High-Priority Management Themes at Fuji Xerox
Creating societies resilient to disaster risk
Amid the constantly changing needs of the Tohoku area from emergency relief to recovery and reconstruction support, Fuji Xerox places great emphasis on maintaining dialogue with community members in our community engagement activities. As part of our activities, we have also identified issues and challenges for all parts of Japan, not limited to the affected areas, such as medical problems and depopulation. Based on the approach that “recovery from the disaster is still under way, and there must be unique contributions, solutions and services that we can deliver as a document service and communication provider,” we will continue helping the affected areas meet their challenges, including in relation to issues not reported by the media, while establishing internal systems and mechanisms to provide them with support more promptly.
Activities in fiscal 2016
We have been holding market to support recovery from the disaster since fiscal 2013. In fiscal 2016 we held a “Tohoku and Kumamoto reconstruction market” inviting stall-holders from Kumamoto Prefecture which was hit by a large earthquake in April 2016 in addition to Tohoku area. Furthermore, we started the Kita Sanriku Net in Iwate Prefecture to support local medical institutions in providing home healthcare services. Using the dialogue method developed based on our communications technologies, we are also expanding our support activities to include new community building in Onagawa Town, Miyagi Prefecture and the future creation activity in Minamiashigara City, Kanagawa Prefecture in the support target. We will consider what we can do in the activities by communicating with the disaster-affected areas, NPOs, volunteers and university communities so that we can continue providing the kind of support that is really needed by local communities and society at large. We will continue our support for those areas with two major initiatives: supporting recovery through employees’ volunteer activities and other social contribution activities; and facilitating reconstruction through projects that aim to solve social issues and achieve business success.
Solutions to Help Customers Ensure Their Business Continuity
As a company specializing in document services and communication, we are constantly developing unique solutions and services for our customers, including to support them in making business continuity plans (BCPs), which they will use to minimize damage and continue business operations or resume suspended operations in the event of an emergency, such as a natural disaster, fire or other incidents. Specifically, we provide customers in the process of making their BCPs with the solutions and services that will help them establish an ICT foundation, store and manage important documents, reduce the electricity consumption of their office equipment and prepare against unexpected blackouts.
- Solutions and services for risk mitigation and distribution
We support customers in building and managing risk management systems and rules so that they can implement measures to reduce and distribute risks to ensure the feasibility of their BCPs.
- Solutions and services for document protection
We help customers enhance the safety and security of important hard copy and electronic documents throughout the document life cycle. This is to prevent document loss or damage that could result in customers experiencing lost profits, lost corporate reputation and lost productivity and could even pose a threat to their business continuity.
- Solutions and services for power saving and countermeasures against blackouts
Companies must prepare against large blackouts that could be caused by contingencies such as disasters while also implementing measures for power saving. We help them implement measures to this end.
Supporting Recovery from the Great East Japan Earthquake and the Facilitation of Recovery Activities
Fuji Xerox has been planning and conducting activities to support disaster-affected areas in partnership with NGOs, aiming to maintain a good balance between prompt support and long-term support according to local needs.
Because of the experiences gained through our past support activities, we are strongly aware of the importance of supplying funds, goods, human resources and information for NGOs to provide timely and effective support to victims in areas that are difficult for governments and the Self-Defense Forces to reach in the event of a large-scale disaster. We therefore gave financial support in the value of 200 million yen to such NGOs at the time of the Great East Japan Earthquake.
Specifically, for victims of the disaster, we donated emergency support money and money collected from employees, provided support goods in consideration of local needs, encouraged employees to work as volunteers for the recovery of affected areas in partnership with NGOs and municipalities, and gave support based on our core business, such as lending out digital multifunction devices free of charge and supporting the printing out of documents required for local communications by the use of our on-demand printing (ODP) system.
Recovery support based on our core business
1. Lending out multifunction devices
2. Support for printing
For use in large quantities as materials necessary for recovery support activities, we printed out 180,000 or more sheets using our production printers and other devices at no charge.
Recovery support outside the scope of our core business
3. Support money, employee donations, and provision of goods
4. Dispatch of employees as volunteers
Employees visited the affected areas and conducted volunteer activities, receiving support from NGOs engaged in recovery activities in the areas.
- Note 1 Employees can apply to take short-term leave for volunteer activities (up to five days per month) using their unused and already expired paid holidays, of which they may reserve up to 60 days under the system introduced in 1993.
Recovery Support Activity
Program to lend multifunction devices free of charge to medical facilities in affected areas
After the occurrence of the Great East Japan Earthquake, we visited the Tohoku coastal areas affected by the tsunami to hear from local residents and examine what Fuji Xerox could do to support their communities. Although debris from the tsunami had yet to be removed, we found that there were more than a few medical institutions that had already resumed operations at temporary facilities. We then started a program to lend multifunction devices free of charge to these institutions for use at the temporary facilities. Through the local doctors’ associations in Iwate and Miyagi Prefectures, we received applications for the devices from 24 medical institutions. We began installing the devices at the facilities in August 2011 and completed the installation by October. In the same month, we launched the Innovative Revitalization Group within the company, and members of this new unit visited all the medical institutions that had resumed operations at temporary facilities in Kamaishi City and Otsuchi Town, which were badly affected by the tsunami. Since then the members have been responding to the requests of medical staff and local citizens, including showing them how to use the multifunction devices and PCs upon their request.
Support for Reconstruction from the Kumamoto Earthquake
Reconstruction Support Aiming to Solve Social Issues through our core business
In October 2011, we launched the Innovative Revitalization Group to support the recovery of areas affected by the Great East Japan Earthquake and help local residents resume their lives in the areas with peace of mind and a regained sense of security. Since then we have been supporting community building and revitalization in cooperation with our sales companies located in the areas and by exchanging opinions about desirable local medical services with local doctors’ associations, municipalities and medical service providers.
Developing an Integrated Patient Information System to Assist Home Medical Care in Disaster-Affected Areas
Through the program to lend out multifunction devices free of charge and dialogues with the local doctors’ associations, municipalities and medical service providers, we began to recognize that the challenge faced by the local medical service sector was to make effective use of limited medical resources, and that it could be met by the enhancement of home medical care services and the mitigation of operational burdens imposed on the providers of such services.
In Kamaishi City, Iwate Prefecture we continued to make examinations through dialogue with the doctors and medical staff of the Kamaishi Family Clinic (KFC), which had already been playing a central role in solving problems related to home medical care, an issue that becomes more important as people age. As a result, we developed an integrated patient information system to enable medical institutions to centrally manage the medical records of their patients, including both paper and electronic records, and to allow their staff to view the patient-related information on their tablet terminals anytime and anywhere. We began the full-scale implementation of the system in October 2013.
At the clinic, five doctors work on alternate shifts for outpatient and home care services. Their home care service covers almost the whole of the second medical area including Kamaishi City and Otsuchi Town and each doctor visits 20 to 30 homes a day. Before the introduction of the system, nurses prepared paper medical records of home care patients and doctors carried the documents with them during visits, which inevitably involved the risk of possible loss of the documents and other information management risks. In addition, initial responses to emergency calls during after hours or holidays often had to be made with insufficient patient medical information. Thus, a system that could provide secure access to all the necessary medical records anytime, anywhere, was needed in order to deliver an effective 24/7 home care service.
We will introduce this system to medical institutions located in the disaster-affected areas as a model example of systems built in cooperation with medical practitioners in the field of home medical care, and will continue to contribute to the solution of issues concerning regional medical services in Japan through our business operations.
How the Integrated Patient Information System Is Used
Contributing to Solve the Issues of Regional Medical Services in Aging Society Discovered in Recovery Support Activities
Kita Sanriku Net for seamless medical services across four municipalities in the Kuji medical district in Iwate Prefecture
We launched the Kita Sanriku Net in March 2016 in partnership with an NPO named Kita Sanriku Juku (president: Toshimitsu Takeshita; based in Kuji City, Iwate Prefecture). Through this system we aim to connect and back up a range of information used in the medical, nursing care and welfare domains for the improvement of related services. The Net serves as an information basis for improved services, promoting data linkages among 67 facilities located in four municipalities in the Kuji district, including hospitals, clinics, pharmacies and nursing care facilities, for seamless services based on the shared use of patients’ medical records, prescriptions at pharmacies, and care records at nursing care and welfare facilities. We will contribute to building more disaster-resistant communities by digitizing information currently stored on paper-based materials and backing up the data.
Future Creation with Local Communities by the Use of Communication Technologies
Participating in a project to support the creation of self-supporting communities implemented by Onagawa Town, Miyagi Prefecture
The main area of Onagawa Town in Miyagi Prefecture was hit by the tsunami, and the port facilities, shopping center and houses located in the area all suffered damage. The disaster forced local residents to evacuate to areas outside the town or to move to temporary housing built in the few places left intact by the tsunami within the town. These included such places as unused land on hills as well as baseball and other sports fields and spaces within the premises of schools.
Over the six years since the occurrence of the tsunami, the town has gradually recovered from the disaster, starting with the reestablishment of the port facilities, which support the town’s main industry of fishing. Also built as part of cooperative activities conducted by local and non-local companies to help rebuild the town was a shopping street that extends out from the newly constructed station building toward the sea. The cooperative activities attracted considerable attention right across Japan and substantially assisted the measures led by the town mayor to revitalize the town by increasing the number of people who had the chance to interact with local citizens.
In the town, artificial hills were constructed to provide land for housing, to which citizens have gradually been moving from temporary housing or from the places to which they evacuated. According to the municipal plan, the construction of houses on these hills and the relocation of citizens to them will be completed by the end of fiscal 2019. The town is presently moving toward the completion of its recovery, regarding which a challenge has been identified: As citizens are gradually returning to the town, how can ties be built among new neighbors?
In Onagawa Town, citizens had been cooperating with each other for various purposes in their communities through associations of local residents formed for each administrative district for such purposes as the solving of daily problems, disaster control drills and the organization of local festivals. However, due to the damage caused by the disaster and subsequent reconstruction work, the districts were reorganized into 33 administrative districts, where residents now need to forge new ties as new neighbors.
Commissioned by the town government, Fuji Xerox made a plan to foster mutual exchange among new neighbors in each district. The situations faced by the 11 districts targeted for the plan greatly differed. For example, there were districts where all the citizens were new residents, where citizens who had moved from other districts joined existing communities, and where collective public housing for disaster victims was located just across the street from a group of detached houses rebuilt by victims acting independently. The age composition of residents also differed by district, although the percentage of elderly people was generally high. The disaster also broke up extended families in some cases, leading to situations such as one in which the older parents returned home while their son and daughter-in-law stayed in the place to which they had evacuated because the son had found a job there. For these new administrative districts, Fuji Xerox organized events to provide longstanding residents and newcomers with opportunities to get to know each other through dialogue.
Fuji Xerox also planned and held a dialogue session with a focus on the “communication process to link local communities,” within the subcommittee on supporting community formation in which officials of the town’s various departments participated to share problems and ideas beyond organizational boundaries and to cooperate with each other to conduct activities for citizens.
We have been continuing these communication-based support activities for the affected areas, where measures to maintain and build ties among citizens are still required. To help build, deepen and maintain such ties, we will press forward with the activities based on our dialogue method and through our documentation services, thereby contributing to the creation of a better society.
Contributing to Solve the Issues of Local Communities
Tono City in Iwate Prefecture was hit by the disaster but began to serve as a recovery support center soon after. In April 2014, working together with Tono City, we opened Tono Mirai Zukuri College within the premises of a closed local junior high school, with a view to contributing to regional industrial and human resource development for Tono City and surrounding areas. In 2016 the College made a fresh start as a general incorporated association for more localized management. Based on the concept of “hands-on education,” we are planning 11 programs in the three fields of exchange, lifestyle culture, and industrial creation, making use of our communication technologies and techniques.
Community Revitalization Efforts in Tono City, Iwate Prefecture
In the immediate wake of the Great East Japan Earthquake, Tono City in Iwate Prefecture, a city affected by the disaster, functioned as a logistics support center for disaster recovery and reconstruction activities. Although many volunteers, NPOs, and businesses were gathered in the city during that time, depopulation is actually a major problem in Tono City and revitalization of the community is a pressing task. Wishing to return the favor during the reconstruction support process, Fuji Xerox, led by its Innovative Revitalization Group and Communication Technology Laboratory, launched the Mirai Zukuri Camp Note 2 in fall 2012, a community revitalization project to help solve the depopulation issue and create new value in Tono City.
Evolving from Mirai Zukuri Camp to Tono Mirai Zukuri College
Since its launch in fall 2012, the Mirai Zukuri Camp has been held every season to discuss community revitalization ideas, mainly in the fields of education, culture and folklore. The resulting action plan is centered around the creation of a revitalization promotion center by Fuji Xerox and Tono City. Located at the site of former Tsuchibuchi Junior High School, which was closed in spring 2013, the center, Tono Mirai Zukuri College, was planned to serve as a place for training sessions and research activities by businesses, public organizations, universities, and other organizations.
On April 8, 2014, the opening ceremony of Tono Mirai Zukuri College was held, with the signing of an agreement between Fuji Xerox and Tono City and related events were offered.
In 2016 the College made a fresh start as a general incorporated association for more localized management. Based on the concept of “hands-on education,” we are planning 11 programs in the three fields of exchange, lifestyle culture, and industrial creation, making use of our communication technologies and techniques.
We also held the third local government study meeting on backup logistical support during disasters in Tono. Those in charge of disaster control at 11 municipalities participated in the meeting, where they exchanged opinions about countermeasures against typhoons and floods, which have become more frequent in recent years, in addition to measures for earthquakes.
The association is also focusing on the development of the next generation of local leaders by implementing an innovative human resource development program in which both domestic and foreign university students learn together with local senior high school students and by supporting the comprehensive education provided by local junior high schools.
- Note2 Mirai Zukuri, which is one of Fuji Xerox's activities on boosting regional revitalization by collaborating with local communities, is a registered trademark of Fuji Xerox Co., Ltd. in Japan.
Expanding the Mirai Zukuri (future creation) activity from Tono City to Minamiashigara City
The development of logistical support bases for disasters, which was started in Tono City, is now fostered also in other cities, including Minamiashigara City in Kanagawa Prefecture. Minamiashigara City concluded an agreement for mutual support in case of disaster with Tono City in 2015, after Kanagawa Prefecture opened a lodging facility (“Kanagawa Kintaro House”) for volunteers working to support recovery from the Great East Japan Earthquake following the disaster. The two cities have been making exchanges through studies on logistical support in case of large-scale disasters and wide-area disaster control. Minamiashigara City is also proactively promoting cooperation with citizens for citizen-led community building and initiatives, including those to revitalize regional industries and welfare activities and to increase the number of people visiting the city for mutual exchange.
Fuji Xerox is supporting Minamiashigara City in solving regional issues under the leadership of citizens through dialogues and programs based on the method of communication that the company has developed in the operation of Tono Mirai Zukuri College. In 2015 we started the Minamiashigara Mirai Zukuri Project, under which citizen-led activity themes were proposed through dialogue meetings held on a continual basis. In the project, the appeal of Minamiashigara City as place to live is summarized with the phrase “place where you can refresh yourself both mentally and physically,” while “collaboration,” “human resource development,” “industrial creation” and “disaster control” are set as the four themes. Based on the themes, activities to create local communities will be conducted in cooperation with citizens; human resources development will be pursued to develop leaders for regional creation; products that are friendly to people both mentally and physically will be developed; and research into disaster logistics support will be planned, fostered and managed.