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- Results of measures against the opinions of the report
- Results of measures against the opinions of the on-site inspection report (FY2005)
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Results of measures against the opinions of the on-site inspection report (FY2005)
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 opinion of the on-site inspection report on personal information handling affairs in 2005
| Inspection date | January 19, 2006 | |
|---|---|---|
| Inspection target | Konan Ward Service Division, Family Registry Division, Tax Division | |
Konan Ward Service Division
| Summary of Opinion | It is necessary to review work procedures to reduce the risk of accidents and ensure a check system that minimizes the room for individual staff discretion. |
|---|---|
| Results of the Measures | The check sheet has been filled out so that double check leaks do not occur, and the response has been changed so that multiple checks can be confirmed. In addition to adding and modifying manuals, we checked the work procedure during the meeting. If other tasks such as counters and telephones come in during work, we have decided to suspend them once and start the confirmation work again from the beginning. |
| Summary of Opinion | The storage of personal information must be properly managed according to certain rules. |
|---|---|
| Results of the Measures | First, I checked the location of all the bookshelf keys and purchased unknown keys. On top of that, regarding locking, the response as pointed out (such as locking once outside of hours and obtaining the consent of the person in charge when trying to use outside of hours due to business needs, etc.) We have established a rule that the last staff returning home will lock it for each person in charge because it is difficult to respond in practice when there are many overtime hours. |
| Summary of Opinion | It is necessary to prevent theft of office personal computers that handle personal information. |
|---|---|
| Results of the Measures | We immediately checked all PCs and purchased and installed wire lock keys on PCs that have not been anti-theft measures. |
| Summary of Opinion | The Long-term Care Insurance Insured Card (insurance card) Out-of-person sending accounts for 10% to 20% of the amount of insurance card sent out, and there is a risk of entering the wrong form and the insurance card, so we propose to improve functions that take into account risk aversion, such as outputting the insurance card and the destination Address in a single form. |
|---|---|
| Results of the Measures | We have made proposals to the responsible department (currently Health and Social Welfare Bureau The Long-term Care Insurance Division) regarding system changes after an accident, but we will continue to request improvements in systems and other systems to prevent accidents. However, since it is difficult to change the system immediately, we will work to prevent recurrence of mistransmissions by ensuring double checks, such as by using check sheets. |
Konan Ward Family Registry Division
| Summary of Opinion | Even in times of congestion, it is important that customers do not wait and make mistakes at the same time, and it is necessary to improve the working environment to reduce the risk of accidents. |
|---|---|
| Results of the Measures | The registration staff has been able to focus on the work by responding to counters in times of congestion. About blindfold setting of certificate issuance window work space, we are coordinating with related section while listening to opinion of the staff. |
| Summary of Opinion | Since there is always a risk of mistakes and forgetting to remove multiple outputs of resident certificate, a function that automatically staples should be introduced. |
|---|---|
| Results of the Measures | At present, each ward office has been working to prevent mistakes and forgetting to take them.
Regarding system improvements, such as the addition of tapering functions, there are issues such as reviewing the equipment structure and procurement of installation costs, but we will continue to consider the timing of this. (Citizen vitality promotion bureau window service section answer) |
| Summary of Opinion | In the Kana / Kanji search for names, ambiguous search is possible, and if multiple candidates are selected and displayed in the search results, it is thought that the cause of accidents due to assumptions can be prevented, so improve the search function of the system is proposed. |
|---|---|
| Results of the Measures | The name search function of the current system has a front match search function (e.g., "Yokohama_Taro" or "Yokohama_Jiro" is displayed. Similarly, when you search for kana, "Watanabe_Taro" or "Watabe_ Jiro" is displayed. ) By entering the date of birth according to this search function, we are working to avoid problems with kana and heterogeneous characters. In the future, we will work to expand the training environment for staff in order to further learn these functions. Regarding the addition of search functions that include heterogeneous characters, etc., we will examine a unified search method that does not cause search mistakes in the current system, disseminate it to staff, and consider it as an issue for large-scale system renovation. I will continue. (Citizen vitality promotion bureau window service section answer) |
| Summary of Opinion | From the viewpoint of preventing personal information accidents, it is necessary to enhance training, etc., improve work proficiency, and review and allocate work assignments at each workplace. |
|---|---|
| Results of the Measures | In the future, we will work to eliminate substantial vacancy by flexibly operating the staffing system, and we will review the system operation while coordinating with related departments. As for training for new assignments, we conduct group training in a one-and-a-half-day lecture format and half-day workplace training, but in the future, we will work to enhance on-the-job training before assignment while coordinating with related bureaus. You. (Response to Konan Ward General Affairs Division and Family Registry Division) |
Konan Ward Tax Division
| Summary of Opinion | In the Kana / Kanji search for names, ambiguous search is possible, and if multiple candidates are selected and displayed in the search results, it is thought that the cause of accidents due to assumptions can be prevented, so improve the search function of the system is proposed. |
|---|---|
| In issuing an evaluation certificate at the administrative service corner scheduled to start this summer, citizens will be thoroughly promoted so that they will bring tax payment notices such as property tax to definitely identify the assets to be certified. It is necessary to seek certain cooperation and build a system to prevent erroneous issuance in advance. | |
| Results of the Measures | About suggestion matter, it becomes problem of the whole 18 wards, so I would like you to ask administrative administration coordination bureau chief tax department from citizen vitality promotion bureau. In addition, as a ward office, about the issuance of evaluation certificates at the administrative service corner, we will try to prevent erroneous issuance by conducting training to the staff of the administrative service corner. [Supplement] Grants such as evaluation certificates at the administrative service corner have been started since August 2006, but press release (July 26, 2006) to inform the start of the service and public information Yokohama city version (August 2006) In the August issue), we are calling for as much as possible to bring a tax payment notice as specific materials for the assets to be certified, and are working to reduce the risk of misissuing. |
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Phone: 045-671-3883
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