Safe Information Disclosure

Safeguarding the Privacy Information

The full disclosure of the administrative information helps advance the Rights to Information and promotes accountability. However, this may create a problem in that there is an increased risks of private information being disclosed. The Information Communication Plaza has adopted a four-layer privacy screening mechanism to address such concerns and ensure a safer information disclosure system.

Safeguarding the Privacy Information diagram

Safeguarding the Privacy Information

  1. Work Process Management System → Production phase
    1. 1. Creator : Creation of the internal approval request documents Approval
    2. 2. Approving officer : Creation of the internal approval request documents → Non-disclosure indication (marking) → Approval

    Evaluation of the privacy information level(year 2017)

  2. Document Disclosure System → Processing after collecting and converting

    Gathering/connecting → Masking/converting → Privacy Information Filtering

    Evaluation of the influence of the privacy information (year 2014)

  3. Information Communication Plaza → Disclosure/Service

    Disclosure service → Searching service → Monitoring (non-detection/false-alarm)

    Evaluation of the influence of the privacy information (year 2014)

Documents can be marked as non-disclosed items when they are approved.

The creators and the approving authorities of the internal approval request documents can now black out the information item that is not to be disclosed in accordance with the law should it exist in their internal approval request documents. Such internal approval request documents with items blacked out or marked off can be masked automatically in the document disclosure system later.

Documents can be marked as non-disclosed items

Documents can be marked as non-disclosed items

Masking/Conversion

The information gathered by the document disclosure system goes through the masking/conversion process. In this process, the items which are designated as ‘non-disclosed’ (marking) or the four personal identification information items that are protected by the Privacy Act, which are the resident registration number, driver’s license number, foreigner’s registration number, and passport number, and mobile phone numbers are automatically replaced with meaningless characters.

Masking/Conversion

Masking/Conversion

Privacy Information Filtering

The administrative information, after masking and conversion, is passed on to the privacy information filtering solution, which filters the information for any remaining information related to privacy. In this process, such private information is searched for based on predetermined patterns. And, the information is disclosed in the Information Communication Plaza after being fully screened for private information. Especially, we use advanced technologies to identify private information in scanned documents, as a part of our dedication to privacy.

Privacy Information Filtering

Privacy Information Filtering

Monitoring

The administrative information disclosed on the Information Communication Plaza is monitored by the privacy information experts. In this process, items that are missed by the system or false-alarms are checked, to ensure nothing is missed by the privacy protection system.

Monitoring

Monitoring

Privacy Information Consulting

The document disclosure system and the Information Communication Plaza received the privacy information impact evaluation in 2014 and made amendments regarding all the required improvement items identified during the evaluation process. Now, the Information Communication Plaza plans to conduct a privacy information evaluation on the departments which are more likely to handle information related to privacy in 2017, with a view to further strengthen the privacy information protection system.

Privacy Information Consulting

Privacy Information Consulting