Structure of electronic government by Ministry of Internal Affairs and Communications

1
Structure of electronic government by Ministry
of Internal Affairs and Communications
2
Contents
1 New IT innovation strategy
2 Development for new electronic government system
3 Advancement of administrative services
4 Simplification and efficiency of administrative
services
5 Enforcement of information security
3
Japans IT strategy and e-government policy


(Goal of electronic government) Realization of
convenient and efficient electronic governments
by 2010
Establishment of new e-government policy (Mar.
2007)
Establishment of E- government policy (Aug.
2003)
Program for e-government and lgovernment (Oct.
2001)
Common outsourcing
Establishment of information policy by government
to cope with IT revolution (Oct. 2000)
LGWAN residents basic network, etc.
(Goal of electronic administration) World best
and efficient electronic administration - 50 of
electronic application by 2010
?IT basic law ?Installation of IT strategic
headquarter(Chief, Prime Minister)
New IT innovation strategy (Jan. 2006)
e-Japan Strategy? (July 2003))
e-Japan strategy (Jan. 2001)
IT??? ??? ??
Preparation of IT infrastructure
Concentration on utilization of IT
2001 2003 2006
2010
4
Status of electronic administration according to
new IT innovation strategy
Announcement of new IT innovation strategy by
Jan. 2006 Establishment of world best
convenient and efficient electronic
administration?was selected as one of the policy
of innovating ITs structure of Japan
-Realize to achieve 50 in online electronic
applications towards the small but efficient
government- ?Policy for
realization?(Source from data of local
governments) The standards and common use
connecting to all departments and local
governments are used, based on the
comprehensive administrative network (LGWAN).
The electronic application system of public
individual certification shall be prepared to the
administrative level of do, bu and ken
by 2008 and to the level of shi, cho and mura by
2010. Standardization of database between
local governments is to be conducted..
Fast system innovation of each local government
regarding advancement of human resource and
integration of system.
?Current status and tasks?People and companies
do not actively use the e-government. In addition
e-government service system was not established
enough to connect the services to local
governments so that the user do not feel the
convenience of e-government. Although the
optimal use of work/system is tried, the system
is not fully prepared.
?Goals?1.Rate of using electronic
application/files shall be raised up to
505 in central/local governments by
2010. 2.Strategy headquarter establishes the
evaluation system for information system
and optimizes the work system for all
governments. It promotes the similar
preparation to other local governments or
authorities. 3.It tries to obtain the
convenience/stability and to improve
information security at the optimal level.
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Contents
1 New IT innovation strategy
2 Development for new electronic government
system
3 Advancedment of administrative services
4 Simplification and efficiency of
administrative services
5 Enforcement of information security
6
Current status of construction of e-governments

• Innovation System

• Service for Civil

• Information Security

Do/Bu/Ken(????)
Shi/Cho/Mura(???)
(?)??18?4?1???????????????????
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Framework for policy of new electronic
governments (Mar. 2007)
Background of new policies
Establishment of policy for new e-governments
It is prepared as reference data for local
government to refer when it proceeds its policy
related to e-government.
Change in trend

• New IT innovation strategy was established in
  Jan. 2006 with the goal of ?The Most convenient
  and efficient e-government in the world?.
• New IT technology and service develop rapidly,
  symbolized by ?Web2.0?.
• Many problems occur to local governments such as
  accelerating decentralization and financial
  difficulties in local governments.

Need for the direction of future e-government
Realization policy
Current e-governments
Evaluation in perspective of cost-benefit, and
interaction between government and people

• 3 years have passed since the policy of
  electronic governments was enacted in Aug. 2003.
  
• During this period, the infrastructure such as
  common outsourcing including LGWAN, residents
  basic network and appointment of CIO and the
  information protection have been established.

Focus in the future
(1)Improved administrative services (2)Simple
and efficient administration (3)Settlement of
local problems
Common goals
Current tasks for electronic governments
(1)Conducting the 3-governments (2)Common
use/standardization (3)Utilization of new
technology (4)Information protection

• Full service is not provided due to lack of
  electronic infrastructure in local governments.
• Ineffective work system.
• Method to take advantage of IT to resolve task is
  required..
• Not sufficient action is established for the
  protection of information.

Setting the advances case indicator
Ministry of Internal Affairs and Communications
monitors and feedbacks the situation of each
local government.
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Contents
1 New IT innovation strategy
2 Development for new electronic government
system
3 Advancement of administrative services
4 Simplification and efficiency of
administrative services
5 Enforcement of information security
9
Policy of each local government to increase the
utilization of online services
New IT innovation strategy (Jan. 19, 2006) The
Rate of using electronic application/filing
should be raised up to 50 by 2010
Development by Ministry of General Affairs and
Communications
Developmnet by local governments
? Actions for promoting the use of online
services on July 28, 2006))
By referring to the directions offered by central
government, it shall try to raise the use of
online services.

• Designates the critical services to be focused
  (21 services)
• Innovate the system to promote the use of online
  system by local governments.
• Innovate the promotion the system of online
  services of the Ministry

Establish the plan to raise online use.
Correct any system problem. Provide incentive
to users of online services. Reinforces PR
activities to people.
Providing advices relevant info.
?Manual to promote the use of online service on
July 28, 2006

• Introduces the exemplary cases of online service
  use using the exemplary cases by local
  governments for reference.
• Prepare the manual specifying the method for
  raising the utilization of online services and
  specific procedures and PR method to local
  residents on its use.

? Regular monitoring and follow-ups
Survey the utilization rate each year and
announces the results.


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Utilization of online services during 2006
(Note)
The number of annual services performed are
estimated through the sum of the services by all
local governments. The online utilization is
calculated by subtracting the local services
used from the national utilization number.
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Derivation of how to improve the electronic
governments through questionnaires
(May 2007)

• 1 Enhancing the online utilization
• 1.The experience using the online service The
  people who experienced the online service
  increased to 14, 3 up from the previous year.
• Use of online services The online use for
  reservation of book lending from libraries and
  reservation of sports facilities are move popular
  by above 10.
• Satisfaction of users The people who had the
  experience of using online services feel
  satisfied normally.
• Reason why people do not use online service more
  frequently They do not like additional process
  of user-virification for online services and also
  are afraid of the possible leak of their private
  information.
• Expected merit supply of non-stop services, low
  expenses and shortened time required.
• 2.Focus on enhancement of online service use
• PR activities shall be performed focusing on the
  convenience and merits of its use and providing
  them with many references and good cases of use.

• 2 Improving websites of local governments
• 1.Results of questionnaire on websites of local
  governments
• Current usage of websites of local governments 3
  out of 4 people have visited the websites while
  one out of 4 continues.
• Evaluation on contents and usage More negative
  opinious than positive ones.
• Sites Information on and opinion exchange
  residents Contents on protection against
  accident and crime and assistance of child care
  are highly required by civil..
• Collection of opinion from residents and
  information exchange among them Even though only
  10 of the people showed the experiences of usage
  while they show much interest in electronic
  questionnaire and collection of opinions as high
  as 60-70.
• 2.How to improve the websites of local
  governments
• Critical points such as ?we shall be faithful to
  the contents people want to know?, ?we make the
  website which is convenient for people to use?,
  and ?we make the mobile site sincerely shall be
  introduced and distributed for PR.

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Why the online service is not used
? Respondents mostly answer the above question
with user certification and preliminary
registration of identification , afraid of the
leak of private information. ?The fearing of
the leak of private information has been reduced,
compared to the previous year while the operation
method of site or preliminary name registration
has increased. As the use of Internet prevails,
the causes move from degree of friendliness to
the practical operational difficulties. ?They
dont have sufficient information on what sites
can be useful for obtain needed information by
users. It means that more PR activities should
have been to people.
Why the online service is not often used. (3
responses are possible)
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Study on the realization of electronic
application for the convenience of residents
(due to implementation in 2007)

• The used mobile services among the online
  services is not widely The cell phone is very
  useful as many people have it and it has many
  expandable and potential functions to be
  used as a terminal for electronic services.
• ? Rate of usage53.5 in 2006.

Even though people applies for some document
through on-line service, they should visit the
public office to obtain the document.
It means that the online service can not be
fully enjoyed.
Implementation of research
Two researches are planned to be carried out in
order to make people feel convenient for using
electronic application service
Electronic issuance of certificates
Electronic application service system using the
cell phones
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Contents
1 New IT innovation strategy
2 Development for new electronic government
system
3 Advancement of administrative services
4 Simplification and efficiency of
administrative services
5 Enforcement of information security
15
EA as a mean to realize ?Administrative
innovation by using the IT?

• EA (Enterprise Architecture) method is to be
  introduced and applied to conduct the
  comprehensive optimization of the procedures
  handled with paper or orally as well as handled
  with conventional information system.
• In addition, the method to highly satisfy the
  people such as one stop administrative services
  from the viewpoint of people should be taken
  into account for establishment of consistent work
  system.
• The Ministry of General Affairs and
  Communications should provide local government
  with the guiding models (guideline for
  innovation of work/system) to which the officials
  in local government can refer related to the EA
  project and innovation of work system.

Current system (As Is)
Future system (To Be)
Introduction of EA
Work implementation
Policy/work system
Work handling
Citizens section
Citizens Section
Resident document work
Resident document work
System
System
Data system
DB
Application system
Work implemtation
Welfare section
Welfare Section
Technical system
Medical work
System
Medical work
Work handling
DB
Water supply section
?Completion of work ?Sharing of know-how
Water supply section
DB
Water supply
Water supply
System
DB
?Ideal work system by removing dual works, and
prevention of information leak. (Efficient work
and improved service ? Optimized work systems
which offer the customer- oriented services and
can be flexible to change in situation
? Flow of unnecessary work bound by laws and
regulations ? Dual data due to imcomplete
intergration between systems and data control
?Policy and work system(BA) model showing the
flow of planning of work or policy, its procedure
and flow of information ?Data system(DA) As
the organization of data for handling
information, it shows the model showing the
relation between data.. ?Application system(AA)
It is the model showing the relation between
data disposal and work on the organization of
application system required for work. ?Technical
system(TA) It is the model showing the
technical foundation of hardware or software for
data processing for work and the securities.
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Common outsourcing
The common outsourcing is for multiple local
governments to ask external organization to
conduct the electronic government works . It is
to use the know how of private companies to
operate the common data center with low cost and
high security.
3 goals
Methods to achieve goals
? Improved services to people ? Efficient
administrative services by local governments ?
Active participation of local companies and people
?Open the specification of system to the public
and use the standard technologies. ?Make modules
which local companies can work business
on ?Design and manage whole system from the best
point of view by diagramming the procedures in
parts
Advantages
? Saving of system operation costs borne by local
governments.? Creation of demands from local
companies by making it open or modulated. ?
Innovation of services for people by the
efficient internal work control ? Reinforced
information security by operating the
professional and high functioning common data
center.
Specific methods

• Development and verification of model system ?
  Registration of it on LASDEC program library and
  free supply o fit to local governments.
• Establishment of committee for conducting the
  common outsourcing ? Review on the common
  operation and repair of system
• Study on the expenses related to information
  system ? Proper administration by comparing the
  system with other organizations.
• Support of introduction ? Support by dispatching
  the professionals and engineers

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Cases achieving the efficient systems(Jan. 2007)
Around 300 best practices by the local
governments were published to develop efficient
information system and reduce the operation
expense.
?Case of establishing EA(Enterprise
Architecture)system? For example)the municipal
government have actively participated in this
case Yamaguichi City ?Case of common
outsourcing? For example) The system which had
been operated from the past was changed by using
new technologies. - Gagoshima
Prefecture ?Case of converting to open system?
For example)Case in which the system is converted
to open with the merger of cho/mura
administrative level. - Hukuyama City,
Wakayama Prefecture, Shirahama-cho) ?Reformation
of procurement method? For example) Case in
which all administrative works which had been
handled by general computers were outsourced to
private companies. - Kitakyushu
City ?Case of reformation of procurement/developm
ent ? For example)Case in which the IT
procurement and audit result are considered in
the audit of budget. Akita Prefecture,
Saitama Prefecture ?Other organizations? For
example) Cases in which the cost effectiveness of
information system cooperated with relevant
companies are compared among them.
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Contents
1 New IT innovation strategy
2 Development for new electronic government
system
3 Advancement of administrative services
4 Simplification and efficiency of administrative
services
5 Enforcement of information security
19
Purpose of Personal Info Protection Acts Policy

?Enhance legal institution such as personal info
protect(PIP) Acts ? Support education and
examine effectiveness of policy since 2003 ?To
improve information protection level, make
evaluation tool for measuring info, protection
level, verify the development of info, protection
system an support the establishment of
information sharing system since 2005.
2007
2000
2001
2002
2003
2004
2005
2006
Enhancement of Legal institution
2006.
2
Against overreaction
2003.6
2007 .5 Confirm Counter plan of Info Leaking due
to external request
H15.6
Personal Info
2005.12?
2006.7, 2007 .4
????
Require PIP
??????
Protect Acts
policy
Info outflow prevention
????
?????
Amendment
2006.7
System Consolidation
??????
2007
2001.3
H18.
9
H13.3
Arrange Next-term PIP
Personal Info
??????
Guideline
Guideline
??????
Protect Policy
????
Operation policy
Arrangement
Review
??
Effectiveness of Policy
2007.7
H15.12
System Security
??????
Guideline
??????
??
Inspection
Amendment
??
Info Protection Security Training
System Security
??????
????????e??????????
Joint Host with Local Government
Training
??
???????????????
2006.
3
Research Report
Improvement of Policy
H18.
3
?????
Info Protection
??????
2006.6
Distribute Evaluation Tool
?????
Level Evaluation
?????
2006.3
Improve Evaluation Tool
H18.6
???????
PIP Consolidation Solution
Development Proof
????
Proof Project
2006.11
2006.3
2007
H
18.3
Share Info Protection Policy
????
Support (Advice, etc)
Proof Test
Research Committee
?????
??????
1
Report Presentation
?????
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Purpose of Personal Info Protection Acts Policy

? Promote personal info protection acts (PIP)
policy ? Support education, inspect
effectiveness of policy from 2003 ? Create
valuation tool of info protection level, prove
development for personal info protection, operate
common info analysis center from 2005
2007
2000
2001
2002
2003
2004
2005
2006
System Consolidation
2006.
2
Against overreaction
2003.6
2007 .5 Confirm Counter plan of Info Leaking due
to external request
H15.6
Personal Info
2005.12?
2006.7, 2007 .4
????
Require PIP
??????
Protect Acts
policy
Info outflow prevention
????
?????
Amendment
2006.7
System Consolidation
??????
2007
2001.3
H18.
9
H13.3
Arrange Next-term PIP
Personal Info
??????
Guideline
Guideline
??????
Protect Policy
????
Operation policy
Arrangement
Review
??
Effectiveness of Policy
2007.7
H15.12
System Security
??????
Guideline
??????
??
Inspection
Amendment
??
Info Protection Security Training
System Security
??????
????????e??????????
Joint Host with Local Government
Training
??
???????????????
2006.
3
Research Report
Improvement of Policy
H18.
3
?????
Info Protection
??????
2006.6
Distribute Evaluation Tool
?????
Level Evaluation
?????
2006.3
Improve Evaluation Tool
H18.6
???????
PIP Consolidation Solution
Development Proof
????
Proof Project
2006.11
2006.3
2007
H
18.3
Share Info Protection Policy
????
Support (Advice, etc)
Proof Test
Research Committee
?????
??????
1
Report Presentation
?????
21
Accidents of Info Security in Local Gov.(Since
April, 2006)
????????? ????????
Local Government

Leaking Customers Info
Leaking Staff Info
PC Robbery/Loss
?Kawasakishi ???????(2006.8.1) A staff was using
private laptop at the office. The laptop was kept
in the drawer of his desk, and it was robbed by
someone. The personal info was leaked.
?Harunocho ??????(2006.12.15) A staff was
dining at a restaurant, the car parked at a
parking lot and the laptop inside the car were
stolen. The laptop had a USB memory with personal
information data of customers, so the information
was leaked. ?Kishiwadashi ???????(2007
.4.11) A staff stored information property to his
own PC with permission. The PC was left outdoors
for several months. The PC was stolen, so the
personal info of 10,310 persons was leaked.
?Dakaokashi ??????(2006.7.26 ) A staff of city
welfare system info process company was working
with city managing info at home PC. The PC was
infected by virus, so the amount of 1,490
personal information such as names, grade of
disabilities of mental patients were leaked.
???????(2007.5.16) A staff of re-consigned
company was working on affiliation info process
of city managed info without permission. The PC
was infected by virus, so the amount of 54,850
personal information, such as resident record,
was leaked.
?Shendaishi ??????(2006.8.4 ) A staff recorded
the managing info of MO(external recording
media), and stored at private PC. It was infected
by Winnv virus, the personal info (names,
addresses, phone numbers, etc.) of 2,011
residents was leaked. ? Kiyoshinocho
????????(2007.2.14 ) A staff received business
info file via e-mail to private PC to work at
home. All the information was stored at home PC
desktop. The PC was infected with virus, so some
of the information was leaked.
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Guideline Review for Info Protection Policy in
Local Gov.(2006.09)
? Consolidate Info Protection Policy of Local
Government

• Add policies of essential measures or physical
  identification to prevent information leaking
• Insert the promotion experience in the
  Recommendaion field for encouraging to
  consolidate the protection policies by each local
  government
• Write the intention to contribute to local
  promotion, cooperation of private/national
  institutes

? Counterplan to Major Infra
? Alter to simple expression

• Confront the major infra lists guide book
• Clarify the focused counterplan of life cycle of
  info
• Clarify limitation of info grade as
  confidentiality, integrity, fusibility

• Arrange as General Rules, Info Protection Basic
  Rules, Info Protection Counterplan Standard
• Alter structure of info protection counterplan
  standard based on PDCA cycle
• Precise authority responsibility to each
  counterplan

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Review on the guideline for the audit of
information security by local authorities (July
2007)
To advance info security level of local public
institutes (LPI), Guideline of Info Security
Inspection by LPI was reviewed (2003.12) after
Amendment of Info Security Guideline Policy by
LPI (2006.09)
New Guideline Features
New Guideline Contents
Chap.1 General Rules Purpose, Inspection
Reasons Types, Relations with Policy
Guideline, Structure of Guideline Chap.2
Inspection Order Preparation, Plan, Operation,
Report, Reaction of Result, Proclaim Result,
Inspect Follow-Up, Provide Inspectors Chap.3
Inspection list Inspecting Ranges, Institute
System, Classify Info, Manage Info, Physical
Security, Personnel Security, Technical Security,
Operation, Valuation/Review Appendix Inspection
Proof List/Index, Inspection Operating
Lists(example), Inspection Operating Plan(ex),
Inspection Report(ex), Inspection Consignment(ex)
22
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Information Security Inspection Check-List

• Inspectors make a check-list for effective and
  efficient investigation
• With new guideline, the check-list is provided
  as excel file format to each local public
  institute because a excel file can be modified,
  if needed
• Possible to adjust the check-list according to
  info security policy of each institute

?Example of Check-List?
23
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Info Security Training for Local Public Institute
Staffs
Joint Sponsorship of General Affair Bureau
LASDEC
High-quality IS Training
Info Security Training
IS Training via E-learning
E-learning Security Trainee Rate
To raise human resource with high quality of
knowledge/technology intensively in a short time
ltTraining Schedule of 2007gt Opening at major
cities ? Info Security Management Training
5 days 13 ? Info Security Basic Technology
Training 5 days 13 ? Info Security Applied
Tech Training 5 days 13 ? Info Security
Internal Inspection Training 5 days 13
Anticipated Trainees Total 1,560 (30 per each)
IS Training via E-Learning
Operating IS Training via E-Learning for local
officers
ltTraining Schedule of 2007gt ?3 types of Course
Basic Course ?6/56/15 Basic Course
?7/107/20 Basic Course ?9/2610/5
Basic Course ?10/1310/26 Basic Course
?11/611/16 Application Course6/196/29
Application Course ?7/318/10 Advanced
Course8/219/14 ? Content of Training?
Basic Course (Rules/System I, Info Security
Introduction I, Info Security Management I)
Application Course(IT Intro, Info Security
Introduction II, Info Security Management II,
Rules/System II, Electronic
Government/Electronic Local Government System I)
Advanced Course (Info Security Introduction
III, Info Security Management III, Rules/System
III, Electronic Government/Electronic
Local Government System II, Info Security
Introduction IV, System Development/Application)

Trainee Status
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Information Security Measures Operation
Guide/Tool(2007 To-be operated)

• Need for enhancing information Security of local
  government organizations
• The consistent accidents of information
  security, such as personal info leaking
• The system of IS policy level is being
  consolidated, but the specific application levels
  are too
• high for some institutes to operate.

• Insufficient Applied Measures

It may difficult to be operated, due to
uncertain specific operating methods, risk
analysis of info assets, BCP arrangement,
etc.
Operation Guide/Tool
Guide/Tool is made for each local public
institute introduces operates the measures
specifically
Build up BCP
Personal Info leaking Prevention
Risk Analysis of Information Assets
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???? ????? ??? ??? ???? ????? ?? ??? ??. ???
????? 1800? ????, ??? ???? ??? ???? ??, ???,
???? ??? ??? ???? ??? ????? ???? ????? ?? ??,
???? ???, ???(? ??)? ?? ?? ?? ?????? ????
???(SaaS?)? ??? ???? ??? ????? ?? ??? ?? ?? ???
??? ????, ???? ??????? ??? ??? ????? ??????
?? ??? ????? ??? ????? ???? ???? ????.
URL http//www.soumu.go.jp/denshijiti/index.html

Summary ? The electronic local policy of Japan
esteems independence of the local government. ?
The local public organizations are over 1800. As
the small-scale of local government
popularization, the human resource and financial
problems are issued. ? As a role of central
government specific guideline proposal, system
standardization, and joint promotion are
required. ? Investigation of utilizing network
service of individual enterprises (SaaS) is
considered. ? The multiple risk management
systems are essential for further expanded
information security problems in future. ?
Please, refer to specific contents of electronic
local self-governing system at General Affairs
Department Homepage. URL http//www.soumu.go.jp/d
enshijiti/index.html
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