Ichikawa City IT Policy

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Ichikawa City IT Policy
May 2008 Ichikawa City Information Policy
Department
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Content
Schematic Diagram of the Information
Policy Management and Operation of the
Information System Information Security
Measures Official Web Site Structure of the
Ichikawa City Electronic Local Government
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Materials 1
Schematic Diagram of the Information Policy
Direct services to residents
Two-way communication with residents
? Residents use of geographic information system
(GIS)
? To the resident-oriented web site
? Residents requests
? 1 activity support scheme
? Disaster and survivor information during
natural disasters
? Information transmission via e-mail as required
? Analysis of residents requests
? Collection of public comments from the web site
E-mail magazine Assurance e-net (cellular
phone) Earthquake and weather information
Information distribution
Collect and utilize residents opinions
? Electronic residents association (Web page)
? Creation of comprehensive IT desk
? e-monitor
? Web surveys
? Internet broadcasting
? Call center
? Chiba University of Commerce
The Function of the Ichikawa City Electronic City
Hall (Simple, Convenient, Fast)
Administrative business
Public information
Web (basic) Web page
Automatic issuing machine and display
Global
My Page
Marketing
Joint efforts
Active, powerful, realistic public information
Creating a safe, reassuring urban environment for
all residents
Easy to read Easy to understand Easy to search
Administrative operations in cooperation with
residents
Comfortable living environment for non-Japanese
for mutual learning
The required information just for you
Electronic application Electronic issuing
Electronic application
Electronic issuing
Collection and analysis of residents requests
Create an electronic post box
Electronic residents associations, volunteers,
NPOs
Internet broadcasting
Automatic certificate issuing service
Enhancement of English-language web pages
Automatic issuing
Internal Administration Information System
Management (uninterrupted, accurate, highly
secure)
IT Education
System Procurement
Legacy System Revolution
Appropriate System Operation
Information Plaza
?
Fundamental System Work flow, visibility through
ABC analysis
Simplification and rationalization of work
Enhanced scope for improvements Cost reduction
Competitiveness Capacity for future
expansion
Compliance with procurement guidelines
Investigation by specialist procurement officers
Internet service Year-round, 24 hour/day support
IT Seminars

System environment Unsolicited mail
blocking Consolidated management through file
sharing
Revitalization of local communities
Internal LAN Speeding up of response to
disruptions, more efficient maintenance
?
Re-creation of 43 fundamental service systems
Right price Right system
Certification obtained by all departments
Roll-out to all schools this fiscal year
Enhanced training
Information Security Measures ISO27001
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Materials 2
Management and Operation of the Information System
Objective Provision of an uninterrupted,
error-free, highly secure system to support
Ichikawa City
Provision of a Highly Reliable Internet
System ? Create a support system that can respond
to the desires of residents ? System enhancement
to achieve year-round, 24 hour/day full
support Boost the disruption recovery support
system for systems directly used by the
residents, such as the automatic issuing machine,
facility reservations, web, etc., through
automatic server monitoring, extended disruption
response hours, and compilation of a staff
response manual.
Provision of an Error-free Host System ? Creation
of a system to completely prevent errors at all
stages ? Thorough verification of work flow and
strengthening of checking system Create a system
to prevent all errors associated with information
processing by developing work flow and
clarifying the role of personnel in charge of
information systems, businesses and departments
responsible to strengthen the checking system.
Strengthening of Information System Management ?
Establishment of a system to catch even the
smallest errors ? Ensure operations that prevent
repeats of the same disruption
Provision of a Highly Secure System ? Creation of
a system the does not allow unauthorized external
access ? Emplacement of a security environment
utilizing the capacity of the new network Enhance
server monitoring, complete blocking of
unsolicited mail, etc. ? Creation of an
environment from which information is not removed
to external locations ? Creation of a file
sharing system Creation of a system which allows
consolidated management of important information
within the organization
Provision of an Uninterrupted Internal LAN
System ? Creation of a system to provide
uninterrupted operation to the greatest extent
possible ? Implementation of thorough
verification and response measures for system
disruption causes Re-verify the operation of the
internal LAN which is the core system for all
agency business, including financial accounting,
electronic settlement and internal mail, to
ensure faster disruption response and efficient
maintenance and to realize operations free from
system interruptions.
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Materials 3
Information Security Measures
Prevention of information leakage from internal
sources due to staff actions, or due to
unauthorized access from the outside.
Consistent secure operation of the information
system with no effect on residents lives
In order to build a solid information security
system, all departments within the organization
have received information security management
system (ISMS) certification under international
standard ISO27001, and we are currently preparing
for certification of all municipal elementary,
junior high and schools for special needs
children. ISMS raises information security
through continuous improvement based on the PDCA
cycle. In 2008, in addition to enhancing training
to encourage even greater awareness among staff,
a variety of security measures will be
implemented to actually promote effectiveness in
the work of each department for more effective
information security measures.
First regional public body to obtain ISMS
certification Although there are currently 13
regional public bodies across Japan that are
certified, Ichikawa City is the only one in which
all departments have gained certification.
Do
Check
Act
Plan
Flow of ISMS endeavors based on the PDCA cycle
internal audit deliberation by security
committee actual examination by certifying body
implement improvement measures based on
inspection results
implement policy prescribed in the plan
implement security measures prescribed in the
ISMS standard
formulation of basic policy formulation of
training plan
Aims for FY2008
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2008 Projects
Maintenance by all departments of ISMS
certification and obtaining of ISMS certification
by all schools
? Obtaining of certification by all 56
elementary, junior high and special needs schools
? Maintenance of certification by all internal
departments
Creation and Emplacement of Security System
Breakdown of schools elementary 39 junior
high 16 special needs 1
Since FY2007 Maintenance of certification by
all departments
FY2006 Obtained by all internal departments
FY2008 Obtaining of certification by remaining
36 schools
FY2007 Obtained by 20 schools

? Risk assessment training For Information
security managers and information security
promoters Regarding assessment procedures for
level of risk of information assets outflow
? Ensuring examples of information security
incidents and prevention measures are widely
known (distribution by e-mail) Year-round as
required For all staff
? Training of new staff (by HR Development
Group) For newly employed staff Importance of
security, Ichikawa Citys ISMS initiatives, etc.
? Practical administrative work training (by HR
Development Section) For staff who applied for
training
? Training by external instructors For
Information security managers (section managers)
? Internal auditor training For Internal
auditors (section managers) Regarding internal
auditing procedures
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Raise staff awareness
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Enhancement of Individual Responses to Security

? Improvement of security incident responses In
the unlikely event of an incident, formulation of
improvement measures following investigation of
the cause and readjustment of work flow.
? Confirmation of standard of information
security measures implemented by outside
organizations Comprehensive explanation to
organization in question, individual confirmation
and instruction for rectification
Implement truly effective security measures
? Confirmation of work flow in relation to the
transfer of media Create a work flow for each
activity based on media transfer surveys and
ensure wide knowledge of actions in accordance
with that flow.
? Ensuring knowledge of precautions for removing
USB memory sticks and other external media from
the premises Ensure wide knowledge that external
use is, in principle, prohibited, and of
precautions when external use is unavoidable
? Continued implementation of patrols of actual
office buildings Implemented year-round (spot
checks)
? Confirmation of implementation of information
security measures by sub-contractors in
consignment contracts Confirmation by check list
for sub-contractors with large contract values
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Materials 4
Official Web Site
From the web
Automatic issuing machine and display
Expansion of web functions
Web??
Administrative Business
Public information
Marketing
Joint Efforts
Web Page
Global
My Page
Automatic certificate issuing


Easy to read Easy to understand Easy to search
Active, powerful, realistic public information
Administrative operations in cooperation with
residents
Creating a safe, reassuring urban environment for
all residents
Electronic application Electronic issuing
Comfortable living environment for non-Japanese
for mutual learning


The required information just for you
Information distribution through animation
Create an electronic post box
????????
Establishment of an Internet Broadcasting
Station From still images to animated pictures
Page composition from residents perspective
Digitalization of Municipal Office Business
The Realization of Electronic Democracy
Participation in administration through IT
Realization of Regional Computerization
Globally-conscious Information Distribution
? Implementation of IT seminars Cooperate with
resident IT supporters and NPOs in actively
conducting IT seminars to eliminate the IT gap
with residents who play a leading role in
electronic local government IT Seminars
(FY20012007) 1903 seminars, 33,306
attendees ? Electronic residents
associations Active information distribution in
conjunction with the residents association web
pages Status of residents association web
pages 41 associations of a total of 222
residents associations have web pages E-mail
distribution from residents association web
pages of residents association information and
regionally-specific municipal government
information Inclusion in residents
association web pages of circulating
information ? E-mail information service
Weather information Emergency information
Earthquake information Tsunami information
Local observation information Safety
information for children/students Crime
prevention information E-mail magazine
? Category composition from residents
perspective Lifestyle information business
information cultural, tourist and international
information municipal administrative
information FAQ ? Lifestyle information
category composition more aligned with life
events Pregnancy and childbirth child raising
starting kindergarten/school starting work and
retiring marriage and divorce moving and
residences senior citizens bereavement ? Creati
ng pages for one-stop service ? Hits
FY2004 Top page 3,223,188 Overall access no.
23,564,655 FY2005 Top page 2,988,687 Overall
access no. 19,092,700 FY2006 Top page
3,004,548 Overall access no. 23,959,674
FY2007 Top page 2,675,988 Overall access no.
23,538,096 FY2008 (April) Top page
222,333 Overall access no. 1,798,149
? Electronic application 36 services, 62
procedures Request for release of public
documents, certificate of residence, tax-related
certificates, etc. ? Electronic issuing (12
types) Issue of items applied for electronically
from automatic issuing machines Copies of
family register labels Certificates for light
vehicles (5 types) Certificate of payment of
national health insurance tax Change of address
certificate Certificates for changes to town
names and lot numbers Vaccination
certificate Chest x-ray examination
certificate Certificate of disaster victim
status ? Basic resident registration card
automatic issuing service 50 discount on
certificate issuing Certificate types Copies
of certificate of residence Personal seal
registration certificate Tax certificates (6
types) Welfare service vouchers (no
fee) Acupuncture, moxibustion, massage, taxi
vouchers 29 automatic issuing machines
installed in 27 locations 23 machines in 21
municipal facilities including all community
centers, 4 machines in 4 stations, 2 machines in
2 locations in commercial facilities Issue of
basic resident registration cards 51,322 cards
(11.2 of the population)
? Active information distribution of policy,
keeping in mind access from overseas 1 Activity
Support Scheme, etc. ? Creation of pages from a
non-Japanese perspective Creation and
enhancement of pages from a non-Japanese
perspective in required foreign languages by
specialists Overview of Ichikawa City and
culture, Japanese culture, customs and manners,
etc. ? Foreign national residency (as of April
30, 2008) Foreign nationals 13, 301 Main
nationalities Chinese 5,442 Korean and North
Korean 1,772 Philippino 1,557 Indian
990 ? Current foreign language pages English,
Chinese and Korean language versions of 12
publications including the Handbook for Living in
Ichikawa, extracts from public information
Ichikawa and garbage disposal details.
? Active collection of residents
requests Active collection of residents
requests by creating feedback boxes on all pages
(not just the top page) for residents to fill
in ? Incorporation of residents requests into
policy Establishment of a specialist
organization Needs Marketing Research Team
for the analysis of the collected opinions and
desires and incorporation into policy Residents
requests (FY20012007) 21,056 Web surveys
(FY20032007) 2,169 over 22 occasions Public
comments (FY20052007) 943 over 26
occasions e-monitor (FY20042007) 64,682 over
66 occasions
? Internet broadcasting Active public
information provision utilizing animation and
sound. My Town Ichikawa 156 clips publically
available 52 clips scheduled for release in
FY2008 Other internet broadcasts 40 clips
publically available 20 clips scheduled for
release in FY2008
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Structure of the Ichikawa City Electronic Local
Government
Materials 5
Resident Participation
Direct Services
Infrastructure
Collection and utilization of residents
opinions Residents requests 21,056
(FY20012007) Web surveys 2169 over 22 occasions
(FY20032007) Public comments 943 over 26
occasions (FY20052007) e-monitor 64,682 over 66
occasions (FY20042007)
No. of basic residents registration cards
51,322 (11.2) E-mail service information
distribution (8 types) Information distribution
in conjunction with residents association web
sites Use of geographical information system
(GIS) by residents Creation of comprehensive IT
desk, call center
Regional infrastructure Minimum of 90 fiber
optic environment within Ichikawa City Area-wide
broadband communications service Internet
infrastructure Error-free host system Uninterrupte
d internal LAN system Highly reliable internet
system
Electronic Local Government
Simple, Convenient, Fast
Security
IT Education
Using IT to create a local government that makes
residents feel their lives have truly become more
convenient
IT Seminars 1903 seminars, 33,306
attendees Promotion of cooperation with
universities and NPOs Conclusion of agreement
with Chiba University of Commerce Creation of
web pages for residents associations 41 of 222
residents associations
Securing residents trust Secure information
management and continuation of secure and assured
services All departments obtained ISO27001
certification ISMS certification for all schools
(56)
Official Web Site Electronic municipal office
functions
Administrative Services Public Information Marketing Joint Efforts Global
Electronic applications and issuing, automatic issuing Internet broadcasting Collection and analysis of residents requests Electronic residents associations, volunteers, NPOs Creation of foreign language pages