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The Information Systems Branch is commanded by an Assistant Director. It handles all matters concerning the development and operation of information systems, records management and the protection of personal data privacy of the department.
Organisation chart of the Information Systems Branch
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 takes 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 the management and security of information systems in operation as well as the 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 application 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.
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. 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 introduction of the 'Smart Departure' service to allow 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.
To further enhance the functions of e-Channels and facilitate their use, the department introduced in 2018 newly designed e-Channels at new control points, including the Express Rail Link West Kowloon Control Point, the Hong Kong-Zhuhai-Macao Bridge Control Point and the Heung Yuen Wai Boundary Control Point. Apart from enhancing the efficiency in management and maintenance, the new e-Channels can also provide a more convenient and comfortable user experience for members of the public.
As at the end of 2021, a total of 751 multi-purpose e-Channels were installed at all control points, which could be flexibly deployed for use by eligible Hong Kong residents or visitors.
The ICONS further enhance the functions of e-Channels so as to upgrade the overall handling capacity of control points.
At present, there are six designated e-Channels at the Lo Wu and Lok Ma Chau Spur Line Control Points respectively for cross-boundary primary school students under the age of 11. Simplified clearance procedure for cross-boundary students has also been adopted 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 enrolled cross-boundary students.
The e-Channel service at the Airport Control Point has been 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 has also been extended to eligible members of frequent flyer programmes of various airlines. Frequent visitors who hold a valid travel document for which an entry visa/permit for entering Hong Kong is not required, have made visits to Hong Kong by air via 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 the e-Channel service.
In order to provide greater travel convenience for both Hong Kong and Macao residents, enrolled Macao permanent residents may use e-Channels to perform immigration clearance at all control points. Reciprocally, eligible Hong Kong residents may use the automated immigration clearance service at control points in Macao. 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.
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. The service was further extended to the Shenzhen Bay Control Point and the Lok Ma Chau Spur Line Control Point in November 2018.
The department launched e-Channels with voice navigation function for visually impaired persons to perform self-service immigration clearance at the Lok Ma Chau Spur Line, Macau Ferry Terminal, Shenzhen Bay, China Ferry Terminal, Lo Wu, Express Rail Link West Kowloon, Hong Kong-Zhuhai-Macao Bridge, Hung Hom and Heung Yuen Wai Boundary Control Points. Users of the service simply need to press the activation button at the entrance of an e-Channel to initiate the voice navigation function and voice instructions will then be delivered to guide them to complete the clearance process.
e-Channels with voice navigation function allow visually impaired persons to perform self-service immigration clearance.
Under the arrangement for mutual use of automated immigration clearance services, eligible HKSAR passport holders can enrol for the automated immigration clearance services of the participating countries/territories, whilst eligible passport holders of the participating countries/territories can enrol for the e-Channel service in Hong Kong. Following the arrangements for mutual use of automated immigration clearance services with Korea, Singapore, Germany and Australia, a similar arrangement with Thailand was implemented in September 2018. Moreover, with effect from December 2018, further facilitation for enrolment for automated clearance services has been provided by Hong Kong and Singapore on a mutual basis, so that eligible passport holders of both sides can enjoy greater convenience when they travel between the two places.
The department is actively discussing the mutual use of automated immigration clearance services with other countries/territories and it is expected that more countries/territories will become our partners.
The department introduced in February 2019 a new form of Consular Corps Identity Card (CCIC), which is embedded with a chip module. Enrolled holders may perform self-service immigration clearance at e-Channels in control points with their new CCICs.
The Contactless e-Channel service was launched at the Hong Kong International Airport, Hong Kong-Zhuhai-Macao Bridge, Shenzhen Bay and Kai Tak Cruise Terminal Control Points in December 2021. Eligible Hong Kong residents may enrol for the service by downloading the department's 'Contactless e-Channel' mobile application on a smartphone with biometric authentication. Upon successful enrolment with the mobile application, they can use the encrypted QR code generated by the mobile application to enter an e-Channel and perform self-service immigration clearance through facial verification technology.
Eligible Hong Kong residents can enter the e-Channel with an encrypted QR code, and then verify their identity with the facial verification technology for automated immigration clearance. Throughout the entire process, there will be no need for them to touch any shared equipment of the e-Channel.
Alternatively, eligible Hong Kong residents aged 18 or above may also use their smart identity cards to enrol for the service directly at any Contactless e-Channel and perform immigration clearance through facial verification technology.
SMARTICS-2, an on-line information system that supports the whole process of smart identity card application from appointment booking, registration, production to issuance, is the foundation for the automated immigration clearance service. SMARTICS-2 has been implemented at the six Registration of Persons Offices since November 2018. In addition, system functions supporting the Territory-wide Identity Card Replacement Exercise came into operation at the nine Smart Identity Card Replacement Centres in December 2018. The new smart identity card is made from the latest polycarbonate materials. On top of the current contact chip interface, the new smart identity card also supports a contactless chip interface, hence reducing wear to the identity card and the chip, making the identity card more durable. A number of new state-of-the-art security features and other sophisticated security designs have been introduced. Coupled with a more complex background with multiple patterns, the new smart identity card has strong protection against photo substitution and counterfeiting. To provide faster and more convenient services for residents, SMARTICS-2 has introduced various new functions and facilities, including a mobile application for making an appointment for identity card registration or replacement, filling in an electronic form in advance and enquiring about the queuing status. In addition, the newly installed Self-service Tag Issuing Kiosks, Self-service Registration Kiosks and Self-service Collection Kiosks provide faster and more convenient services for residents.
To tie in with the introduction of the On-site Identity Card Replacement Service in May 2019, the department developed a new mobile registration system, which has enabled our outreach teams to provide on-site identity card replacement service to residents of residential care homes for elderly persons and persons with disabilities.
The e-Passport-2 System supports one-stop-shop travel document application service, including appointment booking, application processing and issuance of travel documents. The e-Passport-2 System was launched on 14 May 2019 to tie in with the issuance of the newly introduced HKSAR Electronic Passport (e-Passport) and Electronic Document of Identity for Visa Purposes (e-Doc/I). In order to effectively enhance the security, reliability and interoperability of the Next Generation e-Passport and e-Doc/I, a number of new state-of-the-art security features, such as tactile relief features, full colour UV printing and a transparent window with the holder's portrait engraved thereon by laser engraving technology, have been introduced. Moreover, to cater for the needs of the visually impaired, the document number and the date of expiry can be printed in braille on the back of the data page of the Next Generation e-Passport and e-Doc/I, thereby facilitating the visually impaired in identifying their travel documents. The e-Passport-2 System has also introduced various new measures to optimise the passport application process, including online submission of passport applications by eligible applicants aged below 11 years old, submission of passport applications via a mobile application and completion of an electronic form in advance upon appointment booking. In addition, applicants may choose to use the self-service photo-taking function at Travel Document Submission Kiosks free of charge, which makes the process faster and more convenient. The kiosks also support Octopus and Faster Payment System (FPS) payment functions, providing more payment options for the public. In addition, Passport Collection Kiosks were launched on 30 October 2020. Eligible HKSAR passport applicants may choose to collect their passports in a self-service manner.
Eligible HKSAR passport applicants may choose to collect their passports in a self-service manner.
APPLIES is an on-line information system for processing applications for visas, permits and travel passes, registration matters relating to births, deaths, marriage and investigation cases. Electronic records can be stored and accessed via computer workstations. With the use of the electronic records and document management systems, there has been service improvement in handling applications and the 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. Moreover, 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 allows eligible Taiwan residents to apply for pre-arrival registration with electronic means directly through the Internet free of charge without going through airlines in Taiwan. The application result will also be displayed instantly. It provides greater travel convenience for Taiwan residents visiting Hong Kong.
Indian nationals may also apply for pre-arrival registration electronically to visit or transit Hong Kong through the Internet free of charge.
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.
By making use of the Electronic Data Interchange System, the APEC Business Travel Card Scheme facilitates pre-cleared entry of accredited business visitors to 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.
The GOA System enables speedy communication and dissemination of information through electronic means within the department and among bureaux and departments of the HKSAR Government.
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 and calculate and keep track of leave records through any networked computer workstation in the department.
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.
The e-Records (Adm) System is an electronic records and document management system developed under the ERP. Leveraging advanced information technology and making use of GOA workstations and scanners, the system aims to improve staff's efficiency in handling administrative records. All staff of the department can use the system to handle administrative records.
The Intranet provides an electronic channel for fast dissemination of multi-media information, enhances staff communication and acts as an online self-learning platform.
The revamped departmental homepage adopts a user-friendly mobile phone interface, which further enhances user experience and facilitates the browsing of our homepage with various mobile devices. Members of the public not only can browse the latest information of the department on its homepage, but can also access websites of related government departments/organisations via the hyperlinks provided.
The DWIS improves the provision of various statistical analyses that facilitate the management in decision making and resources planning.
The department launched the Immigration Department 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, anywhere through their mobile phones or devices. Since the launch of the mobile application, the department has continued to enhance the mobile application and enrich its contents, such as the inclusion of Outbound Travel Tips to provide Hong Kong residents with tips on travelling abroad and the link to the department's official YouTube channel.
In 2021, in light of the launch of electronic services for visa application, relevant functions such as online payment, making enquiries and downloading an 'e-Visa' were added to the mobile application to enable applicants to complete the entire application process online without having to attend an Immigration Office in person. Furthermore, a new function was added to allow Hong Kong residents abroad who need urgent assistance to use their network data to call the 24-hour 1868 Hotline of the Assistance to Hong Kong Residents Unit for seeking assistance. In addition, the newly added link to 'Contactless e-Channel' can facilitate members of the public's enrolment for and use of the Contactless e-Channel service.
The Immigration Department Mobile Application has added the relevant functions of e-Visa services.
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 compliant 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's compliance in handling personal data and the proper 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 increasing staff's awareness of personal data privacy protection and good records management as well as staff's competence in handling data access requests and access to information applications.
The department 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.
As at 31 December 2021, members of the public and other users could access the following electronic services via the GovHK website:
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 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.
Apart from accepting applications submitted by applicants in person or by post, the department has devised electronic forms for members of the public to fill in and submit through the Internet for the following purposes:
These electronic forms can be downloaded from the department's homepage.
Starting from 21 December 2020, Hong Kong residents have more options of payment of application fees for identity cards and travel documents at Registration of Persons Offices and branch offices. They may choose to make the payments in a contactless manner through the FPS. With effect from 2021, the FPS payment option has also been available to users of births, deaths and marriage registration services.
To provide greater convenience to the public, the department has included the 'e-ME' form filling function of 'iAM Smart' in various electronic services since June 2021 to spare Hong Kong residents the need for repeated input of personal information when applying online for visas, extension of stay and HKSAR passports and pre-filling forms for identity card and travel document applications, making the application process simpler and more convenient. With the introduction of the Contactless e-Channel service in December 2021, eligible Hong Kong residents can use the 'iAM Smart' platform for identity verification and enrolment for the Contactless e-Channel service. Upon successful enrolment, they can use the encrypted QR code generated by their personal mobile phones to enter the Contactless e-Channel and perform immigration clearance through facial verification technology. The process enables Hong Kong residents to reduce contact with shared equipment and enjoy faster, more convenient and hygienic immigration clearance service. In addition, the department is planning to incorporate more smart living elements into its daily public services through the 'iAM Smart' platform. They include the introduction in 2022 of the 'I RemindU' service, a tailor-made personalised notification service to give members of the public timely reminders to submit various kinds of immigration related applications, such as the renewal of HKSAR passports and replacement of new smart Hong Kong Identity Cards.
The department utilizes the 'iAM Smart' platform to provide more functions of electronics services to the public.
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.
Two data centres and a new IT infrastructure under the New IT Infrastructure project have commenced operation and ICONS was fully implemented in 2017. Moreover, SMARTICS-2 was launched in 2018 to tie in with the implementation of the Territory-wide Identity Card Replacement Exercise. The e-Passport-2 System was also launched in 2019.
The system functions of Phase 1 of APPLIES-2 were put in place from September 2021 to January 2022, while those of Phase 2 are expected to be rolled out by the fourth quarter of 2022.
As regards the HRMS project, the feasibility study was completed in May 2021. The funding application for the proposal is underway.
With effect from 28 December 2021, the department has introduced electronic services for visa application in phases to allow applicants to complete the entire process of visa-related application online through the GovHK website or the department's website or mobile application.
Applicants can complete the application forms and upload supporting documents online. Where necessary, they can also submit supplementary documents and/or enquire about the status of their applications online. Upon approval of the application, an applicant may make payment online and obtain the 'e-Visa' upon payment.
The'e-Visa' was also introduced on 28 December 2021. Upon approval of the applications for an entry visa/permit, extension of stay, etc., applicants can pay the relevant fee (if applicable) online and download the 'e-Visa' instantly. The 'e-Visa' can be printed out and/or saved as a PDF file on a personal mobile device.
The department's e-Passport-2 was given the Award of the Year, the Smart Business Grand Award and the Smart Business (Solution for Business and Public Sector Enterprise) Gold Award at the Hong Kong ICT Awards 2021 in recognition of our contribution and efforts in providing quality public services through utilising information technology.
With the competencies of intelligent elements, self-service experience and improved efficiency, the e-Passport-2 System has won a number of awards of the Hong Kong ICT Awards 2021, including the Award of the Year.