• Cutting-edge of Archival Community in Japan


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    • Abstract: Based on the Archives Code, the Kanagawa Prefectural Archives has required from its ... (6) chairman and members of Service Invention Council, (7) members of Prefectural Property ...

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16th ICA Kuala Lumpur Congress
July 23, 10:00-12:00
Room 306
National Archives of Japan
Session 1
Cutting-edge of
Archival Community in Japan
◆Programme◆
Moderator : Hitoshi GOTO, Kanagawa University
10:00-10:20 “History and Archives”
Yoneo ISHII, Director General, Japan Center for Asian
Historical Records
10:20-10:50 The Start of Graduate-Level Archival Education in
Japan and Accompanying Problems
Hirooki HOSAKA, Professor, Graduate Course in
Archival Science, Gakushuin University
10:50-11:10 Historical Materials and Activities of the Diplomatic
Record Office of the Ministry of Foreign Affairs of
Japan: aiming for a comprehensive information center of
historical diplomatic records
Kazuhisa NAITO, The Diplomatic Record Office of the
Ministry of Foreign Affairs of Japan
11:10-11:30 System Management from Collecting to Access to
Public Documents in the Kanagawa Prefectural
Archives: the current situation and future directions
Shigeru ENDO, Kanagawa Prefectural Archives
11:30-11:40 Summary
Hitoshi GOTO, Professor, Kanagawa University
11:40-12:00 Discussion and Q&A
-0-
History and Archives
Yoneo ISHII
Director General, Japan Center for Asian Historical Records
【Abstract】
The Japan Center for Asian Historical Records (JACAR) was established in 2001 after
years of diplomatic discussion and delays. In this presentation, the director of JACAR, Dr. Yoneo
Ishii, examines what lessons might be learned in the governmental and cultural impediments that
postponed JACAR’s founding. Until quite recently, for instance, there was little consensus on how to
present Japanese modern history to an international and, in particular, Asian audience.Dr. Ishii
describes problems Japanese officials faced in reaching a consensus on controversial historical
matters. In addition, Dr. Ishii examines why many civil servants shared a lack of interest in
preserving records of their own time in office for public access. Public access to contemporary and
historical government records, in archives, is fundamental to democracy. The public must be able to
follow and hold government decisions accountable. It is by better understanding the reasons behind
JACAR’s delays in the 1990’s as well as the importance of the archival process that Japan and its
Asian neighbors might move peacefully forward.
【Profile】
EDUCATION
Doctor of Laws, Kyoto University (1980)
Study at Tokyo University of Foreign Studies ( -1955)
EXPERIENCE
Director-General, Japan Center for Asian Historical Records (2001- Present)
President, National Institutes for the Humanities (2004-2008)
President, Kanda University of International Studies (1997- )
Professor and Director of the Institute of Asian Cultures at Sophia University (1993- )
Professor and Director of the Center for Southeast Asian Studies, Kyoto University
(1985-1990)
Professor, Kyoto University (1967- )
Associate Professor, Kyoto University (1965- )
Ministry of Foreign Affairs (1955-1965)
HONORS
Honorary doctoral degree in Liberal Arts, Chulalongkorn University, Thailand (2007),
Designated a Person of Cultural Merits (2000), Japan Foundation Award (2000), Medal
with Purple Ribbon (1995), Academic Prize of the Fukuoka Asian Culture Prizes (1994),
Royal Thai Commander of the Most Exalted Order of the White Elephant (1987)
-1-
The Start of Graduate-Level Archival Education in Japan
and Accompanying Problems
Hirooki HOSAKA
Professor, Graduate Course in Archival Science, Gakushuin University
【Abstract】
As a result of many discussions by archival academic societies on the necessity of archival
education over many years, a graduate-level curriculum for archival studies was established in
April 2008 in Gakushuin University for the first time in Japan. In this report, I would like to speak
about the following three points. Firstly, there will be an outline of the curriculum. Secondly, I will
look at problems in education through lectures and practical training; inadequate legal systems and
no qualification system for professionals in Japanese society which graduates will enter after they
have completed the curriculum; the necessity to create diversified jobs and other areas. Thirdly, I
will consider perspectives on the necessity of developing a new archival science that will enable us
to cope with the changes in information behavior and the explosive growth in information quantity
in the 21st century, based on such a curriculum.
【Profile】
EDUCATION
M.A. in History, Gakushuin University (1989)
Graduated from Faculty of Letters, Gakushuin University (1985)
EXPERIENCE
Professor, Graduate Course in Archival Science, Gakushuin University (Present)
Professor, Faculty of Cultural Information Resources, Surugadai University (2005-)
Associate Professor, Faculty of Cultural Information Resources, Surugadai University
(1998- )
Lecuturer, Faculty of Cultural Information Resources, Surugadai University (1994- )
Teaching Assistant, Gakushuin University (1989- )
-2-
Hirooki HOSAKA, The start of Graduate-Level Archival Education and Accompanying Problems, The Session: Cutting-edge of Archival Community in Japan, 23 July 2008, ICA-KL
The Curriculum for the Master's Course, The Graduate Course in Archival Sceience, Gakushuin University
Subject Credit Content
Seminar in Archival Science 8 Research design, discussion and execution for 2 years
Seminar in Archival Management Ⅰ 4 Arrngement and Description in Practice
Compulsory Subject Seminar in Archival Management Ⅱ Information Processing for Electronic Records and Digital Archives
4
Management in Practice
Weekly classes with an archival Internship (2 Weeks an Academic
Archival Practice 8
Year) for 2 years
(required credits) (24)
Basic Theory and Knowledge (Information and Communication theories,
Research for Archives Professional Knowledge Ⅰ 4
Archival Principles, Laws, Ethics and Public Programs)
Research for Archives Professional Knowledge Ⅱ 4 History of Archives both in Japan and Overseas Countries
Research for Archives Professional Knowledge Ⅲ 4 Foreign Literature in Archival Science
Research for Records and Archives Ⅰ 4 Records and Archives in the Organizations in Pre-modern Japan
Elective Subject
(but needs more Research for Records and Archives Ⅱ 2 Same as above, but in Modern Japanese Companies
than 4 credits) Research for Records and Archives Ⅱ 2 Same as above, but in Public Institutions in Modern Japan
Research for Records and Archives Ⅲ 4 Records and Archives in the Organizations in East Asia
Research in Recordkeeping Ⅰ 4 Archives Administration Including Planning Rcordkeeping Systems
Research in Recordkeeping Ⅱ 4 Records Management including Electronic Records Management
Research in Recordkeeping Ⅲ 4 Preservation and Conservation
(required credits) (4)
Research for Information Resources Ⅰ 2 Library and Information Science
Elective Subject
Research for Information Resources Ⅱ 2 Museum Informatics including Documentation Processes
(required credits) -
Total Credits 30
* Doctoral students must earn more than 20 credits including ‘Seminar for Archival Science’in the same curriculum.
Historical Materials and Activities of the Diplomatic Record Office
of the Ministry of Foreign Affairs of Japan: aiming for a
comprehensive information center of historical diplomatic records
Kazuhisa NAITO
The Diplomatic Record Office of the Ministry of Foreign Affairs of Japan
【Abstract】
The Diplomatic Record Office of the Ministry of Foreign Affairs of Japan is preserves and
releases historical diplomatic records to the public, centering on the records of the Foreign
Ministry in the prewar and postwar periods. Based on these records, the Record Office conducts a
wide variety of activities, ranging from providing access to the historical records and reference
services, compiling Nihongaikobunsho (Documents on Japanese Foreign Policy), and exhibition,
to providing digitalized images of historical records through the Japan Center for Asian Historical
Records and the website of the Foreign Ministry, as well as organizing lectures and workshops.
The Diplomatic Record Office aims to be a comprehensive information center of historical
diplomatic records by both facilitating coordination among these activities as well as by
broadening such activities over the following years. In this report, I will introduce the historical
materials and activities of the Record Office.
【Profile】
DATE OF BIRTH
15 July, 1948
EDUCATION
B.A. in History, Chuo University (1971)
EXPERIENCE
The Diplomatic Record Office of the Ministry of Foreign Affairs of Japan (1972-Present)
In charge of public access, references and informational service for the Japan Center
for Asian Historical Records, National Archives of Japan.
-4-
System Management from Collecting to Access to Public Documents
in the Kanagawa Prefectural Archives:
the current situation and future directions
Shigeru ENDO
Kanagawa Prefectural Archives
【Abstract】
Based on the Archives Code, the Kanagawa Prefectural Archives has required from its
opening in 1993 that the prefectural organizations (excluding the Public Safety Commission)
transfer current records whose retention period has expired to the archives. One of the features in
the code is that the director-general of the archives has the authority of selection and destruction of
archives, etc.
For many years, we have gradually built up accomplishments by trial and error in
preserving archives systematically. The systems that we have taken include an improved collection
system, a selection system according to selection manuals and rules such as the Selection
Standards, and a preservation system based on preservation manuals.
However, the problem of preservation space has occurred because of the limited housing capacity of
the archives.
This report focuses on the review of our preservation problems, their solutions and the
archives’ future directions based on the accomplishments in our systematic preservation.
【Profile】
DATE OF BIRTH
19 March, 1951
EDUCATION
Bachelor of Economics, Kanagawa University (1973)
EXPERIENCE
Kanagawa Prefectural Archives (2006-Present)
In charge of preservation for historical public records and documents.
Kanagawa Prefectural Government (1973-)
Work for several sections such as statistics, youth development, vocational training,
promotion of science and technology and support for the activities of NPO.
-5-
Changes in the numbers of collected and selected documents in folders
and filed documents Table 1
Documents in folders Filed documents
Fiscal No. of
No. of No. of
year No. of boxes of boxes of Selection Selection
collected selected
collected documents selected ratio ratio
files files
documents
1994 9,861 614 6.23% 3,000 2,988 86.80%
1995 9,646 478 4.96% 969 611 63.10%
1996 9,430 603 6.39% 871 607 69.70%
1997 9,595 788 8.21% 864 615 71.20%
1998 9,306 761 8.18% 1,685 1,288 76.40%
1999 10,462 1,053 10.06% 971 768 79.10%
2000 10,190 1,013 9.94% 930 834 89.70%
2001 9,667 755 7.81% 922 789 85.60%
2002 9,586 741 7.73% 1,251 781 62.40%
2003 9,682 567 5.86% 830 571 68.80%
2004 9,320 568 6.09% 1,107 745 67.30%
2005 8,881 465 5.24% 1,071 625 58.40%
2006 8,751 447 5.11% 948 627 66.10%
Total 124,377 8,853 7.12% 15,419 11,849 76.80%
-6-
Changes in the number of selected documents in
folders by department Table 2
Departments, Bureaus, etc.
No. of boxes of selected documents
Fiscal year
Safety and Disaster Prevention
Commerce, Industry and Labor
Environment and Agricultural
Improvement Project Dept.
Health and Welfare Dept.
Administration Center
General Affairs Dept.
General Prefectural
Enterprise Agency
Education Bureau
Assembly Bureau
Hospitals Bureau
Residents Dept.
Planning Dept.
Other bureaus
Labor Bureau
Audit Bureau
Policy Dept.
Dept.
Dept.
1995 478 13 7 1 32 80 60 66 88 56 2 42 2 20 7 2
1996 603 13 51 4 47 101 80 74 80 71 2 41 2 19 16 2
1997 788 52 37 5 60 141 130 50 90 60 2 76 45 2 25 7 6
1998 761 45 36 11 63 105 103 67 126 70 4 70 19 5 22 8 7
1999 1,053 58 110 13 62 155 78 68 208 109 3 68 60 3 26 13 19
2000 1,013 49 53 24 90 118 132 138 178 81 3 11 80 3 21 6 26
2001 755 38 57 7 87 84 101 64 151 51 5 2 68 2 24 5 9
2002 741 42 43 25 56 141 95 53 137 61 3 5 52 2 16 6 4
2003 566 39 31 8 29 62 133 43 86 47 6 2 53 1 16 6 4
2004 568 32 27 5 35 100 76 31 65 36 21 2 48 2 60 18 10
2005 465 50 25 5 43 75 72 18 56 39 14 2 39 6 12 2 7
2006 447 51 7 9 7 90 53 13 61 51 7 3 62 7 14 6 6
-7-
Changes in the number of selected filed
Table 3
documents by department
Departments, Bureaus, etc.
Improvement Project Dept.
Health and Welfare Dept.
Agricultural Policy Dept.
Commerce, Industry and
General Affairs Dept.
No. of selected files
Safety and Disaster
Enterprise Agency
Education Bureau
Assembly Bureau
Environment and
Prevention Dept.
Residents Dept.
Planning Dept.
Other bureaus
Labor Bureau
Audit Bureau
Fiscal year
Labor Dept.
1994 2,988 282 15 7 201 263 71 424 62 142 32 8 127
1995 611 86 16 3 108 33 93 222 7 12 6 1 24
1996 607 92 23 7 148 42 74 107 4 85 6 19
1997 615 92 23 3 163 71 108 93 3 34 6 19
1998 1288 115 25 4 372 60 91 120 19 451 6 24
1999 768 147 21 54 5 239 31 45 202 4 11 6 3
2000 834 149 21 11 4 241 25 185 121 9 33 6 29
2001 789 142 15 5 12 220 44 145 138 1 9 10 48
2002 781 104 34 4 32 286 27 68 132 3 70 6 15
2003 571 95 28 5 1 242 40 55 12 32 16 6 39
2004 745 219 48 6 5 266 16 55 54 11 29 6 30
2005 625 99 14 7 3 245 32 66 76 9 44 7 23
2006 627 105 15 7 4 201 22 41 163 12 33 6 18
Total 11,849 1,727 298 99 90 2,932 706 1,097 1,864 176 969 109 9 1 418
-8-
Document 1 Flow of Records Management of Kanagawa Prefectural Government
[Point to transfer documents to the Archives] The Archives
*Codes, rules on records management, etc. Access to
Documents
Branch offices of prefectural
Transfer documents after retention period Documents for 30-year retention
Make and review tables for filing standards
Documents for 30-year retention expires Documents for 10-year retention
Documents for 10-year retention Make documents for transferring Documents for 5-year retention Historical archives
government
Documents for 5-year retention documents, etc. Documents for 3-year retention Decision on access within 10 days
Documents for 3-year retention
Making slips or documents for Documents with less than
transferring documents 30-year preservation period
Input subject name, outline (in about Residents,
300 number of characters), etc. for etc.


Use: 0.356