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Personal information protection training is a program in which companies educate employees on the proper handling of personal information and legal obligations. The goal of the training is to raise employees' awareness of personal information protection and enable them to respond appropriately.

Personal information protection training is based on the fundamental principles of the Personal Information Protection Act. The Personal Information Protection Act specifies appropriate handling methods for personal information in detail, and companies must comply with it. First, let's understand the overview of the Personal Information Protection Act.

〈What is the Personal Information Protection Act〉
A law that establishes the basic principles and obligations regarding the handling of personal information, promulgated in May 2003 and fully enforced in April 2005.

Since then, the Personal Information Protection Act has been reviewed whenever various issues arise due to social changes and technological advancements.

The 2015 amendment decided to review the personal information protection system every three years. In 2017, the Personal Information Protection Act was applied to all businesses handling personal information. Furthermore, the 2022 legal amendment established the obligation to report in case of a leak and prohibited improper use as the responsibility of businesses, with penalties also being strengthened.

As such, laws like the Personal Information Protection Act are periodically amended, so it is important to conduct training as needed to keep knowledge up to date.

The background necessitating personal information protection training includes, as mentioned above, not only responding to updates in the law but also various factors such as the increasing risk of information leaks and the importance of information management. These are summarized below.

● Amendments and Changes to Laws and Regulations

Each time the Personal Information Protection Act is amended or changed, companies and organizations need to understand and comply with its contents. Since violations of the law carry legal penalties and litigation risks, it is important to understand the latest laws through training and respond appropriately.

● Increased Risk of Information Leakage

Cyberattacks evolve year by year, with attackers using increasingly advanced technologies and methods to steal personal information. Additionally, the recent spread of remote work has increased security vulnerabilities, further raising the risk of information leakage.
Therefore, personal information protection training, which raises each employee's security awareness and serves as an opportunity to implement countermeasures, can be considered a valuable opportunity.

● Importance of Risk Management

When an information leak occurs, the trustworthiness of a company or organization is compromised, which can have serious impacts on customers and business partners.
On the other hand, it is said that many information leaks are caused by carelessness in operations or deficiencies in systems and procedures. To minimize these risks, it is necessary to learn appropriate information management methods and security measures through training.

● Adaptation to International Standards

For companies or organizations that conduct business overseas, there are cases where adaptation to international data protection standards and regulations is required. Failure to comply with these can damage trust with business partners and potentially lead to missed business opportunities. Being able to learn about such adaptation to international standards through training provides reassurance.

For companies and organizations to operate safely and efficiently, it is essential to regularly conduct personal information protection training so that all employees understand the importance of protecting personal information and respond appropriately.

>Related Blog: What is Information Security Education? Introducing everything from implementation methods to steps for creating teaching materials and how to create e-learning materials!

Here, we introduce the main learning content of personal information protection training.

1. Basic Knowledge of Information Security

As part of personal information protection, you will learn the basic knowledge of information security, including the three key elements of security (confidentiality, integrity, and availability), basic security measures, and how to comply with the security policies of companies and organizations.

Basic Knowledge of the Personal Information Protection Act

In addition to an overview of the background and purpose of the enactment of the Personal Information Protection Act, you will also learn the basic rules regarding the use of personal information and the specific obligations that companies and organizations must comply with.

Understanding the Management System for Personal Information

Learn about the organizational structure and operational methods for properly managing personal information.

Causes and Damages of Personal Information Leakage

Understand the main causes of personal information leaks, such as human error, cyber attacks, and improper management, and learn about the damages that result from them. Furthermore, by knowing specific damages such as financial loss and loss of trust, we can contribute to preventing troubles.

5. Proper Handling of Personal Information in Daily Operations (Measures to Prevent Information Leaks)

You will receive an explanation of appropriate preventive measures when handling personal information in daily operations, such as data encryption, access restrictions, and physical management methods for documents and USB drives.

How to Handle Information Leaks and Troubles

Learn the correct responses at each stage, assuming information leaks or trouble may occur.

Initial Response: Procedures such as verifying information, notifying relevant parties, and preventing the spread of damage
Investigation and Reporting: Methods for post-incident investigation and reporting to relevant authorities and customers
Recurrence Prevention Measures: Analysis of causes and planning and implementation of measures to prevent recurrence

Key Points of the Amendment to the Personal Information Protection Act

We will understand the background and purpose of the amendments to the Personal Information Protection Act, the specific points of the amendments, and the impact on corporate responses and practices, and apply this knowledge to our operations.

What we have introduced here is an example of a personal information protection training program, but through this learning, employees will acquire comprehensive knowledge about personal information protection and will be able to perform appropriate management and responses.

To further enhance the effectiveness of personal information protection training, it is also important to incorporate practical curricula. Here, we introduce the essential curricula adopted by many companies.

● Case Studies Using Examples

This is a learning format that uses past personal information leakage incidents and the latest incident cases as subjects to consider causes, impacts, and recurrence prevention measures. Employees can more concretely imagine "why the accident happened" and "whether it could happen at their own company," making the knowledge easier to connect to practical work. In particular, in recent years, it has become important to handle the latest cases such as mistaken posts on social media and cloud configuration errors.

〈Examples of Accidents and Incidents〉
・Mis-sent email (information leak due to incorrect TO/CC recipient settings)
・Cloud storage sharing setting error allowing third-party access
・Data taken out by a former employee
・Customer information mistakenly sent externally
・Accidental disclosure of personal information reflected in photos carelessly posted on SNS, etc.

● Training to Simulate Targeted Emails

This is a training where participants actually receive "fake emails" and learn to identify suspicious points. Through this realistic experience, they are expected to notice easily overlooked signs such as inconsistencies in the message body and sender information forgery. Since targeted attacks are becoming more sophisticated, this training helps develop the "sense" skills that are difficult to acquire through explanations alone.

〈Examples of Fake Emails〉
・"Invoice Attached" email impersonating a business partner (malware inside ZIP)
・"Password Reset" phishing email using the name of a real company
・"Account Suspension Notice" email claiming to be from a cloud service administrator, etc.

● Near-miss Exercise (Conducted as Group Work)

This is a workshop-style session where participants share "mistakes that could easily happen by accident" or "close-call experiences" in daily work and discuss as a group what countermeasures are necessary. Because the discussion is based on concrete operations in the field, practical improvements tailored to each job type and department can be identified.

〈Examples of Near-Miss Incidents〉
・Almost left a customer list printed and unattended on the printer
・Almost left a PC temporarily unlocked while away from the desk outside the office
・Almost exposed documents during screen sharing in an online meeting
・Almost used a personal USB memory stick for work purposes, etc.

All of the curricula are designed to elevate participants from simply "knowing the knowledge" to being able to "act correctly in the field." By incorporating practical learning, both awareness and behavior regarding personal information protection can be strengthened.

Personal information protection training is not merely an obligation for companies and organizations but an important initiative that leads to sound operations and the assurance of trust. Here, we explain the effects and benefits that can be expected from conducting personal information protection training.

Expected Effect 1: Understand correct knowledge and take appropriate actions

By learning about the knowledge and regulations of the Personal Information Protection Act, as well as specific cases, employees will understand "what constitutes personal information" and "how it should be handled." This allows them to recognize the importance of personal information as their own responsibility and to take appropriate and practical actions.

Expected Effects: Strengthened awareness of personal information and reduced risks

By understanding examples of troubles, one can realize how serious the risks of personal information leakage and misuse are, which raises awareness of personal information protection. As a result, employees become more attentive to the handling of personal information, helping to prevent serious incidents before they occur.

Expected Effect 3: Improved Image

By publicizing efforts to protect personal information, the reliability of the company or organization and its brand image can be enhanced. Additionally, gaining trust from customers and business partners leads to expanded business opportunities and the acquisition of talented personnel.

Expected Effect 4: Gain the Latest Knowledge

In the field of information security, new threats and risks emerge one after another. By learning about the latest attack methods and cases of unauthorized access in personal information protection training, employees can take effective measures against new risks. Additionally, since laws and regulations regarding personal information protection are frequently revised, training allows for an understanding of the latest trends.

Expected Effects: Strengthening of Compliance System

Through personal information protection training, understanding of laws and regulations deepens, and awareness of compliance permeates within the organization. Strengthening the compliance system leads to sound management of companies and organizations and becomes a factor for long-term development.

Personal information protection training is an essential initiative for the healthy growth and sustainable development of companies and organizations. When each employee possesses the correct knowledge and awareness, the overall information security of the company or organization is strengthened, creating an environment where work can be carried out with peace of mind.

>Related Blog: What is Compliance Education? Explanation from Important Reasons to Objectives, Content, and Key Points for Effective Implementation!

In the previous chapter, we introduced the benefits gained from personal information protection training. To further enhance its effectiveness, it is important to devise ways to manage the training. Here, we will introduce specific tips to maximize the benefits of the training.

● Building a continuous learning environment through e-learning

In the field of personal information protection, it is necessary to continuously update knowledge rather than learning once and finishing. Therefore, it is effective to utilize e-learning to create an environment where you can "review anytime."
You can make use of spare time such as while commuting, and learn through a variety of content like videos, quizzes, and simulation materials to deepen understanding.

● Flexible updating of training content in line with legal revisions and the latest cases

The Personal Information Protection Law is revised every few years, and the rules for handling and safety management measures are constantly updated. Therefore, the training content should not be fixed but needs to be updated according to legal revisions, the latest leakage cases, and trending attack methods. By always tailoring the learning content to fit the actual workplace, it is possible to prevent it from becoming a mere formality.

● Visualization of participants' progress and comprehension

By visualizing who took the course when and which topics they struggle with, follow-up becomes smoother. For example, by utilizing an LMS (Learning Management System), it is possible to automate tracking comprehension, identifying those who have not taken the course, and extracting topics that require retaking, thereby reducing the burden on the person in charge.

● Teach countermeasures individually for each department

The handling of personal information varies greatly depending on the department's business activities. By presenting specific countermeasures tailored to each department, the training becomes more practical and better suited to actual work, which is expected to reduce risks on the ground.

〈Examples of department-specific countermeasures〉
・Sales: Carrying business cards and customer information, managing emails
・Human Resources: Storing employee and applicant information
・Information Systems: Managing access permissions and monitoring logs, etc.

By combining these four tips, training becomes more effective and practical, significantly enhancing the organization's overall risk management level.

Thorough protection of personal information is an essential effort for developing a sustainable business. Furthermore, through compliance education, companies, organizations, and employees can share a common understanding of compliance, which increases mutual trust and helps build a healthy corporate culture.

Compliance training, which holds the key to the survival of companies and organizations, must be taken by all employees. We recommend e-learning as the format for this training. E-learning, which is not restricted by location or time, allows each employee to study flexibly according to their own schedule.

At Human Science, which has extensive experience in producing e-learning materials, we offer compliance training materials that cover basic knowledge and concepts such as the "Basic Knowledge Edition", as well as materials that promote understanding through specific case studies like "Case Study Edition 1" and "Case Study Edition 2", suitable for all industries. Furthermore, we provide comprehensive support not only by supplying materials but also by creating original content and building and managing e-learning systems.

If your company is considering starting compliance training or reviewing existing compliance training, please feel free to contact us.

Please also refer to the e-learning site of Human Science Co., Ltd.

＞Related Site: Human Science's e-Learning Services