Crisis and Archives. Masaya TAKAYAMA, SeniorVice-President, National Archives of Japan

Transcription

1 16 th ICA Kuala Lumpur Congress July 24, 14:30-17:00 Room 302 National Archives of Japan Session 3 Crisis and Archives Programme Moderator : Masaya TAKAYAMA, SeniorVice-President, National Archives of Japan 14:30-15:00 On the Materials of Yamaichi Securities Masanao ITO, Professor, Graduate School of Economics, University of Tokyo 15:00-15:30 Japanese Coal Industry Collection at Keio University Library: catalogue database and research perspective S. SUGIYAMA, Professor, Department of Economics, Keio University 15:30-16:00. Managing Critical Records in the Nuclear Power Industry Sadamaro YAMASHITA, Executive Consultant, Nippon Records Management Co., Ltd. 16:00-16:30 No Records, No History? Then What Would Happen to Okinawans? Kazuhiko NAKAMOTO, Okinawa Prefectural Archives 16:30-17:00 Discussion and Q&A

2 The Aim of this Session One purpose of archives is to keep records and documents secure. The loss of records, however, commonly results from damage by natural disasters like earthquakes or floods, destruction by wars or political conflicts, and the decline of the industrial sector as a product of social or economical change. Due such misfortunes and crises, the amount of materials preserved by archivists is an extremely low percentage of what it ought to be. This session introduces four case studies on how Japanese records and archives have faced crises of preservation, security, and reconstruction. We hope the following studies might be helpful to you all. First, concerning the loss of records due to economic and social changes, Professor Masanao ITO, University of Tokyo Graduate School of Economics, will introduce a case study on the archives of a Japanese bankrupt securities trading firm. Second, Professor Shinya SUGIYAMA, Keio University Graduate School of Economics, will present a case study on the archives of the Japanese coal industry an industry on the brink of extinction. Third, in preparation of natural disasters, Mr. Sadamaro YAMASHITA, Executive Consultant of Nippon Records Management Co., will introduce a case study on the nuclear industry s peacetime records and risk management. Lastly, Mr. Kazuhiko NAKAMOTO, archivist of the Okinawa Prefectural Archives, will discuss the reconstruction of records lost during the Second World War. Mr. NAKAMOTO s case study explores how the Okinawa Prefectural Archives were reconstructed the records of Okinawa after destruction by US forces. Once finished reviewing these four case studies, we would like to hold a brief discussion between session presenters and audience members. I am confident that Japan s experiences might serve as a valuable reference to countries preserving archives in the face of destruction from social changes, natural disasters, wars, and armed conflicts. We will also address issues such as what preventative measures might be taken and in what cases damaged materials should be restored or not. Masaya TAKAYAMA - 1 -

3 On the Materials of Yamaichi Securities Masanao ITO Professor, Graduate School of Economics, University of Tokyo Abstract Yamaichi Securities Company Limited, which had been a leading securities company in Japan, fell into bankruptcy in November 1997 after 100 years of operation. Yamaichi Securities was one of the four massive securities companies in the postwar period. Its internal management materials are now possessed by the library of Faculty of Economics in the University of Tokyo. Since few countries including Japan have preserved documents of bankrupt companies, the university s preservation of the materials has becomes a rare example. The three focuses of this report are as follows: (1) How did the library acquire the materials? (2) What kind of problems existed in the acquisition of the materials? (3) How is the library organizing and managing the materials? DATE OF BIRTH 16 November, 1948 Dr. Economics, University of Tokyo (1991) University of Tokyo, Graduate School of Economics, Tokyo ( ) University of Tokyo, Faculty of Economics, Tokyo ( ) Vice Dean, University of Tokyo, Graduate School of Economics, Tokyo ( ) Professor, University of Tokyo, Graduate School of Economics, Tokyo (1996 Present) Professor, University of Tokyo, Faculty of Economics, Tokyo ( ) Associate Professor, University of Tokyo, Faculty of Economics, Tokyo ( ) Associate Professor, Nagoya University, Faculty of Economics, Nagoya ( ) Associate Professor, Ritsumeikan University, Faculty of Economics, Kyoto ( ) Research Associate, University of Tokyo, Institute of Social Science, Tokyo ( ) RESEARCH FIELD Japanese Economy, Money and Banking, International Finance HONORS The Japan Economist's Prize ( The 31st ), 1990, Mainichi Shinbunsha - 2 -

4 Japanese Coal Industry Collection at Keio University Library: catalogue database and research perspective S. SUGIYAMA Professor, Department of Economics, Keio University Abstract The Japanese Coal Industry Collection deposited at Keio University Library comprises records of coal-mining companies, union documents, and documents related to government policy towards the coal industry. In particular, it includes a wide range of records of major coal mining companies, mainly in Hokkaido, during the period from the mid-1920s to their closure in the early 1990s. The companies are Mitsubishi Mining Co. (Mitsubishi Kogyo), Mitsui Mining Co. (Mitsui Kozan), Sumitomo Mining Co. (Sumitomo Kozan), Hokkaido Colliery & Steamship Co. (Hokkaido Tanko Kisen), and Taiheiyo Coal Mine Co. (Taiheiyo Tanko). The catalogue database of the collection is available on the Web and can either be searched online or downloaded as PDF files ( Some of the materials can be read online. At present, we are engaged in a joint research project based on this collection. We are also developing an integrated open-ended database to improve the current decentralized and scattered state of resources for the Japanese coal industry, by adding links to related university libraries, research institutions and museums, and providing a list of references and statistical data on the coal industry. In this presentation, I will first talk about the problems that we faced in the process of compiling the catalogue detabase, and then about those that we are facing now. Ph. D. in History,University of London (1981) BA in Economics,Waseda University (1972) Director, Keio University Library (2005-Present) Director, Information Technology Center, Keio University ( ) Professor,Department of Economics,Keio University (1991-Present) Associate Professor,Department of Economics,Keio University ( ) Research Officer,London School of Economics ( ) RESEARCH FIELD Economic history of Japan and Asia from the seventeenth century onwards - 3 -

5 Managing Critical Records in the Nuclear Power Industry Sadamaro YAMASHITA Executive Consultant, Nippon Records Management Co., Ltd. Abstract The importance of risk management is rising now for electronic records with a rapidly growing volume, whether they are in the public or private sector. Because of the networking, centralization and larger capacity of electronic records, we are facing a growing risk of disasters resulting from the acts of human beings, rather than natural disasters. To prevent electronic records from leakage, dissipation and loss, life cycle management is important from the creation and utilization of records to their long-term preservation and disposal. But electronic records management has become increasingly complicated, for example, by the transfer or data conversion of records in restructuring organizations and updating systems, and reviews of retention periods and appraisals of important records. Without the establishment of a management system and the development of human resources that make it possible to perform such administrative tasks enduringly and accurately, it would be difficult to utilize and preserve electronic records over long periods. The Japanese nuclear energy industry, which possesses a large volume of records for long-term preservation, is working on life cycle management from a long-term perspective, including the establishment of a backup system that takes advantage of the relative properties of paper, electronic media and microfilm, by putting important records under the centralized control of the Records Management Center from their creation. Bachelor of Laws, Osaka University (1960) President, Nippon Records Management Co., Ltd. (1976- Present) Founded Nippon Records Management Co., Ltd. in Work as a records management consultant for nuclear power plants, pharmaceutical companies, government and other public offices etc. Record Management Consultant, Mitsui & Co., Ltd. (1974- ) Nippon Remington Kaisha Ltd. (1969- ) - 4 -

6 Executive Summary 1. In the nuclear power industry, large volume of critical records relating to the permission and maintenance/operation of nuclear power plant, which are mandated to create and preserve by the strict laws and regulations, shall be preserved and made available over the long term. 2. Each department will centralize all critical records (officially approved) at the time of creation to avoid the risk of dispersion and loss during active usage phase. 3. Electronic critical records are, in principle, printed on paper for official approval and then put into central storage as for preservation purpose at Records Management Center (hereafter, RM Center) 4. Centralized paper records (original) are digitized using scanners and stored in shared servers as working copy for each user to do search and retrieval via internet. 5. In order to prevent the loss of critical records from earthquake and fire and human errors and inadequate handling, complementing electronic, paper and microfilm media will help to mitigate risks. 6. RM Center has been in operation by specialists group consisting of IT staff, nuclear engineers, records managers, filing clerks with practical experiences on records management The Life Cycle Management of Critical Records at RM Center <Power station> (each dep t) (in digital form) (creation) (printer) (print on paper) shared server WIP document shared server critical records as working copy microfilm (transfer) off-site data center long-term preservation critical records (in paper) final approval (paper) final approval (electronic records) CD DVD (RM Center) 1) collection assessment 2) indexing & registration 3) setting up retention scheduling 4) media conversion for records 5) security control 6) database operation & management 7) support retrieval and viewing (check-in/out) (on-site storage room) for preservation ( fire proof cabinet ) (off-site storage room) (transfer) (to & from) St.box ( fire proof cabinet) - 5 -

7 No Records, No History? Then What Would Happened to Okinawans? Kazuhiko NAKAMOTO Okinawa Prefectural Archives Abstract Because of its geopolitical conditions, Okinawa has had a highly eventful history. In World War II, it experienced battles so fierce that they were said to have transformed the land itself, and which caused overwhelming casualties and property damage. In the war, Okinawa lost most of its valuable records. Before the war, Okinawa had experienced the loss of significant records twice, once in the invasion by Satsuma in 1609 and once in the disposal of Ryukyu, the annexation of Okinawa to Japan by the Meiji government in During these periods, the precious records of the Kingdom of Ryukyu that had existed from the beginning of the 15 th century were taken away to the mainland of Japan. It is often said that there is no history without records. How has Okinawa coped with the succession of history after losing its precious records three times through its history? I would like to introduce the efforts concerning the reconstruction of lost history, focusing especially on the battle experience of the Okinawan people. M.A. History & Library and Information Science, University of Maryland (1997) Archivist, Okinawa Prefectural Foundation for Culture Promotion (1997-Present) Field Representative, U.S. Office, Okinawa Prefectural Archives ( ) - 6 -

8 Moderator Masaya TAKAYAMA Senior Vice-President, National Archives of Japan DATE OF BIRTH 23 November, 1941 M. A. in Library and Information Science, Keio University (1970) Completed the requirements of the coursework for a doctoral degree in Library and Information Science, Keio University (1981) Senior Vice-President of the National Archives of Japan (2005-Present) Professor Emeritus, Keio University (2005- ) Chairperson of the Panel Advising Chief Cabinet Secretary on Reviewing a System for Management, Preservation, and Use of Archives and Records of the Government ( ) Counselor, National Diet Library ( ) Committee member of the Graduate School of Letters, Keio University (1987- ) Professor, Faculty of Letters, Keio University (1985- ) Visiting Scholar, Library and Information Studies at the University of California, Berkeley ( ) Associate Professor, Keio University (1980- ) Research Associate, Keio University (1978- ) Teaching Assistant, Keio University (1976- ) Tokyo Shibaura Electric Co., Ltd. (Toshiba) (1970- ) - 7 -