In the afternoon, a special lecture by Professor Tomohiro Ohashi of Information Science Research Center of MEISEI University, Tokyo. He gave presentation on regarding computerisation of the Japanese Public Administration in a lecture entitled "Policies and measures for computerisation of public administration".
 
Public Administration in Japan's 21st century:
- no official seal.
- no paper.
- no holiday.
- no division / department.
- no office.
 
Current status of computerisation in Public Administration:
- problems of interface between public and private sectors.
- people is not enjoying the benefit.
- obstacles for social / economic activities.
- public administration itself is not enjoying.
 
Framework of Computerisation Plan of the Government:
- basic plan (decision of the cabinet).
- Action Programs for Common Issues (approved by the Inter-ministerial Meeting).
- Individual Plans of the Ministries (decided in each ministry).
 
Decision of The Basic Plan for Computerisation in the Public Administration (cabinet decision on 28 December 1994):
- medium plan from 1995 to 1999.
- computerisation plan of the National Government.
- cooperation with Local Government.
- monitor / review of the activities.
 
Concepts of the Basic Plan:
- IT: an important tool for reforming administrative systems (procedures, organisational structure legal framework).
- Effective and efficient administration for benefit of the people.
 
Targets of the Basic Plan:
- applying IT in various area of the public administration.
- indispensable tools for public administration.
- from paper-based manual procedures to electronic information processing.
 
Major Issues of the Basic Plan:
- advanced / improved information activities & office work which include:
a. electronic administrative documents; and
b. everyone / everywhere computing; one PC per person; LAN in ministries.
- infrastructure for information exchange among the ministries through electronic media.
- utilisation of information resources which also include:
a. database network among the ministries; and
b. databases common to the ministries.
- advanced public service for:
a. providing information on electronic media;
b. electronic procedures / services such as disclosure, counter services, and consultation.
c. electronic application / reporting; and
d. convenient public services.
 
Revision of the Basic Plan:
- fiscal year of 1998 - 2002.
- Integrated Administrative Service System through the Internet connecting the national and local government.
- contents of services: one-stop-services:
a. update of address;
b. employment; and
c. education.
- services for private companies
a. change of the company's name; and
b. change of address.
- non-stop services.
- lift of restriction of resident.
- provision of information of the government.
- electronic official documents exchange.
 
Improvement of Access to Public Access:
- One-stop-services
a. four basic records in various applications;
b. registrations / reporting to several organisations;
c. one licence related to several organisations;
d. update of address / social welfare services; and
e. electronic integrated (single) counter services.
- Non-stop-services
a. 24-hour ATM;
b. delivering machines of resident registration certificates;
c. information kiosks; and
d. public services through network.
- Any-stop-services
a. passport at post offices / city halls;
b. resident registration certificates at any city; and
c. update the drivers licenses at post offices.
 
New Types of Public Services
- hyper-kiosks in street corners / convenience stores
- public services in homes & offices
- update the drivers licenses through internet.
 
Electronic Procedures
- disclosure of public documents
- preservation of documents
- applications & reporting
- electronic data exchange EDI
- electronic xxxx (etc. etc.)
 
Administrative Information Disclosure
(-- Concept -- ) - any person can access any official documents except for
a. personal data;
b. corporate data;
c. national security;
d. under discussion; and
e. inspection / investigation.
( -- Convenient Disclosure -- )
a. clearing systems;
b. utilisation of networks;
c. electronic media for disclosure; and
d. from 'disclosure' to 'provision'.
 
Preservation of documents current situation
- no. of documents preservation prescribed by laws: 909.
- electronic preservation admitted: 84 (9.2%)
- high cost & effort for paper reservation & handling
 
Applications & Reporting ( -- current situation -- )
- no. of applications / reports prescribed by laws - 7709.
- electronic applications / reports admitted - 110 (1.5%).
- complaints / requests from private companies / people.
 
Electronic Applications & Reporting ( -- issues -- )
- identification of applies.
- security / reliability of data transmission.
- pictures / maps / graphics.
- standardisation.
- interface between existing systems.
- cost for systems of the ministries.
 
Measures & Legal Aspects for the Computerisation
- information infra-structure.
a. inter-ministrial network - Kasumigaseki WAN
b. inter-municipality network
c. inter-public-private network
d. internet
e. PC network
- review of legislation.
a. certification & identification of the people
b. prohibition of on-line network
c. electronic official seals / signatures
d. exchange of official documents on electronic media
- standardisation.
a. identification no.
b. characters of resident registration systems
c. standard forms for one-stop-services
- responsibilities of administrative organisations.
a. area of control
b. authorities of each ministry
c. relationship among central and local governments
d. organisational structure: hierarchical, vertical organisation --> flat, horizontal one.
 
Relation with Administrative Reform
- BPR in private companies
- productivity of public administration
- applying information technology / information infra-structure
- reform of public administration as a whole
- the electronic government