Information Sharing Method Implementation Manual

Last Updated January 31, 2024

This manual explains the "information sharing method", which is one of the ways to identify people in need of assistance in the event of a disaster.

What is the information sharing method?

This is a method in which the ward notifies the target person requiring assistance and provides the personal information of those who did not refuse to provide information to Neighborhood Association Neighborhood Associations, etc., which has concluded an agreement with the ward.

Information Sharing Method Implementation Manual (Mini Version) (PDF: 529KB)

This page provides an overview of the information sharing method.

Information Sharing Method Implementation Manual (Full Edition)

About information sharing method, we publish detailed contents and style necessary for procedure.

Main part (PDF: 578KB)

What is the provision of a list of people requiring assistance by "information sharing method"?
Flow until provision of rosters
If you receive a list of people requiring assistance
List of contact information

Collection of materials (templates, styles, etc.)

Collection of materials (templates, styles, etc.)
	Name of material	Contents
Document 1	Disaster Relief Support Project Information Sharing Method Implementation Application (word: 20KB)	When it is decided to carry out information sharing method in Neighborhood Association Neighborhood Associations, etc., submit it to the ward.
Document 2	Agreement (template) on the provision of information for people requiring assistance (word: 29KB)	Neighborhood Association isNeighborhood Associations, etc.
Document 3	(No. 1 style) Notification on how to handle personal information (word: 14KB)	We report to ward about information manager, handler, storage place at the time of agreement conclusion.
Document 4	(No. 2 style) Notification item change notification (word: 15KB)	We submit to ward when there is change in the above matters.
Document 5	Example of notice sentence to person requiring assistance (word: 31KB)	This is an example of a notification letter sent from the ward to the target person.
Document 6	Example of deletion request form (word: 33KB)	It is document which person refusing list offer to Neighborhood Association Neighborhood Associations.
Document 7	Training attendance report (word: 19KB)	It is document to report to ward that you have attended training about appropriate handling of personal information.
Document 8	Receipt of training materials (for local welfare committee members and second and subsequent students) (word: 24KB)	Participants from the second time onwards are optional and can be distributed. I would like to report that you have received the materials.
Document 9	Information on persons requiring assistance (list) Receipt (word: 13KB)	When we receive list of people requiring assistance, we submit to ward.
Document 10	Check sheet for handling personal information (word: 20KB)	It is item that ward confirms at the time of the first list delivery.
Document 11	Check sheet for handling personal information (after second time) (word: 20KB)	It is item that ward confirms at the time of list delivery after the second time.
Document 12	Example of news at the first visit (word: 26KB)	This is an example of a document that can be used when visiting the target person's home.
Document 13	Example of evacuation support card (word: 22KB)	This is an example of a document describing the contents of evacuation support for each person requiring assistance.
Document 14	emergency contact number registration form (word: 29KB)	Person who wants to publish emergency contact number in list of people requiring assistance is document to ward.

※Documents 12 and 13 are examples of examples. It doesn't mean you have to use it. Please consider the contents at Neighborhood Association Neighborhood Associations.

Related Laws (PDF: 177KB)

Article 49-10-13 of the Disaster Countermeasures Basic Law
Yokohama City Earthquake Countermeasures Ordinance, Article 12
Yokohama City Earthquake Countermeasures Ordinance Articles 4 to 10
Yokohama City Ordinance Articles 3-10, 14-17 of the Ordinance on Promotion of self support and community support at the Time of Disaster

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