- Yokohama-shi Top Page
- Municipal Government Information
- Administrative Operations and Audits
- Information disclosure, personal information protection
- Personal Information Protection System
- Third-Party Evaluation Committee on the Protection of Personal Information in Yokohama City
- Results of measures against the opinions of the report
- Results of measures against the opinions of the on-site inspection report (2nd fiscal 2006)
The text is from here.
Results of measures against the opinions of the on-site inspection report (2nd fiscal 2006)
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 the 2nd personal information handling affairs in 2006
| Inspection date | December 8, 2006 |
|---|---|
| Inspection target | Child and Youth Bureau Central children's guidance office (now Western children's guidance office), Hodogaya Ward Service Division |
Child and Youth Bureau Central children's guidance office (now Western children's guidance office)
| Summary of Opinion | Since it is not appropriate to entrust the management of personal information distributed at the meeting to each person's own responsibility, it should be improved to create unified rules. |
|---|---|
| Results of the Measures | Regarding the meeting materials used at the Aid Policy Meeting, there were no unified rules in the office for handling after the meeting. In response to comments from on-site inspections, we decided to handle them as follows. All materials will be stored for the director, support section manager, consultation coordination chief, section chief in charge of cases, and minutes. If continuous use is required other than these, the director will specify the materials to be used continuously, collect and store the materials, and then distribute them again at the next meeting. Items that have been completed in one meeting and those that have been discontinued for continuous use will be collected by the staff in charge after the meeting and cut with a shredder. |
| Summary of Opinion | Although the office was locked and managed as a whole, the current case file of elementary school studenｔ was kept in a drawer of an individual employee's desk, and some were not locked or locked. It was said that lockable cabinets had to be removed due to the narrowing of office space due to the increase in work and personnel, but at least in the medium to long term, it was possible to lock and manage at night. Should be improved. |
|---|---|
| Results of the Measures | The movable library, which stores case files, cannot be locked at present. However, in conjunction with the renovation work in western children's guidance office this year, we will consider locking and management by installing partition walls. |
| Summary of Opinion | Even if there is personal information that should be kept at hand as basic information of the work in charge, it should be minimized in consideration of the necessity, and rules for proper management should be created, such as storing it outside business hours. is there. |
|---|---|
| Results of the Measures | In order to prevent leakage of personal information, we have made sure that case files are stored in the archives outside of business hours.elementary school studenｔ and other basic information and assistance policies are checked. |
| Summary of Opinion | Although it is not assumed that the staff will not be in charge of the residence area, it is not appropriate to be in charge of the elementary school studenｔ of relatives, acquaintances, etc., or to obtain information on the project, so we propose to create a mechanism that ensures that information is not transmitted to the staff. |
|---|---|
| Results of the Measures | It is not appropriate to have elementary school studenｔ in charge of relatives and acquaintances, as well as to provide appropriate assistance to elementary school studenｔ and parents. In response to the indication of the on-site inspection, when deciding on the person in charge of the case, we decided to incorporate it into the procedure to check if you were not familiar. In addition, during training on personal information protection once a year, we will instruct you to make self-reports in your case, and make sure that you do not provide information. |
| Summary of Opinion | Support elementary school studenｔ's personal information is managed by paper case files, but any employee can access elementary school studenｔ information, which can be a risk factor for internal leakage. In addition, it is said that the number of projects that are difficult to respond with only one staff in charge is increasing, so the team system of the main staff and deputy staff will be clarified, and the rules for sharing information will be clarified, and support will be provided in the future. It is suggested that the progress can be managed by the system. |
|---|---|
| Results of the Measures | At present, the case is basically based on the district in charge of the case, with one staff member in charge of the case, and there is no team system such as the main charge or deputy charge. In addition, consultation coordination and support staff members have access to information on elementary school studenｔ because of the need for work. In response to the comments, from the viewpoint of preventing leakage of personal information, we will examine issues and problems in conducting business, and examine restrictions on the number of accessible staff. . We will consider the systemization of the support progress in conjunction with the renovation of the five welfare system system. |
| Summary of Opinion | The operation manual of the welfare 5 law system was placed near the terminal, but considering the possibility that a malicious person will operate illegally, it is suggested that consideration be given to the storage method of the manual, such as storing it outside business hours . |
|---|---|
| Results of the Measures | Until now, the operation manual of the welfare 5 law system was always used near the welfare 5 law system terminal due to convenience, but in the future, outside business hours, it will be stored in a cabinet and taken out and used each time I will do it. |
Hodogaya Ward Service Division
| Summary of Opinion | In order to respond quickly to citizens, multiple staff members were operating the terminal while logged in to the system terminal, and access to personal information was not properly managed. You should follow the basic rules of logging out and logging in again when you leave the room, and the responsible office should remind you of the thorough rules for logging in and out for each terminal operator in other workplaces. |
|---|---|
| Results of the Measures | In order to respond quickly to citizens, multiple staff members were operating the terminal while logged in to the system terminal. At present, as pointed out, we have thoroughly informed the staff of the rules for logging in and logging out for each terminal operator. At the same time, rules have been established to log out when leaving the room at the counter or telephone correspondence while operating the terminal. |
| Summary of Opinion | There is a file on the cabinet behind the counter to record the reception such as notifications, but it was said that it was left at night. Even if it is a regular file, the storage status should be reviewed, such as storing it in a lockable library at night. |
|---|---|
| Results of the Measures | For the files placed on the cabinet that were pointed out, the existing cabinet was used to store and manage them in a locked location. Regarding the storage of personal information, we have established a rule that staff locks at the end of business. |
Inquiries to this page
Civic Affairs Bureau Citizen Information Room Citizen Information Division
Phone: 045-671-3883
Phone: 045-671-3883
Fax: 045-664-7201
E-Mail address [email protected]
Page ID: 354-672-703
