Information Systems Branch

The Information Systems Branch is headed by an Assistant Director. It handles all matters concerning development and operation of information systems, records management and personal data privacy of the Immigration Department.

Advanced technologies allow immigration officers to have real-time monitoring of the passenger traffic for flexible deployment of staff.

To cope with the ever changing social and economic environment, the Department has been proactively formulating its information systems strategy to keep pace with the digital era of the 21st century and has been exploring the advanced technologies for delivering efficient and quality services to the public.

The Information Systems Branch comprises four divisions and is tasked to take charge of the information systems and related matters of the Department. The Information Systems (Development) Division is responsible for formulating and implementing the Department’s information systems strategy, developing new information systems to meet the future business needs. The Information Systems (Production) Division is responsible for management and security of information systems in operation as well as on-going enhancement of the information systems and related processes. The Records and Data Management Division is responsible for all issues relating to data privacy, access to information and management of departmental records. The Technology Services Division provides technical support for the maintenance and development of information systems in the Department. The former three divisions are each headed by a Principal Immigration Officer while the Technology Services Division is under the charge of a Chief Systems Manager.

Organisation Chart of the Information Systems Branch

The Information Systems (Strategy) Sub-division and Information Systems (Strategy) Section were established on June 13, 2011 for supervising, managing and conducting various feasibility studies and projects arising from and incidental to the implementation of the Department’s Third Information Systems Strategy.

On October 31, 2011, the Sub-division and the Section concerned were retitled as Information Systems (Development) 2 Sub-division, and Information Systems (Development) Section respectively.

On October 31, 2011, the Information Systems Sub-division was retitled as Information Systems (Development) 1 Sub-division. The Information Systems Section and Information Systems (Special Project) Section under this Sub-division were also retitled as Information Systems (Development Support) Section and Information Systems (Electronic Exit-Entry Permit) Section respectively.

A new Information Systems (Project Management) Section was also formed on October 31, 2011 under this Sub-division for conducting feasibility / business studies in connection with individual new initiatives under the Third Information Systems Strategy.

Systems in Operation

Automated Passenger and Vehicle Clearance Systems (e-Channel)

The e-Channel enables transformation of the traditional ‘one-officer-one-counter/kiosk’ clearance to self-service immigration clearance.

The e-Channel is an automated system integrated with various technologies and unique business process to enable transformation of the traditional ‘one-officer-one-counter/kiosk’ clearance to self-service immigration clearance. By leveraging the smart identity card and biometric verification technologies, e-Channel was first rolled out at control points in December 2004 for use by Hong Kong permanent residents. After implementation of the e-Channels, savings have been realised for redeployment to other areas of more pressing needs. In January 2006, after the enactment of Immigration (Amendment) Ordinance 2005, e-Channel service was extended to Hong Kong residents holding Document of Identity for Visa Purposes and in September 2006 to those who have the right to land or are on unconditional stay as well as non-permanent residents who have been issued with a notification label. Eligible Hong Kong residents who are aged 11 or over holding a smart identity card may perform self-service immigration clearance via the e-Channel.

In December 2007, the e-Channel service at the Lo Wu Control Point was extended to cross boundary primary school students under the age of 11. At present, there are six designated e-Channels at Lo Wu Control Point for cross-boundary students.

In May 2008, the e-Channel service at the Airport was extended to frequent visitors aged 18 or above holding HKSAR Travel Pass, Asia-Pacific Economic Co-operation Business Travel Card or Hong Kong International Airport Frequent Visitor Card. The e-Channel service was further extended to eligible members of frequent flyer programmes of various airlines with effect from September 7, 2009. At present, there are 10 Frequent Visitor e-Channels installed at the Airport. The above e-Channel service for eligible frequent visitors will be extended to the Lo Wu, Lok Ma Chau Spur Line, Shenzhen Bay, China Ferry Terminal and Macau Ferry Terminal Control Points before mid 2012.

Enrolled Macao permanent residents can use the e-Channels installed at the Macau Ferry Terminal and the China Ferry Terminal.

To enhance the travel convenience between Hong Kong and Macao, from December 10, 2009 onwards, enrolled Macao permanent residents can use the Macao Resident e-Channel installed at the Macau Ferry Terminal and the China Ferry Terminal. Macao Resident e-Channel service has been extended to Tuen Mun Ferry Terminal since July 2011. The said e-Channel service will be extended to Lo Wu, Lok Ma Chau Spur Line, Shenzhen Bay and Hong Kong International Airport Control Points before mid 2012. Besides, eligible Hong Kong residents can use the Macao Automated Passenger Clearance System (i.e. autogates) at control points in Macao.

10 more Express e-Channels came into operation at Lo Wu Control Point.

In March 2009, the Express e-Channel pilot scheme was introduced at the Lo Wu Control Point to provide faster e-Channel service to enrolled Hong Kong residents aged 18 or above who are existing e-Channel users. In view of the favourable feedback, 10 more Express e-Channels came into operation at Lo Wu Control Point in January 2011.

The Department has begun the enrolment of e-Channel service for eligible Mainland frequent visitors since December 5, 2011.

The Department has begun the enrolment of e-Channel service for eligible Mainland frequent visitors since December 5, 2011. Enrolled Mainland frequent visitors may use e-Channels for immigration clearance at Lo Wu and Lok Ma Chau Spur Line Control Points from January 2012. The service will be extended by phases to Shenzhen Bay, China Ferry Terminal, Macau Ferry Terminal and Hong Kong International Airport Control Points by mid 2012. Meanwhile, enrolled foreign frequent visitors and Macao permanent identity card holders may also enjoy self-service immigration clearance at these control points.

Entry / Exit Processing and Records System (EXPRESS)

The EXPRESS is an online information system, which provides efficient and reliable computer service to facilitate speedy clearance of passengers at control points. It also maintains travel records for enquiry purpose.

Deployment Information and Command System (DICS)

Comprising closed circuit television function, immigration clearance statistics and counter assignment information, the DICS strengthens the operation at control points and facilitates the management to monitor the traffic situation real time for flexible deployment of staff.

Face Recognition System (FACES)

Immigration officers using the FACES to verify the identity of suspected passengers.

The FACES is effective in detecting people who attempt to circumvent immigration control by using different identities. The system facilitates the work of officers at control points, investigation offices and visa-control offices to verify the identity of suspected passengers, immigration offenders and visa applicants.

Smart Identity Card System (SMARTICS)

The SMARTICS is an on-line information system that supports the whole process of smart identity card production, from appointment booking, registration, production, to issue of smart identity cards. The system laid the foundation for the introduction of Automated Passenger Clearance System and Automated Vehicle Clearance System. Besides, the card also supports other non-immigration functions, such as library card and storage of e-Certificate, thus promoting e-Government and e-Commerce.

Electronic Passport (e-Passport) System

Fully automated Travel Document Personalisation Centre produces electronic passports with advanced security features.

The e-Passport System supports one-stop passport application service, including appointment booking, application processing, and issuance of travel documents. By adopting the latest information technology, it achieves a paperless working environment and produces electronic passports with more advanced security features. In order to provide better service to the public, a pilot programme has been launched since December 29, 2011 for eligible applicants aged 11 to 17 to submit their passport applications through self-service kiosks at the Immigration Headquarters.

Application and Investigation Easy System (APPLIES) and Electronic Records Programme (ERP)

Immigration staff using the APPLIES to process applications for visas and permits, etc.

APPLIES is an on-line information system for processing applications for visas, permits, travel passes, registration matters relating to births, deaths, marriage and investigation cases. Following the full implementation of APPLIES in December 2008, electronic records can be stored and retrieved via computer workstations. Through the new electronic records and document management systems, there has been service improvement in processing applications and registration matters mentioned above. By adopting advanced technologies and designs, the system is able to handle and maintain operational and administrative records in an efficient and paperless manner. With the interface with the new Electronic Services System, the public can enjoy e-services, including booking of appointments and submission of applications through the Internet.

iPermit System

The iPermit System was implemented on March 18, 2002 to support the issue of entry permits to visitors from Taiwan. Applications are submitted through authorised airlines in Taiwan and sent to Hong Kong electronically through the Internet. The result is made known to the applicant in just a few minutes. It significantly enhances the travel convenience of Taiwan residents.

Travel Pass Issuing System

Frequent visitors holding HKSAR Travel Pass are able to enjoy self-service immigration clearance at the HKIA after successful enrolment.

The Travel Pass Issuing System supports the issue of Travel Pass to frequent visitors to Hong Kong. The information on the machine-readable Travel Pass is captured through optical character recognition readers and holders can enjoy speedy immigration clearance at the ‘Hong Kong Residents’ counters at control points.

Asia-Pacific Economic Co-operation (APEC) Business Travel Card Issuing System

Hong Kong has participated in the APEC Business Travel Card Scheme since May 29, 1998. By making use of the Electronic Data Interchange System, the Scheme facilitates pre-cleared entry of accredited business people to the participating economies of the Asia-Pacific region.

Government Office Automation (GOA) System

The GOA System enables speedy communication and dissemination of information through electronic means within the Department as well as among bureaux and departments of the HKSAR Government.

Government-to-Employee (G2E) Applications

The e-Leave application is the first government-to-employee project. All staff members of the Department can access the web-based application to process their leave applications as well as calculate and keep track of leave records through any networked computer workstation in the Department.

Operations and Administration Support Information System (OASIS)

The OASIS is an online information system which aims at enhancing productivity in operational and administrative areas. It facilitates management of information relating to personnel, stores and inventory. It also supports electronic compilation of duty roster and improves efficiency of staff deployment at control points.

Electronic Records (Administrative) System (e-Records(Adm))

The e-Records (Adm) System helps our staff improve efficiency in handling administrative records in the Department.

The e-Records (Adm) System is an electronic records and document management system developed under the Electronic Records Programme. Leveraging advanced information technology and making use of GOA workstations and scanners, the system aims to improve efficiency in handling administrative records in the Department. Since April 2008, all staff of the Department can use the system to handle administrative records.

Intranet

The Intranet Portal Frontpage

The Intranet provides an electronic channel for fast dissemination of multi-media information; enhances communications among staff; and acts as a platform for online computer-based training within the Department. In 2011, the number of visits to the Intranet Portal exceeded two million, with a daily average of over 5 500 visits.

Immigration Department's Homepage

To better serve the public, the Department has set up a homepage since May 31, 1996. Internet users can browse the latest information of the Department from the homepage and access websites of other related government departments/organisations. In 2011, the number of visits to the homepage was over six million with a daily average over 17 000.

Data Warehousing Information System (DWIS)

The DWIS improves the provision of various statistical analyses that facilitate the management in decision making and resources planning.

Records Management

The Department is committed to ensuring that all personal data are handled in accordance with the provisions of the Personal Data (Privacy) Ordinance and other relevant laws and regulations. Departmental policies, guidelines and procedures on data protection and records management are regularly reviewed and updated to ensure staff compliance in handling data access requests and access to information applications and in proper records management. Training sessions, seminars and workshops are conducted to enhance staff awareness in data privacy protection and staff ability in handling data access requests.

Electronic Services

Members of the public can use various immigration-related electronic services via the GovHK website.

New Electronic Services have been implemented by phases at GovHK website since October 30, 2007. Up to December 31, 2011, members of the public can use the following electronic services via the GovHK website:

• apply for search and copy of births/deaths/marriage certificate;
• apply for HKSAR Passport (for applicants aged 11 or above);
• apply for verification of eligibility for permanent identity card and submit supplementary documents;
• apply for extension of stay and submit supplementary documents (except visitors and some application types);
• make appointment for giving notice of intended marriage and submit information required for registration of marriage;
• make appointment for registration of births;
• make appointment for registration of Hong Kong smart identity card;
• make appointment for applying for HKSAR travel documents;
• make appointment for collection of HKSAR Passport or Document of Identity for Visa Purposes;
• make appointment for applying for extension of stay (except visitors and some application types);
• change or enquire about appointment for document verification relating to verification of eligibility for permanent identity card;
• enquire about the status of application relating to verification of eligibility for permanent identity card;
• enquire about the status of application relating to Hong Kong visa;
• file notification of pre-mature termination of employment contract of foreign domestic helper;
• report immigration offences; and
• apply for access to information of Immigration Department.

Electronic Submission

Since 2000, the Department has been accepting electronic information sent by members of the public in specified format, manner and procedures requesting immigration services in accordance with the provisions of the Electronic Transactions Ordinance. Examples are provision of prescribed particulars of crew and passengers by an aircraft captain under the Immigration Ordinance and making a request for the Certificate of Registrar of Marriage for marriage to be solemnised in church under the Marriage Ordinance. Details can be found at the Department’s homepage: www.immd.gov.hk.

Electronic Forms

Apart from accepting applications submitted by applicants in person or by post, the Department has devised electronic forms for the public to fill in and submit through the Internet for the following purposes:

• notification of change of particulars previously registered;
• notification of change of address;
• application for amendment of registered particulars of Hong Kong identity card; and
• application for access to information.

These electronic forms can be downloaded from the Department’s homepage.

Implementation of the Third Information Systems Strategy

The Department commissioned external consultants to conduct the Third Information Systems Strategy (ISS-3) Review for the Department in March 2010 with a view to identifying service improvement opportunities and refreshing its information technology assets to sustain business, provide better services and meet future development needs. The review was completed in September 2010.

The Department had begun feasibility studies on the recommended information systems by phases. The first feasibility study on the New Information Technology Infrastructure (ITI) project had been completed. In December 2011, the Finance Committee of the Legislative Council approved a commitment of $862 million for implementation of the project. The new ITI, which is targeted to implement by mid 2014, will provide a foundation for all other initiatives under ISS-3 to ride on. The feasibility study of the next generation Immigration Control System (ICONS) also commenced in August 2011. ICONS aims to cater for the growth in workload and support the new business needs including commissioning of new control points, etc. Apart from focusing effective and efficient immigration control operations by leveraging on the latest biometric technologies, the study will also explore the way forward for further extending e-Channel services. The feasibility study is scheduled to complete in mid 2012.

Achievements

The Hong Kong Information and Communications Technology (ICT) Awards 2011

The Best Collaboration (Service) Silver Award of the Hong Kong Information and Communications Technology Awards 2011

The Hong Kong Residents and Macao Residents e-Channel Services won the Best Collaboration (Service) Silver Award of the Hong Kong Information and Communications Technology Awards 2011.