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- Results of measures against the opinions of the on-site inspection report (FY2009)
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Results of measures against the opinions of the on-site inspection report (FY2009)
Last updated on July 30, 2024.
The full text of the on-site inspection report can be found on the report list page.
Results of measures against the opinions of the on-site inspection report on the handling of personal information in fiscal 2009
| Inspection date | August 25, 2009 and November 4, 2009 |
|---|---|
| Inspection target | Performance processing-related affairs mainly using personal computers |
| Jurisdiction Division | Board of Education Secretariat |
| Opinion | With regard to the development of personal computers and networks, there are many aspects of relying on the efforts of on-site teachers in self support without sufficient system management training. In addition to simply distributing personal computers, appropriate information management cannot be performed unless human resources who can manage personal computers and networks are trained. It is necessary to raise the level of management by enhancing system management training and strengthening school support desks. |
|---|---|
| Results of the Measures | In February 2010, the “Guide to Computerization of School Affairs” was created, and from late February to early March of the same year, hardware maintenance (PCs, servers), training was conducted on handling and precautions of personal information, formulation of security policies at schools, and system management methods at schools where information management is progressing. In addition, we will implement personal computer and network management and system management training as appropriate, such as reviewing existing training operations and establishing new training opportunities. In addition, we are working to strengthen the school support desk by expanding the range of support, including computers for school affairs, and to strengthen the school support system. |
| Opinion | Because there is a rule that data related to personal information is not stored on a hard disk, it is necessary to store data on a medium such as a USB memory stick, which leads to administrative complexity and loss or theft of data. At the time of computerization of grade processing operations, it seems to have been created with fears that data will flow out of hard disks built into personal computers, but based on current IT technology, it should be re-created to new rules that consider the efficiency of office work and data safety. The recent technological advances are remarkable, and it is expected that the rules and actual conditions will not match in a short period of time, so data storage rules should be constantly reviewed. |
|---|---|
| Results of the Measures | In the "Handling of Personal Information by Computer Processing at Municipal Elementary and Junior High Schools" issued in March 2010, each school has built a public affairs network, etc., and has created an environment that can ensure information security. And the management of personal information is to be centrally managed with the minimum necessary content. In addition, in this notice, we are reviewing the rules, such as recommending that it be encrypted and stored in a personal information server. |
| Opinion | The "Guide on the Handling of Personal Information at Yokohama City Schools" stipulates general personal information handling rules, but specifics such as who, at what timing and what to check are not shown. It is necessary to create and distribute a list that can regularly check the handling status not only for managers but also for general teachers, and conduct inspections. When creating a checklist, exchange opinions with the school site and pay attention to the checklist that matches the actual situation. |
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| Results of the Measures | From 2010, we will conduct voluntary inspections based on the "Summary of Proper Management of Yokohama City Personal Information" (revised in July 2009) at the same time as other departments according to voluntary checklists for municipal schools. . In addition, this was specified in the “Handling of Personal Information by Computer Processing at Municipal Elementary and Junior High Schools (Notification)” issued in March 2010. |
Storage of grades-related data on personal computers (School A) (improvement opinion)
Opinion | Despite the rule that the personal computer does not store performance-related data, some computers still have data. Under the current rules, data should be deleted as soon as possible. However, from the viewpoint of efficiency of office work and protection of personal information, it is desirable to store and operate data on servers, etc., rather than moving and storing data using a USB memory stick. If possible, the data should be stored in an appropriate manner by reviewing and thoroughly disseminating the rules themselves. |
|---|---|
| Results of the Measures | A The data left on the computer itself at school has been deleted. We also checked the data of other computers. For grade-related data, we prepare dedicated personal computers that are not connected to the network in each grade to centrally manage them. |
| Opinion | The management of the USB memory stick is linked to the attendance management tag, and it is a well-developed operation rule that allows all staff members to easily see the status of taking out. Although this point can be evaluated, in order to further enhance the protection of personal information, we would like to ask you to add "Record data after work" to the check items in the USB memory stick management book. |
|---|---|
| Results of the Measures | The principal has provided a "delete confirmation mark" column in the check item of the management book of the USB memory stick at school C, so that the principal confirms that the data has been deleted every time the USB memory stick is used. In addition, in the margin of the management book, "Data has been deleted, and personal information processing is handled appropriately. April 1, 2009 "Principal C (name) seal" is written to confirm that the data of the USB memory stick has been deleted every six months. |
| Opinion | Even if the development of information equipment progresses, appropriate information management cannot be performed unless the awareness and skills of all faculty members who use it increases in the end. It is important to train teachers who play a central role in improving the awareness and skills of all faculty members. Therefore, we propose to conduct leader training to train information teachers assigned to each school as human resources who can provide guidance and enlightenment on information management. |
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| Results of the Measures | The training of teachers, which is the center of improving the awareness and skills of all faculty and staff, is an important issue, and we will consider conducting leader training while reviewing teacher training and dispatch training. |
| Opinion | The Information Management Subcommittee and a new system that can computerly process more forms, which were taken up as an evaluation, are considered to be a very effective means to raise teachers' awareness and manage data. We propose to consider introducing the system sequentially from schools with conditions. |
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| Results of the Measures | I understand that the introduction of a new system that computer processing a lot of information is important as it will help eliminate the busyness of on-site staff and secure time to face children. It is necessary to enhance the hardware aspects that are prerequisites, raise teachers' awareness and skills in safety management, and secure necessary financial resources. The Computerization Committee on School Affairs, which was established this year, will clarify various issues and consider future directions. |
| Opinion | This time, three schools conducted on-site inspections, each of which introduced grade processing software from another company and computerized, and in order to maintain security levels such as access restrictions and file encryption by software, unified as a city We think that it is desirable to formulate specifications. It may be difficult to deploy all at once in Yokohama City, where many schools are located, but considering methods such as trial pre-installation evaluation or parallel evaluation of multiple systems, we would like to consider introducing a unified system with high security functions and easy to use. |
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| Results of the Measures | In order to determine uniform specifications as a city, we believe that it is necessary to verify various grade processing software used at school sites while considering the user's viewpoint and security level. In fiscal 2010, we established the experimental school, which utilizes school affairs processing software, to conduct research on software, hardware and safety management, as well as to consider methods. |
| Opinion | Since multiple faculty members share the computer for grade processing, it is necessary to move the computer to the teacher's desk to process it, so it is not fixed by security wire. According to the current system, it is a rule that does not store performance-related data on the PC itself, but in fact, there is a possibility that data will remain as described in (2)4 above, so when the number of PCs increases, it is desirable to fix it with a security wire. |
|---|---|
| Results of the Measures | A The computer for school performance processing has been fixed with a security wire. For personal computers maintained by the Board of Education, we pay dividends with security wires as standard. We are also instructing school-purchased PCs to be fixed with security wires. Going forward, we will continue to ensure the safety of security wires, etc. |
| Opinion | Paper-based forms such as instructional notes are supposed to be stored in fire-resistant archives, but rooms with glass windows were used as archives. Because there are problems with fire resistance and anti-crime program properties, it is desirable to change to a library without windows in line with the renovation of the school building. |
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| Results of the Measures | The glass windows of the fire-resistant library are hard glass with wires, and we believe that they can withstand fire and other natural disasters. However, from the viewpoint of thoroughness, we will coordinate and consider with the Board of Education when renovating in the future. Regarding the key of the fire-resistant library, a special key box was installed beside the Deputy Principal of the staff room in the wake of the inspection by the Third-Party Evaluation Committee, and thorough safety measures were taken. |
| Opinion | The grade processing software requires an ID and password at startup, but after logging in, no data authority has been set so that any faculty member can access all elementary school studenｔ data. Because it is a small school, the scope of work for one faculty member is wide, and it is highly necessary to access elementary school studenｔ information outside the homeroom. However, it is desirable to review the scope of necessary information and restrict access if possible. |
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| Results of the Measures | We have set up our own accounts for managers and general staff and granted all access rights to management accounts, but we have taken measures such as restricting access to files and folders that do not require access to general staff accounts. We also took measures such as leaving a history (log) of which folders and files from which PC to which account and which folders and files were accessed. |
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