophy or corporate
culture.
As Japanese business community has a tradition of valuing corporate philosophy, thecompilation of “Corporate History” has a clear role in conveying the corporate culture toboth inside and outside the corporation.

4)

Supporting an Employment System that is Unique to Japan
Respect to corporate culture is deeply committed to employment system in Japan. Thatis, to start working for a company after graduation and continue working with the same
company until one’s retirement at the age of 60 or 65. Companies with this type of
employment system treat their young and old employees like members of a family, with thepresident taking the role of the father and the employees as his or her sons and daughters.
They may not actually be related to each other, but they do feel as if they are living under
the same roof as a family. This feeling of camaraderie helps to build common values, inother words, the corporate philosophy unique to the company. This corporate philosophy
continues to grow from generation to generation and becomes the company’s DNA. It isbelieved that sharing common sense of values strengthens common bonds and helps
motivate employees, which in turn leads to the further growth of the company.

I-2
1)

Contributing to Corporate Governance
Promoting Access to Corporate Information Leads to Build Trust with Stakeholders
In these days, there is a growing trend to accelerate the disclosure of not only thearchival records of the past but also the records of current business activities and corporate
goals. Disclosure of corporate information aims to enhance corporate governance and63ensure accountability. Providing correct corporate information leads to build trust withstakeholders and by getting such information, people will think: “I can purchase thiscompany’s products without worry”, “I want to work for this company”, or “I will invest in
this company”.
However, while this practice became common in other countries, Japanese companies
only became aware of the importance of accountability after the 1990s. Before that, mostmanagers thought that corporate management would be evaluated by financial performanceand there was no need to disclose the business process to outside the company. As this was
the prevailing view of the past, only small numbers of corporations were publishing theircorporate information.
Things changed in the 1990s, when stakeholders such as stockholders started to insist
that the records on the management decision-making process were as important as therecords on the final results. And it became the responsibility of senior managers to disclosethe contents and background of the decision-making process. Consequently, it is now
widely understood the importance of preserving background documents on all businessactivities.
2)

Contributing to the Globalization of Companies
The globalization of business activities increased the recognition of the business records.
Companies faced the necessity of providing information on the current status of thebusiness operations, future targets, or management visions to investors, customers, andclients overseas who may not have up-to-date information on the companies they wereinterested in.
As I previously described, it is hard for individual business persons overseas tounderstand the relationship between Japanese corporate culture and the employment
system including “lifetime employment“. “salaries based on seniority system”, and“internal labor unions”. It is true that Japanese companies are increasingly applying
western employment methods in recent years. However, still, many Japanese companies
maintain their own systems, and it is believed that this is the reason of the distinguishedgrowth of Japanese companies.
Again, I would like to point out that in order to improve oversea stakeholders’
understanding and appreciation of the business strategies of Japanese companies, and toencourage them to start investing and trading, it is crucial to give them a better
understanding of the unique corporate systems and corporate culture in Japan, and businessarchives can play an important role for a better understanding.

3)Good Records Management Assists Good Corporate Governance
Recently, many cases on accounting errors or defects in products were reported and it
turned out that companies concerned often had operational difficulties due to a lack ofevidential records of their business activities.

64

Discovery of a product defect may sometimes lead to a spread of rumors that all
products from the particular company are defective. Such rumors may cause heavy
damages to the company’s revenue. To prevent such damages, it is indispensable tomaintain accurate and complete records on product quality and disclose them anytime ifneeded.
I-3

Business Archives for the Future
We can see that Business Archives in charge of managing and preserving records canplay an important role in connecting the past, the present, and the future of the company’s
activities, as well as providing evidence to justify its business operations.
However, we have to say there is a lack of awareness of the importance of BusinessArchives in Japan even now. It’s only when a corporate scandal occurs resulting in lawsuitsthat corporate leaders realize for the first time the important role of Business Archives
The status of Business Archives within a company is not that high and always not fully
functioning nor playing active roles because of the small number of personnel. This is thecurrent situation, but I believe heads of corporations need to recognize the importance ofarchives for the corporate governance and to show leadership to strengthen the function ofBusiness Archives in the future.

II Japanese Initiatives to Improve Archival Systems
As I said at the beginning, I was appointed to the position as President of the National
Archives of Japan in 2013 after a long career in the business world. Now I found that many of
the unique features of and problem with Japan’s business archives have been present in thenational archives as well. In the second part of this presentation, I would like to talk about
improvement of archival systems in Japan from a more general perspective.
II-1 Commitment to Saving Historical Materials
1) The Long History in Preserving Materials in Japan
Apart from the mythical age, Japan became united under the Emperor 1,300 years
ago in the early 8th-century. We have a rich 1,000-year tradition of record keeping in Japan.
Records of sovereigns and governments, as well as extensive amounts of materials for thehistory of each family of samurai and nobility, as well as that of temples and shrines, havebeen preserved as priceless documentary heritage.
And it was after 1868, about 150 years ago, that Japan eventually became a modern
nation following the Meiji Restoration. In Meiji period, Japan facilitated the modernization
by formulating the Constitution, establishing the National Diet, and focusing on fostering
domestic industries and international trade. However, the government was dominated bybureaucrats under the imperial sovereignty, and the opportunities for citizens to participate
in politics were very limited. Japan’s defeat at the end of the World War II in 1945 changed
the traditional form of government completely. A more democratic chapter in the nation’s

65history began after the war that followed the establishment of the constitution of thesovereignty of people, liberalism, and pacifism.
2)

Continuous Fight to Protect Records from Disasters
While historical records have been preserved over the years, the country’s frequent
natural disasters such as earthquakes, volcanic eruptions, tsunami, storm and flood
damage, have repeatedly destroyed valuable materials of our history. Japan is still
exposed to the same risks, but it has been finding new ways to protect its valuable
historical materials and important cultural properties from disasters for many years.
Apart from losses due to natural disasters, tremendous amount of records were lost in
the devastation of Japanese cities by the air attacks of World War II. These national
experiences of losing valuable records have a significant impact on how to protect
records.

II-2

Initiatives to Improve Archives
During the 70 years after the World War II, Japan experienced remarkable economic
development. However, in terms of archival systems, the interest level from the public was
low and there was not much progress in improving the system for archives in both central
and local governments.
I think this was mainly because the basic principles of democracies had not been fullyrecognized by Japanese citizens. In a democratic nation, citizens can voluntarily makeconclusions by reviewing past events for further development, but Japanese citizens did not
get used to such initiatives.
It took more than 40 years after the war for the Japanese government to start a realcommitment on improving archival systems and developing legal regulations on records
management. Public Archives Act was established in 1987, and then the Act on Access toInformation Held by Administrative Organs (in 1999) and the Act on the Protection of
Personal Information (in 2003) were established. It could be said the democratization of
the nation took time and the development of a legal system for records management cameafter.
And finally in 2011, the Public Records and Archives Management Act came into force,
which is the first legislation in Japan for management of records and archives of the state.
This law was introduced because the loss of important public records caused by improper
management in government agencies had come to light one after another and thegovernment agencies had been subjected to criticism from society.
By this law, the basic rules of preparing, preserving, and providing access to publicrecords had been established and both current and non-current records are maintained
under the conditions set force by the law.
However, as it has been only five years since the enforcement of the Act, it will probably
take more time until the archival system is fully matured. 90 local archives throughout

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Japan are also facing similar challenges.
II-4

A New Building for Archives is the Starting Point of the New Era
Recently, the national project of “building a new national archives as a nationalmonument” is moving forward in Japan.
Last year, a report for the new archival building was prepared based on the discussions
by experts about possible locations for a new building and the functions that the building
should be equipped with. The construction site will be decided and a construction plan will
be formulated based on this report. The new building project will be executed after
securing the budget. This project is not merely about building a new facility, but has great
impacts on improving the management of public records and archives in Japan.
Firstly, under the government's leadership, the importance of management of publicrecords and archives will be more widely recognized across the country, and preserving
system and use of archives will be better promoted.
Secondly, by the new building being equipped with state-of-the-art facilities for
exhibition, learning, and digitization, this project will be regarded as a model casethroughout Japan for facilities and functions in local archives around the country.
Thirdly, along with the construction of the new building, we have to focus on fostering
records professionals, and it is expected to enhance the human resources that are currently
insufficient all over the country.

Conclusion
Japan has the ancient saying: “continuity and change 不易流行.” This means that while
protecting a tradition that have been kept for a long time, one must flexibly adapt oneself
according to changing times by not being stuck in old habits. I believe this is the fundamental
concept for both corporations and governments to bear in mind as they continue to grow in the
new era.
Yet, it must be remembered that it is the archives that will have one of the most importantroles in supporting the growth of both corporations and nations.
Thank you very much for your kind attention.

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Introduction of the National Archives of Japan
National Archives of Japan (NAJ) is anorganization dedicated to preserving historical
public records and archives transferred fromvariousstate
organsandIncorporated
Administrative Agencies and securing publicaccess to them through various services such as
reading room, exhibitions and the digital archive
system.
Our mission is to contribute to the developmentof democracy and the realization of a high qualityof life through the preservation and use of public archives as shared assets of the people.
NAJ has two digital archives, which provide access to the descriptions and digitalized images of ourholdings via the Internet. Users can search and download the digital data at from anywhere and at any
time.
Date of establishment

July 1, 1971
Tokyo Main Building
Address

3-2, Kitanomaru Koen, Chiyoda-ku, Tokyo 102-0091, JapanTEL+81-3-3214-0621

FAX+81-3-3212-8806

Tsukuba Annex
Facilities

Address

6-6, Kamisawa, Tsukuba-shi, Ibaraki 300-4246, JapanTEL+81-29-867-1910

FAX+81-29-867-1939

Japan Center for Asian Historical Records
Address

Sumitomo Fudosan Hongo Bldg., 10F,
3-22-5 Hongo, Bunkyo-ku, Tokyo 113-0033, Japan

TEL
Staff size+81-3-5805-8801

FAX+81-3-5805-8804

52 (number of full time permanent employees)
1,390,475 volumes

Holdings

Public records

910,975 volumes

Antique documents and rare books

479,500 volumes

Images provided via Digital Archive
12.6 % of the holdings of the public records*“NAJ Digital Archive”: http://www.digital.archives.go.jp/index_e.html
Microfilmed records
14.2 % of the holdings of the public records

ICA Branch

EASTICA (East Asian Regional Branch of the ICA)URL

http://www.eastica.org/( as of April 1, 2016)