#Japan #Disaster Management #Vacan #Ebetsu #Ebetsu City

Introduction

On July 12, 2025, Ebetsu City in Hokkaido performed an experimental evacuation drill at the Omasa Gymnasium, aimed at enhancing disaster response procedures through digital technology. Collaborating with VACAN, a Tokyo-based company, the drill showcased a new Evacuation Management System designed to ease congestion during emergencies, allowing for a more efficient and safer evacuation process.

Background and Objectives

With the rise in natural disasters over recent years, the need for efficient evacuation strategies has become increasingly critical. VACAN has been playing a proactive role, providing real-time congestion information and evacuation center maps to over 200 municipalities. Their commitment to digitalizing the evacuation registration process aims to support quick and safe evacuations.

Recently, updates were added to the Evacuation Management System, allowing various data collection methods for more effective registration. Users can now input details such as vehicle usage and health status through web forms, applications, or manual entry by staff. This flexibility allows municipal authorities to adjust information collection to fit their specific operational strategies and regional characteristics, reducing the burden on residents while ensuring accurate data is collected efficiently.

Digital Features and Initiatives

A notable tool for this initiative is "tami tami," a local community app that encourages daily engagement and facilitates smooth registration during emergencies via a smartphone.

Overview of the Evacuation Drill

The drill engaged residents from local disaster prevention organizations. It simulated a maximum seismic intensity of 6+, testing the new digital system for relative to traditional methods. The goal was to enable users to understand the benefits of digital registration and gather feedback for further improvements.

Key Activities During the Drill:

• - Using the App: Participants registered their information, either through direct input or using My Number card readers, before scanning QR codes to access forms.
• - Web Input: Following their arrival at the evacuation facility, participants scanned QR codes to input their details via web forms.
• - Card Reader Access: Some used My Number card readers directly for registration, while others completed paper forms with staff assistance.

Results from the Drill

Feedback from participants was overwhelmingly positive, with 83% rating the app's QR function as smooth. The digital methods, compared to traditional paper-based processes, significantly reduced the time and effort required for data entry, streamlining the procedure and decreasing the workload on emergency staff. Previous trials suggest that this approach can reduce processing times by as much as 97%.

Insights into the Evacuation Management System

The Evacuation Management System offers a range of integrated services, including real-time tracking of evacuation center occupancy via the "VACAN Maps" web service and the backend management tool, "VACAN Console." This ensures that both officials and residents have access to updated and crucial information without additional workloads. The system's design maximizes efficiency and responsiveness in emergencies.

Core Functionality Includes:

• - Evacuation Registration: Essential information is pre-registered, enabling quick processing during crises.
• - Evacuation Maps: Users can check their location relative to nearby shelters and view real-time congestion data.
• - Facility Reservations: The system supports various venue bookings efficiently.
• - Communication Tools: Community building and fluent communication facilitated through electronic boards.

Future Directions

VACAN plans to expand its system by adding features such as resource management predictions and linking to external data systems to enhance overall effectiveness. The aim is to cooperate with more municipalities to continuously develop and adapt the system, ensuring comprehensive support for future emergencies.

About VACAN

• - Company Name: VACAN, Inc.
• - CEO: Takashi Kono
• - Location: 2-5-1 Kojimachi, Chiyoda-ku, Tokyo
• - Established: June 2016
• - Website: VACAN

VACAN is recognized as a J-Startup 2019 by the Ministry of Economy, Trade and Industry, focused on leveraging technology to enhance public safety and community engagement.