TNAG-0693-FCO40-843-Study-of-computerisation-of-personal-data-and-threat-to-priv-1977 — Page 7

C.S. 166

XCC(77)71

CONFIDENTIAL # #

Copy No Page 2 of 6

34

of 80

examined. These are likely to include the Marine Department, the Medical and Health Department, the New Territories Administration, the Prisons Department, the Social Welfare Department and the Urban Services Department.

4

The reason why it is extremely difficult, and sometime impossible, to exchange personal data between departments or even between different records in the same department is that there is no single common, unique and unchanging reference in each record. Accordingly, there is no certain way of identifying personal data held in one set of records with that held in another set. Although an individual may be known separately to many departments, e. g. by name and address, a routine search through the files of those departments may not reveal this fact because of inconsistency in the romanisation of Chinese names, the use of an alias, the recording of different addresses or inaccurate updating of the files.

5

This duplication and inaccuracy of personal data inevitably produces inefficiency in record keeping and delays in access to information which seriously affect the speed with which enquiries can be answered and documents issued. A more accurate, co-ordinated and, thereby, faster supply of information would not only mean internal enquiries could be dealt with more promptly but would result in a more efficient use of resources and a better service to the public.

Improvements to the system

6

A number of internal departmental studies have been carried out to analyse and clarify the present situation and recommendations have been made proposing improvements to the systems being used. Most of these studies have recommended the creation of a central record, with data similar to that held by the Registration of Persons Office, which should be required to be kept up-to-date and should be able to be referenced and related to all other personal data records in Government. Because of the magnitude of the problem and the absence within Government of the necessary expertise action to implement these recommendations could not be taken. This situation no longer exists.

7

It is considered that most of the problems of duplication between records and inaccuracy can only be met by the use of the identity card number which is increasingly being used by Government both internally and in dealing with the public. Only such a unique personal identifier can overcome the problems posed in Hong Kong by the difficulties in achieving standardised romanisation of Chinese names and the wide- spread use of aliases.

CONFIDENTIAL

機密