In Japan, the government’s recent attempt to shift from using fax machines to email was met with unexpected resistance. Far from the usual story of technological change, this scenario has led to a U-turn on the plan to digitize.
A cabinet body promoting administrative reform in Japan announced in June that it had decided to abolish the use of fax machines “as a rule” by the end of the month. The reason behind the move was to enable more people to work from home and to reduce office visits during the coronavirus pandemic for sending and receiving faxes. Exceptions would be made for disaster response and for interactions with the public and businesses that had traditionally depended on faxes.
However, hundreds of government offices mounted a defense of the machines, insisting that banishing them would be “impossible,” as reported by the Hokkaido Shimbun newspaper.
The resistance members cited concerns over the security of sensitive information and “anxiety over the communication environment” if they switched exclusively to email. They use faxes when handling highly confidential information, including court procedures and police work, and fears were expressed that exclusively online communication could result in security lapses.
“Although many ministries and agencies may have stopped using fax machines, I can’t say with pride that we managed to get rid of most of them,” an official at the cabinet body confessed to the newspaper.
The move to eradicate fax machines was part of Prime Minister Yoshihide Suga’s broader attempt to improve efficiency by embracing digitalization for administrative procedures. Last year, he also ordered officials to draw up plans to stop using hanko seals on documents, a tradition criticized as outdated. Ministries were urged to end hanko requirements for 785 types of procedure, or 96% of the total.
Interestingly, the private sector seemed skeptical about Japan’s shift towards paperless bureaucracy. Almost 75% of executives at small and medium-sized businesses said they were in favor of abolishing hanko, but just over half conceded it would be difficult to end the practice.
The episode underscores how certain tools and traditions continue to hold sway in various sectors, even as society continues to adapt and change. Whether it’s the practical considerations of security or simply the comfort of a familiar process, these factors can sometimes lead to unexpected outcomes in the path towards modernization. It’s a reminder that the decision-making landscape can be complex and multifaceted, reflecting a broader range of considerations and values.
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