Chapter 19: Information Services Department

The Information Services Department (ISD) serves as the Government's public relations consultant, publisher, advertising agent and news agency. It provides the link between the Administration and the media and, through the latter, enhances public understanding of government policies, decisions and activities.

The department is organised into six divisions — News and Media Research, Public Relations, Publicity, Overseas Public Relations, Visits, and Administration. At year-end, it had a staff of 543, of whom 332 were Information Grade officers. A significant number of these information officers — 187 — operated outside ISD headquarters to provide information, publicity and public relations services to policy bureaux and their departments. A small number were posted to the overseas offices of the HKSAR Government.

The ISD has been implementing progressively an information system to improve the quality of its services through computer links. It issues press releases to news organisations through the computerised Government News Information System and to the public through the Government Information Centre (GIC) (http://www.info.gov.hk), the Government's Internet home page. The GIC also provides links to more than 150 home pages of government agencies and related organisations. The Digital Photo System allows news organisations to search on-line and download government photographs round-the-clock.

All major government press conferences and briefings — in particular those given by the Chief Executive, the Chief Secretary for Administration and the Financial Secretary — are broadcast live on the Internet, and the proceedings kept for reference in a video archive that is accessible through the GIC. Major events such as the annual Policy Address by the Chief Executive and the Budget Speech by the Financial Secretary are also broadcast live.

The News Subdivision maintains direct contact with the media on a 24-hour basis. It disseminates government information to over 100 newspapers, news agencies, television and radio stations, and other organisations.

The subdivision processes press releases in Chinese and English and dispatches them to media organisations through a computerised broadcast system. These press releases are automatically uploaded onto the GIC within a few minutes to give the public direct access. News photographs are issued to media organisations through the on-line Digital Photo System.

A 24-hour press enquiry service is operated. During typhoons, severe rainstorms or any other emergency, extra teams of officers working in shifts operate a communications control centre to disseminate the latest information on the situation to the media and the public.

The Media Research Subdivision keeps the Government fully informed of public opinion as expressed in the news media. It produces daily reports summarising news and editorial comments in the Chinese and English press as well as on radio and television. It also produces special reports on subjects of interest to the Government.

The division oversees the work of information units in various government departments and bureaux. It anticipates, monitors and advises these units in the formulation and development of public relations strategies and co-ordinates their work regarding complex issues to ensure consistency. It has responsibility for the overall management of Information Grade officers in the units and ensures effective deployment and utilisation of staff resources.

Excluding those attached to the overseas offices, 42 information units operate in government departments and bureaux. They work closely with ISD headquarters on information, public relations and publicity aspects concerning the work of their departments or bureaux. These units play a major role in maintaining the flow of information and helping to improve relations with the public.

The Publicity Division is responsible for government publications and advertising, publicity campaigns, and much of the Government's creative design and photographic work. As such, it is Hong Kong's biggest publisher, and one of the biggest advertising agencies. The larger campaigns conducted and supported by the division during the year covered a wide range of topics from Brand Hong Kong, Fire Safety, Fight Crime, Waste Reduction, Anti-drug, Road Safety, Promotion of Services and Healthy Ageing to Voter Registration and Promotion of the Basic Law.

The division handles about 6 000 separate titles and produces a wide variety of government publications, including the Hong Kong Annual Report and its CD-ROM version, which was produced for the first time in 1998. Some five million copies of a range of free publications such as booklets, leaflets, fact sheets, brochures, posters and government forms are distributed by the division each year. Associated with this output, the division sells some 811 850 copies of books as well as miscellaneous printed material through its sales outlet and on-line bookstore. The on-line 'Government Bookstore', developed under the Electronic Service Delivery Scheme, has been operational since November 2001 and well-received by the public. Turnover from all sales amounted to $22.95 million in 2001. Photographs are also sold by the division.

The Government home page on the Internet, the GIC, is produced by the Publicity Division. The site is accessible to millions of users world-wide. Continued effort is being made to improve the content and user-friendliness of the home page as an effective means of communicating with the public.

The division formulates, co-ordinates and implements the Government's overseas public relations and communications strategy. It works closely with the HKSAR Government Economic and Trade Offices to monitor and promote Hong Kong's image overseas. It runs a programme under which journalists are invited to visit Hong Kong to gain a better understanding of the SAR. The division maintains close contacts with some 120 locally based foreign media organisations and assists visiting journalists seeking information or interviews with government officials, and business and community leaders. It also co-ordinates the production of written and audio-visual material for distribution world-wide.

The division maintains daily contact with the Economic and Trade Offices, providing them with up-to-date information on Hong Kong. The division is connected to the offices and the HKSAR Government Office in Beijing through a video conferencing system. It arranges for senior government officials to give briefings on major policy initiatives and issues of current interest to the heads of these offices and their interlocutors such as think tank members, analysts, academics and professionals.

The English Editorial Production team was established in 1999 to centralise and expand the department's role in drafting speeches for senior government officials, in particular the Chief Executive, the Chief Secretary for Administration and the Financial Secretary. From time to time, team members accompany senior officials on overseas visits as speech writers and to prepare press releases and transcripts, and provide media liaison for travelling local and overseas journalists.

The team provides English writing and editing services for a number of offices within the Government, including overseas offices, for opinion articles, features, letters to the editor, press releases, copy writing and TV or radio scripts. It has taken over writing and editing work in English for various promotional booklets, brochures and leaflets.

The Visits Division sponsors and invites VIP visitors, including politicians, officials, business people and opinion-formers from countries with close relations with Hong Kong. It co-ordinates their visit programmes and briefings in order to improve their understanding of the SAR. The division also runs a programme under which arrangements are made for senior government officials and prominent local personalities to address targeted audiences overseas. These programmes are complemented by participation in international seminars, cultural activities and other events. The division also co-ordinates high-level missions overseas.

The International Promotions Subdivision plans and implements major promotions and festivals abroad. The promotions aim to further strengthen the economic ties between Hong Kong and its major trading partners, and to promote Hong Kong as Asia's world city and the pre-eminent gateway to China. Efforts are also devoted to publicising the tourism industries, arts and culture and the many facets of Hong Kong life. Besides this, the subdivision assists the Economic and Trade Offices in arranging a wide variety of promotions.

To further enhance Hong Kong's position as a premier international services centre, a special team was set up in 1999 to assist government departments and bureaux in seeking to host international conferences here.

The Administration Division provides administrative, personnel, financial and system support services (including general, technical and computer-related systems) for the department.