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 Department.

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 various advanced technologies for delivering efficient and quality services to the public, whilst ensuring the business processes and practices are compliant with the provisions of the Personal Data (Privacy) Ordinance.

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 and developing new information systems to meet 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.

Systems in Operation

Immigration Control System (ICONS)

The Department launched ICONS in phases between 2016 and 2017 to replace and consolidate the four ageing control point systems in order to meet new business needs. In addition, the project also included the upgrade of 437 e-Channels to multi-purpose e-Channels, the installation of 158 new multi-purpose e-Channels, the implementation of ‘Smart Departure’service that allows eligible visitors holding electronic passports to perform self-service departure clearance at e-Channels without prior enrolment and the introduction of other new functions to enhance the overall handling capacity of control points.

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. The cross-boundary student e-Channel service was further extended to the Lok Ma Chau Spur Line Control Point in May 2015. At present, there are six designated e-Channels for cross-boundary students at the Lo Wu and Lok Ma Chau Spur Line Control Points respectively.

Since late August 2012, simplified clearance procedure for cross-boundary students has been adopted in phases at the Lok Ma Chau Spur Line, Shenzhen Bay, Lok Ma Chau, Sha Tau Kok, Man Kam To and Lo Wu Control Points. With the use of portable clearance devices, more expeditious immigration clearance service has been provided to the enrolled cross-boundary students.

In May 2008, the e-Channel service at the Airport Control Point was extended to frequent visitors aged 18 or above holding a Hong Kong Special Administrative Region (HKSAR) Travel Pass, an Asia-Pacific Economic Co-operation Business Travel Card with the economy code ‘HKG’ or a Hong Kong International Airport Frequent Visitor Card. The e-Channel service was further extended to eligible members of frequent flyer programmes of various airlines in September 2009. From late April 2012, frequent visitors who hold a valid travel document which is not required to have an entry visa/permit for entering Hong Kong, have made visits to Hong Kong by air via the Hong Kong International Airport for no less than three times in the past 12 months immediately before enrolment and have no adverse record in Hong Kong may also enrol for e-Channel service.

In order to provide greater travel convenience to both Hong Kong and Macao residents, enrolled Macao permanent residents may use the e-Channels for performing immigration clearance at the Macau Ferry Terminal and the China Ferry Terminal from December 2009 onwards. Such arrangement was extended to Tuen Mun Ferry Terminal in July 2011 and subsequently to all control points. Reciprocally, eligible Hong Kong residents may use the automated immigration clearance service at control points in Macao. Starting from December 2016, Hong Kong non-permanent residents holding an ‘HKSAR Document of Identity for Visa Purposes’ and Macao non-permanent residents holding a ‘Visit Permit for Residents of Macao to HKSAR’ may also enjoy such facilitation.

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. At present, there are 30 Express e-Channels at the Lo Wu Control Point.

Starting from 3 January 2012, eligible Mainland frequent visitors holding a booklet-type Exit-entry Permit for Travelling to and from Hong Kong and Macao (EEP) may perform self-service immigration clearance at e-Channels after successful enrollment. With the introduction of card-type electronic EEPs by the Mainland authorities, eligible Mainland visitors holding a card-type EEP may also enjoy the e-Channel service starting from 20 May 2014.

As at the end of 2017, around 990,000 Mainland visitors holding a booklet-type EEP and 530,000 other frequent visitors successfully enrolled for the service.

Since September 2013, the Department has launched e-Channels with voice navigation function for the visually impaired persons to perform self-service immigration clearance at the Lok Ma Chau Spur Line Control Point, Macau Ferry Terminal and Shenzhen Bay Control Point. The service was extended to China Ferry Terminal in December 2017. To use the service, the persons should first press the activation button at the entrance of the e-Channel to initiate the voice navigation function and voice instructions would be delivered to guide them to complete the clearance process.

Under the arrangement for mutual use of automated immigration clearance service, eligible HKSAR passport holders can enrol for the automated immigration clearance service of the participating countries/territories, whilst eligible passport holders of the participating countries/territories can enrol for the e-Channel service in Hong Kong. The arrangement has been implemented with Korea, Singapore, Germany and Australia. The Department is actively discussing with other countries/territories on the mutual use of automated immigration clearance service and it is expected that more countries/territories will become our partners.

Starting from September 2015, enrolled Consular Corps Identity Card holders may perform self-service immigration clearance at e-Channels in control points.

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 immigration clearance service. Besides, the card also supports other non-immigration functions, such as library card, thus promoting the development of smart city.

Electronic Passport (e-Passport) System

The e-Passport System supports one-stop-shop 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. Starting from 29 December 2011, eligible applicants aged 11 to 17 can also submit their passport applications through self-service kiosks at the Immigration Headquarters. A total of 19 self-service kiosks are installed at the Immigration Headquarters and immigration branch offices.

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

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 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. Besides, with the interface with the Electronic Services System, the public can enjoy e-Services, including booking of appointments and submission of applications through the Internet.

Pre-arrival Registration for Taiwan Residents and Indian Nationals

The Pre-arrival Registration for Taiwan Residents was implemented on 1 September 2012 to facilitate eligible Taiwan residents to submit pre-arrival registration electronically through the Internet free of charge and directly without going through airlines in Taiwan. The application result will also be displayed instantly. It further enhances the travel convenience of Taiwan residents visiting Hong Kong.

The Pre-arrival Registration for Indian Nationals was implemented on 19 December 2016. Indian nationals may apply for pre-arrival registration electronically to visit or transit Hong Kong through the Internet free of charge.

Travel Pass Issuing System

The Travel Pass Issuing System supports the issue of Travel Passes 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 29 May 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. Business travel card holders coming to Hong Kong can use the ‘Hong Kong Resident’ counters at control points for immigration clearance.

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 System is the first government-to-employee project. All staff members of the Department can access the web-based system 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.

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

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 provides an electronic channel for fast dissemination of multi-media information, enhances staff communication and acts as an online self-learning platform within the Department. In 2017, the number of visits to the Intranet Portal was around 3.54 million, with a daily average of around 9,700 visits.

Immigration Department’s Homepage

To better serve the public, the Department has set up its own homepage since 31 May 1996. Internet users not only can browse the latest information of the Department on the homepage, but also can access websites of related government departments/organisations via the hyperlinks provided.

Data Warehousing Information System (DWIS)

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

Mobile Application (Mobile App)

On 5 December 2013, the Department launched the Hong Kong Immigration Mobile Application to facilitate Hong Kong residents and visitors in obtaining information on the estimated passenger waiting time at all land boundary control points and other immigration service information such as office hours of all immigration offices anytime. The information on the estimated passenger waiting time is updated about every 15 minutes. It aims to serve as a reference for Hong Kong residents and visitors to choose the land boundary control point and the time to travel at their convenience. The Department has continued to enhance the Application and enrich its contents, such as the inclusion of Outbound Travel Tips to provide Hong Kong residents with tips when travelling abroad and the link to the Department’s official YouTube Channel. As at 31 December 2017, around 162,000 downloads were recorded.

Records and Data Management

The Department attaches great importance to personal data privacy and records management and is committed to ensuring that business processes and practices and the handling of all personal data and records are in accordance with the provisions of the Personal Data (Privacy) Ordinance, relevant laws, regulations and guidelines. Departmental policies, guidelines and procedures on personal data protection and records management are set out, regularly reviewed and updated to ensure staff compliance in proper handling of personal data and management of records. To further enhance the protection of personal data privacy and records management, the Department has implemented the Privacy Management Programme. The Privacy Compliance Group has also been formed to monitor the Department’s overall privacy compliance situation and review the related programme controls. Moreover, training sessions, seminars and workshops are conducted to cultivate a culture of respect for privacy by enhancing staff awareness in personal data privacy protection and good records management as well as staff competence in handling data access requests and access to information applications.

Electronic Services

Electronic services have been implemented in phases at the GovHK website since 30 October 2007. As at 31 December 2017, members of the public and other users can access the following electronic services via the GovHK website:

• apply for search and copy of birth/death/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);
• apply for entry visa under the Admission Scheme for the Second Generation of Chinese Hong Kong Permanent Residents;
• make appointment for giving notice of intended marriage and submit information required for registration of marriage;
• make appointment for birth registration and submit information required for registration of birth;
• 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;
• apply for access to information of Immigration Department;
• apply for a Certificate of Absence of Marriage Record;
• apply for pre-arrival registration for Taiwan residents; and
• apply for pre-arrival registration for Indian nationals.

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 requests for a Certificate of Registrar of Marriages 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 (ISS-3)

To improve its service quality, the Department commissioned a consultant to conduct the ISS-3 Review in March 2010 with a view to formulating a long-term information systems strategy. The Review recommended the Department to implement the following separate but inter-related systems to enhance its service quality and capacity to meet the challenging business requirements in the coming years.

1. New IT Infrastructure (ITI);
2. Immigration Control System (ICONS);
3. Next Generation Smart Identity Card System (SMARTICS-2);
4. Next Generation Electronic Passport System (e-Passport-2);
5. Next Generation Application and Investigation Easy Systems (APPLIES-2), including:
• Visa Automation System;
• Assistance to Hong Kong Residents, Births, Deaths & Marriage, Right of Abode Decision Support System;
• Enforcement Case Processing System; and
6. Human Resources Management System (HRMS).

To support the implementation of the ISS-3 information systems, two data centres and a new IT infrastructure under the New IT Infrastructure project have commenced operation since 2014 and 2015 respectively. By leveraging the new IT infrastructure, ICONS was fully implementated in 2017.

For the e-Passport-2 project, the tendering exercise was completed and system design has commenced. The project is expected to be implemented in phases starting from early 2019. The new system aims to replace the existing ageing e-Passport system and to enhance operational efficiency and effectiveness in supporting the issue of new HKSAR travel documents. For the APPLIES-2 project, the preparatory work for funding application and tendering exercise is underway and it is expected to be implemented in phases starting from early 2021.