Enhancing Disaster Response: Digital Check-In Trials in Ibaraki's Oarai Town
In the wake of increasing natural disasters, the necessity of efficient and safe evacuation strategies has gained prominence. In a progressive initiative led by VACAN, a company based in Chuo-ku, Tokyo, a demonstration of digitalizing the check-in process at evacuation centers has been conducted in collaboration with Ibaraki Prefecture and Oarai Town. This trial aims to ease the burden on facility operators and enhance the convenience for evacuees during critical times.
Natural disasters cause significant social disruptions, and ensuring smooth evacuations has become even more critical. VACAN has already been actively involved in initiatives like the digitalization of shelter admissions and providing real-time congestion information, assisting over 200 municipalities in visualizing shelter congestion. The goal of this trial is to use technology to make the check-in process faster and more efficient, ultimately improving overall disaster response.
During the trials conducted in Oarai, two methods were put to the test: a web form and a card reader system that uses My Number cards and driver's licenses. Both methods were evaluated for the time required for each individual to check in, with results showing an average of approximately 1.5 minutes per person. Although traditional paper check-ins were not conducted, it is noted that using paper creates extra steps for data entry and compilation, while the digital methods facilitate automatic counting, making the process smoother and quicker.
Surveys conducted post-trial indicated positive sentiments regarding the digital check-in process, with 33.3% of participants reporting shorter wait times and 44.4% finding the procedure easy to understand. This feedback supports the idea that digitization can significantly enhance the user experience during evacuations.
- Relay Shelter: Toyopet Enjoy Park Oarai
The evacuee management system developed by VACAN aims to significantly reduce the workload faced by municipal staff during disasters. This system facilitates digital registration of residents in shelters, includes check-in functions via My Number verification, manages supplies efficiently, generates automatic evacuee lists, and visualizes real-time congestion across multiple shelters. The interface allows municipal staff to monitor situations without additional labor, while residents can select appropriate shelters to ensure safe evacuations. Moreover, the system offers functionalities through a common app that can also be used for daily public facility bookings and community interactions.
VACAN has already contributed significantly to approximately 300 municipalities by providing congestion visibility and prediction services across stations, tourist attractions, and public facilities. This works towards an enhanced experience for local residents and tourists alike. Looking ahead, VACAN is committed to furthering its digital transformation efforts in the disaster management sector, working towards a phase-free platform that is applicable in both regular and emergency situations. By integrating existing services like the community engagement app "tami tami" and "VACAN Maps," VACAN aims to comprehensively support the DX (Digital Transformation) of disaster management and spatial utilization across municipalities.
Company Name: VACAN, Inc.
CEO: Takamichi Kawano
Location: 3F Nakarin Auto Building, 2-8-4 Shinkawa, Chuo-ku, Tokyo
Established: June 2016
Website: VACAN Website
VACAN is a selected entity under METI's "J-Startup" program, focusing on creating a platform that “gently connects people and space through technology.” Their mission involves utilizing AI for congestion visualization and enhancing city living and experiences. Services include congestion and flow management along with facility and area management, and they operate media within restroom stalls known as "Unveil."
Background
Natural disasters cause significant social disruptions, and ensuring smooth evacuations has become even more critical. VACAN has already been actively involved in initiatives like the digitalization of shelter admissions and providing real-time congestion information, assisting over 200 municipalities in visualizing shelter congestion. The goal of this trial is to use technology to make the check-in process faster and more efficient, ultimately improving overall disaster response.
Two Types of Check-In Methods Tested
During the trials conducted in Oarai, two methods were put to the test: a web form and a card reader system that uses My Number cards and driver's licenses. Both methods were evaluated for the time required for each individual to check in, with results showing an average of approximately 1.5 minutes per person. Although traditional paper check-ins were not conducted, it is noted that using paper creates extra steps for data entry and compilation, while the digital methods facilitate automatic counting, making the process smoother and quicker.
Results of the Trial
Surveys conducted post-trial indicated positive sentiments regarding the digital check-in process, with 33.3% of participants reporting shorter wait times and 44.4% finding the procedure easy to understand. This feedback supports the idea that digitization can significantly enhance the user experience during evacuations.
Overview of the Practical Trial
- - Date: March 8, 2026
- - Venue:
- Relay Shelter: Toyopet Enjoy Park Oarai
- - Participants: Disaster prevention officials and municipal staff
- - Assumed Disaster: Nuclear disaster
- - Evaluation Content: Measured the time taken for digital check-in methods and assessed their convenience.
About the Evacuee Management System
The evacuee management system developed by VACAN aims to significantly reduce the workload faced by municipal staff during disasters. This system facilitates digital registration of residents in shelters, includes check-in functions via My Number verification, manages supplies efficiently, generates automatic evacuee lists, and visualizes real-time congestion across multiple shelters. The interface allows municipal staff to monitor situations without additional labor, while residents can select appropriate shelters to ensure safe evacuations. Moreover, the system offers functionalities through a common app that can also be used for daily public facility bookings and community interactions.
Future Prospects
VACAN has already contributed significantly to approximately 300 municipalities by providing congestion visibility and prediction services across stations, tourist attractions, and public facilities. This works towards an enhanced experience for local residents and tourists alike. Looking ahead, VACAN is committed to furthering its digital transformation efforts in the disaster management sector, working towards a phase-free platform that is applicable in both regular and emergency situations. By integrating existing services like the community engagement app "tami tami" and "VACAN Maps," VACAN aims to comprehensively support the DX (Digital Transformation) of disaster management and spatial utilization across municipalities.
About VACAN
Company Name: VACAN, Inc.
CEO: Takamichi Kawano
Location: 3F Nakarin Auto Building, 2-8-4 Shinkawa, Chuo-ku, Tokyo
Established: June 2016
Website: VACAN Website
VACAN is a selected entity under METI's "J-Startup" program, focusing on creating a platform that “gently connects people and space through technology.” Their mission involves utilizing AI for congestion visualization and enhancing city living and experiences. Services include congestion and flow management along with facility and area management, and they operate media within restroom stalls known as "Unveil."
Topics Policy & Public Interest）
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