Innovative Digital Solutions for Disaster Evacuation Management in Kamisu City, Japan

Kamisu City Embraces Digital Evacuation Management

In response to rising natural disasters, Kamisu City, located in Ibaraki Prefecture, is set to implement a pioneering digital registration system for evacuation shelters during its upcoming comprehensive disaster drill on March 15, 2026. This initiative, led by VACAN Co., Ltd., aims to streamline the evacuation process across 38 designated shelters within the city.

Background of the Initiative

The increasing frequency of natural disasters has underscored the critical need for effective disaster preparedness measures. VACAN, headquartered in Chuo-ku, Tokyo, has a proven track record of enhancing evacuation processes through digital solutions. With over 200 municipalities utilizing their visualization tools for shelter congestion, VACAN is committed to facilitating smoother and safer evacuations for communities.

The upcoming drill in Kamisu City, which boasts a population of approximately 90,000, will serve as a real-world test for the deployment of their evacuation management system. Citizens will be encouraged to participate by scanning a QR code with their smartphones to register at shelters, thereby allowing the city’s disaster management office to monitor the number of evacuees in real-time, assisting in proactive decision-making during emergencies.

Details of the Demonstration

Date and Location

- Date: March 15, 2026
- Location: 38 designated evacuation shelters in Kamisu City (excluding welfare shelters)

Target Participants

- Residents of Kamisu City

Demonstration Objectives

- Experience with Digital Registration: Participants will have the opportunity to compare the traditional paper roster method with a modern approach that entails scanning a QR code and filling out a web form for shelter registration.
- Real-Time Situation Monitoring: The disaster management office will aggregate registration data from shelters to visualize the evolving number of evacuees, aiding in efficient crisis management.

Two Methods of Registration

1. QR Code Scanning Method: Evacuees scan a QR code to access a web form for registration.
2. Traditional Paper Registration: Evacuees write their information on a paper roster.

The evacuation management system automatically generates rosters, allowing for effective oversight.

The Evacuation Management System Explained

The evacuation management system significantly reduces the workload of municipal employees involved in disaster response and shelter operations. Features include:

- Digital registration for residents
- Check-in functionality through MyNumber Card verification
- Materials management
- Automated roster generation of evacuees
- Data integration for evacuees
- Real-time congestion visualization across multiple shelters

This system empowers municipal personnel and the disaster response office to monitor situations without additional tasks, while enabling residents to select appropriate evacuation sites for smooth transitions.
Additionally, the system offers ordinary utility features, such as booking public facilities and community engagement functions through a shared app and management platform.

Future Prospects

VACAN has successfully provided congestion visualization and management services to around 300 municipalities nationwide in various public areas, enhancing the mobility and experience of residents and visitors alike. As they forge ahead, VACAN is dedicated to furthering their disaster preparedness initiatives, evolving into a “phase-free platform” that serves public facilities, including evacuation shelters, through digital transformation (DX).

Through further integration of existing services such as the community interaction app “tami tami” and “VACAN Maps,” they aim to comprehensively support local governments in bolstering their disaster preparedness and spatial operations.