Digital Transformation in Emergency Response: Evaluation of Evacuation Center Registration in Kamisu City

On March 15, 2026, Kamisu City in Ibaraki Prefecture held a major disaster response training exercise dubbed the "2026 Kamisu City General Disaster Prevention Drill." The objective was to integrate digital technologies into the registration process at evacuation centers, allowing participants to experience a modernized approach to disaster management.

Over 1,400 residents attended the training, and they had the opportunity to choose between traditional paper registration and a digital solution via a web form. Out of the 1,364 participants, approximately 45% opted for the digital route. Notably, certain evacuation centers saw more than 50% of individuals registering through the web form, while around 20% exceeded a 70% adoption rate. These statistics highlight a significant shift towards digital solutions in emergency scenarios.

Benefits of Digital Registration

One of the key advantages of this initiative is its dual approach, which accommodates both tech-savvy individuals and those who prefer traditional methods. Participants comfortable with technology could register smoothly online, while those less familiar with digital tools still had access to paper registration, ensuring inclusivity.

Furthermore, VACAN, the company behind this initiative, demonstrated its system’s versatility with multiple registration options, including QR code scanning and integration with LINE, as well as My Number Card. By offering diverse methods for registration, they created an environment that facilitates seamless access to evacuation centers for all citizens.

Research from prior VACAN trials shows that digital registration leads to substantial time savings. For instance, in Kobe City, paper registration took an average of 79 seconds per evacuee compared to just 16 seconds for the web form, yielding an impressive reduction of nearly 80%. Similar patterns were observed in Suita City and Nagoya City, highlighting the efficiency that digital solutions can bring to disaster response efforts.

Overview of the Trial

The trial took place across 38 designated evacuation centers in Kamisu City, excluding welfare-specific shelters. Participants were able to experience both the digital registration via QR code and traditional paper forms. The data collected in real-time allowed disaster response headquarters to monitor the number of evacuees, enhancing situational awareness during emergencies.

The Evacuee Management System employed in this demonstration significantly cuts down the workload associated with disaster management by automating various processes, including the check-in function through My Number Card verification. Other features include resource management and real-time crowd visualizations across multiple evacuation sites, further aiding local officials in disaster response without adding to their workload.

Future Directions

VACAN aims to expand its influence beyond immediate disaster responses. With experience serving approximately 300 municipalities nationwide, the company has made strides in visualizing and managing crowd flows in urban environments. Their commitment to enhancing the usability of shared spaces aims to improve the quality of life for both residents and visitors.

In addition to its focus on disaster prevention, VACAN plans to push forward with the development of a “phase-free platform” that can be applied in both normal and crisis situations. The Synergy with existing services, such as the community engagement app "tami tami" and "VACAN Maps," indicates a holistic approach towards advancing disaster preparedness and optimizing space management across municipalities.

About VACAN, Inc.

Founded in June 2016 and headquartered in Chuo Ward, Tokyo, VACAN is recognized as a J-Startup by the Ministry of Economy, Trade and Industry. Its mission – to harmoniously connect people and spaces through technology – drives the enhancement of urban living experiences while effectively managing crowds and optimizing facility utilization.

For more information, visit VACAN Website.