The Archive Management System in Shizuoka Prefecture
| Published date | 01 February 1991 |
| DOI | https://doi.org/10.1108/eb060903 |
| Pages | 47-50 |
| Date | 01 February 1991 |
| Author | Itoh |
| Subject Matter | Information & knowledge management |
The Archive Management System
in Shizuoka Prefecture
Itoh
General Conditions
Because there are some differences between England's county system and
Japan's system of urban and rural prefectures, before introducing the archive
management system in my prefecture, I will first comment briefly on the
general state of my prefecture and the organization of the prefectural
government.
The population of Shizuoka prefecture is about 3,680,000, coming tenth in
the country's 47 prefectures. There are 74 municipalities within the prefecture.
The organization of the prefecture's government is divided into 13 de-
partments, including the General Affairs Department, the Planning and
Adjustment Department, the Social Welfare Department, and the Public
Health Department, the Board of Education, the Public Safety Commission
and three other commissions. The number of prefectural employees, including
high school teachers and police officers, comes to 23,000 in all, of whom about
3,300 work in the prefectural government office. As for archive management,
the General Affairs Department Archives Division is in control and directs the
archive management for the entire organization, except the Public Safety
Commission.
The Archive Management System
In 1989, my prefecture introduced an open information system. Prior to this,
the previous archive management system was improved and arranged in such a
way that "anyone, can take out straight away anytime" the archives they had
requested. Up until this point too, the Archives Division served to arrange and
efficiently manage archives, guiding the disposition of documents in offices, and
systematically managing archives taken from each division, in the stacks.
However, taking advantage of the introduction of this system, methods of
archive management, such as the organization for archive management in each
division, the procedure and periods of archive treatment, also the previously
vague management of stored documents in branch offices, etc., have been
clarified and arranged systematically.
Regarding archive management in my prefecture, the point of division is
between archive management in the office and archive management in the stack
rooms.
Because the frequency of use of documents is high in the year in which they
are drawn up and in the following year, they are placed in the cabinets within
the office, the place of work. Next, when two years old, the documents are
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