The 8th General Conference of EASTICA & Seminar Second announcement

● Dates October 21 (Sun.) – 26 (Fri.), 2007

● Venue KKR HOTEL 1-4-1 Otemachi, Chiyoda-ku, Tokyo 100-0004 Tel: +81-3-3287-2921 Fax: +81-3-3287-2913 http://www.kkr-hotel-tokyo.gr.jp/

● Organized by National Archives of Japan East Asian Regional Branch of the International Council on Archives (EASTICA)

● Theme Seminar “Development of E-Government and Digital Records Management” Symposium “Archives in the Digital Era: Message from Asia”

● Seminar Session 1 Keynote Speeches Dr. Kenneth Thibodeau, The ERA Program Director, National Archives and Records Administration (USA) "Building a Future for Our Times: the Electronic Records Archives" Prof. Shigeo Sugimoto, Graduate School of Library, Information and Media Studies, University of Tsukuba (Japan) "Ensuring the Preservation and Use of Electronic Records" (tentative title)

● Seminar Session 2 Country/Region Report Japan, People's Republic of China, Republic of Korea, Mongolia, Hong Kong, Macao * Current status of approaches to e-government and management of electronic records in each country/region

● Symposium Speeches Prof. Michihisa Hotate, The Historiographical Institute, the University of Tokyo (Japan) "Knowledgebases for Historical Studies in East Asia" (tentative title) Mr. Shaidin Shafie, Branch Head in Charge of Electronic Record Advisory Service, National Archives of Malaysia (Malaysia) "E-Government Initiatives in Malaysia and the Role of the National Archives in Digital Records Management"

Panel Discussion Coordinator: Dr. Masaya Takayama, Senior Vice-President, National Archives of Japan (Japan) Panelists: Prof. Michihisa Hotate (Japan), Mr. Shaidin Shafie (Malaysia), Dr. Kenneth Thibodeau (USA), Panelists from the People’s Republic of China and the Republic of Korea

● Professional Excursions 1) October 22 (Mon.) 15:00 – 17:30 Visit to National Archives of Japan Tour of facilities, demonstration of Digital Archives, and private viewing of a special exhibition "Chinese Classics"

2) October 25 (Thu.) Tour of related institutions in Tokyo Schedule（tentative）

October 21 (Sunday) 12:00 〜 18:00 Registration (venue: lobby in front of Heian Room, KKR Hotel Tokyo, 10F)

October 22 (Monday) 09:30 〜 18:00 Registration (venue: same as above) 10:00 ～ 13:00 EASTICA Executive Board Meeting (venue: Toki Room, KKR Hotel Tokyo, 11F) 15:00 ～ 17:30 Visit to National Archives of Japan 19:00 ～ 21:00 Welcome Dinner Reception Hosted by National Archives of Japan

October 23 (Tuesday) General Conference and Seminar (venue: Zuiho Room, KKR Hotel Tokyo, 10F) 09:30 ～ 10:00 Opening Ceremony 10:00 ～ 10:15 Group Photograph 10:15 〜 10:30 Coffee Break 10:30 ～ 12:00 General Conference 12:00 ～ 14:00 Lunch 14:00 ～ 15:20 Seminar Session 1: Keynote Speech 1: Dr. Kenneth Thibodeau 15:20 ～ 15:40 Coffee Break 15:40 ～ 17:00 Keynote Speech 2: Prof. Shigeo Sugimoto 19:00 ～ 21:30 Dinner Hosted by EASTICA (Tokyo Bay Cruise Dinner)

October 24 (Wednesday) Seminar and Symposium (venue: Zuiho Room, KKR Hotel Tokyo, 10F) 09:30 ～ 11:30 Seminar Session 2: Country/Region Report 11:30 〜 11:40 Coffee Break 11:40 〜 12:00 Speech for ICA 2008 General Conference: Mr. Shaidin Shafie 12:00 ～ 14:00 Lunch 14:00 ～ 14:40 Symposium: Speech 1: Prof. Michihisa Hotate 14:40 〜 15:20 Symposium: Speech 2: Mr. Shaidin Shafie 15:20 〜 15:40 Coffee Break 15:40 〜 17:00 Panel Discussion, Q and A Session 17:00 〜 17:10 Coffee Break 17:10 〜 17:30 Closing Ceremony 19:00 ～ 21:00 Farewell Dinner

October 25 (Thursday) Professional Excursion

October 26 (Friday) Departure of Participants

* Simultaneous interpretation services will be available between English and Japanese during the seminar sessions, symposium, and panel sessions. ■ Registration for the conference ● Registration procedure: Please fill out the attached Conference Registration Form with typewritten text and send it to the Secretariat of EASTICA Conference at EXIM International by facsimile or email no later than Friday, September 14. If you pay your registration fee in advance by bank transfer, please send a copy of your remittance by facsimile to the Secretariat of EASTICA Conference. Upon receipt of your Conference Registration Form, the Secretariat will send you a registration confirmation sheet by facsimile or email. Please bring this sheet with you to the registration desk of the Conference site to receive Conference materials.

● Conference registration fees: 1) Registration fee for conference participants** EASTICA member: US$75 or 8,000 Japanese yen (per person) Non-EASTICA member: US$85 or 10,000 Japanese yen (per person) ** The registration fee above includes the admission to all conference programs, conference materials, lunch on Oct. 23 and 24, and dinner from Oct. 22 through Oct. 24 as well as the cost of the professional excursion on Oct. 25. 2) Fee for participation in the symposium only Symposium materials fee: 1,000 yen (per person) 3) Registration fee for accompanying person: US$75 or 8,000 Japanese yen (per person) The fee is for lunch on Oct. 23 and 24, dinner from Oct. 22 through Oct. 24, and the professional excursion on Oct. 25. ● Please pay the registration fee above either in US dollars or Japanese yen, either in advance by bank transfer to the account noted on the Conference Resistration Form or in cash at the registration desk of the Conference site. You are kindly requested to pay 2,500 Japanese yen or the equivalent in US dollars, as a bank handling charge if you pay the registration fee by advance bank transfer. VISA and Master credit cards can be used for the advance payment. (See Conference Resistration Form)

■ Visa Participants from the People's Republic of China, Hong Kong or Macao Special Administrative Region (if possessing a passport issued by the People's Republic of China), and Mongolia are required to get a visa to visit Japan. Please send a copy of your passport to the Secretariat of EASTICA Conference, c/o Exim International listed at the end of this announcement. We will send it to Ministry of Foreign Affairs of Japan for necessary visa arrangements. Participants from other countries are urged to check with the resident Japanese embassy or consulate to see if they are required to obtain a visa to visit Japan.

■ Hotel accommodations Rooms at the hotels listed below have been booked as accommodations for the conference participants. If you would like to stay at one of these hotels, please fill out the attached Accommodations Registration Form with typewritten text and send it to the Secretariat of the EASTICA Conference at EXIM International by facsimile or email no later than Friday, September 14. Reservations will be processed in order of receipt of Accommodations Registration Form. It should be noted that there is a limit to the number of rooms, and we may not be able to meet all requests. The Secretariat of EASTICA Conference will contact you to confirm the hotel reservations. H1: KKR Hotel Tokyo 1-4-1 Otemachi, Chiyoda-ku, Tokyo 100-0004 JAPAN Twin beds (for two persons) ¥22,400 Single ¥12,800 Deluxe twin beds (for two persons) ¥30,600 H2: Grand Arc Hanzomon 1-1 Hayabusa-cho, Chiyoda-ku, Tokyo 102-0092 JAPAN Single ¥14,300 Twin beds (for two persons) ¥22,700 ** The rates noted above are for one room per night with breakfast, inclusive of taxes and service charges. ■ Access from the airports

Narita International Airport Narita International Airport is 60 km away from Tokyo. There is a variety of ways to go from Narita Airport to central Tokyo. Major transport between Narita Airport and Tokyo are as follows. 1) Taxi To go from Narita Airport to KKR Hotel takes 90 minutes and costs about 20,000 JPY. 2) Train East Japan Railway Co. (JR) operates “Narita Express.” It takes an hour from Narita Airport to Tokyo with the fare of 2,940 JPY. It terminates at various station, i.e. Ikebukuro, Shinjuku, Yokohama, etc., and all trains stop at . There are 24 trains a day. Keisei Lines Co. operates “Skyliner.” It takes an hour between Narita Airport and with the fare of 1,920 JPN. There are 21 trains a day. 3) Bus Airport limousine bus service is available between Narita Airport and Tokyo City Air Terminal (TCAT), Tokyo Station, and in some places in and around Tokyo. A bus departs Narita Airport every 15 minutes, and costs around 3,000 JPY. Upon reaching Tokyo Station, Ueno Station or TCAT, take a taxi to KKR Hotel Tokyo. It costs about 1,000 JPY. For more detailed information, please access the Narita Airport web site: http://www.narita-airport.jp/en/

Haneda International Airport Haneda International Airport is 20 km away from Tokyo. Major transport between and Tokyo are as follows. 1) Taxi To go from Haneda Airport to KKR Hotel takes 30 minutes and costs about 6,000 JPY. 2) Monorail East Japan Railway Co. (JR) operates “Monorail.” Monorail departs Haneda Airport every 5 minutes, and it takes 23 minutes from Haneda Airport to Tokyo Station with the fare of 470 JPY. 3) Bus Airport bus service is available between Haneda Airport and Tokyo City Air Terminal (TCAT), Tokyo Station, and in some places in and around Tokyo. A bus departs Haneda Airport every 40 minutes, and costs around 900 JPY. Upon reaching Tokyo Station, or TCAT, take a taxi to KKR Hotel Tokyo. It costs about 1,000 JPY. For more detailed information, please access the Haneda Airport web site: http://www.tokyo-airport-bldg.co.jp/fl/ english/

■ Local weather

In October, Tokyo generally enjoys mild weather with temperatures in the range of 15 - 22 degrees centigrade and relatively little rain. Conference participants are advised to carry a lightweight coat with them when going out early in the morning or at night.

■ Inquiries:

● If you have any inquiries regarding the program of the Conference, please contact: National Archives of Japan 3-2 Kitanomaru Koen, Chiyoda-ku, Tokyo 102-0091 JAPAN Tel: +81-3-3214-0641 Fax: +81-3-3212-8806 Email: [email protected] ● The conference organizer can be contacted at the following address: Secretariat of EASTICA Conference (Mr. Mitsuse Ikeda) c/o Exim International, Inc 2-2-15 Hamamatsu-cho, Minato-ku, Tokyo 105-0013 JAPAN Tel: +81-3-3431-2118 Fax: +81-3-3431-2120 Email: [email protected]