This rule describes the nature and extent of personally
identifiable information which is collected, maintained, and retrieved by the
agency by personal identifier in record systems as defined in rule 2.1(17A,22).
For each record system, this rule describes the legal authority for the
collection of that information, the means of storage of that information and
indicates whether a data processing system matches, collates, or permits the
comparison of personally identifiable information in one record system with
personally identifiable information in another record system. The record
systems maintained by the agency are:
(1) Quartermaster supply records prepared
under the authority of Iowa Code sections
29A.19 and 17.30.
Request for examination of these records which are retrievable by personal
identifier will be directed to the Office of the State Quartermaster, Camp
Dodge. Records are maintained on AGO Form 1-5 for hard copy and computer
generated files.
(2) Purchase and
disposition of real property records, prepared under the authority of Iowa Code
chapter
29A.57. Records are
available from the State Quartermaster, Warehouse #3, Camp Dodge. Real estate
records are available in hard copy format.
(3) Armory board minutes including supporting
documentation are prepared under the authority of Iowa Code section
29A.57. Records are
available from the State Quartermaster, Warehouse #3, Camp Dodge. Records are
maintained in hard copy format.
(4)
Armory lease records including supporting documentation are prepared under the
authority of Iowa Code section 29A.57. Records are available from the State
Quartermaster, Warehouse #3, Camp Dodge. Records are maintained in hard copy
format.
(5) Headquarters allowance
and per capita allowance records and documentation for expenditures made from
these accounts are prepared under the authority of Iowa Code sections
29A.33
and
29A.57(8).
Records are available from the State Quartermaster, Warehouse #3, Camp Dodge.
Records are maintained in hard copy format.
(6) State contracting files prepared under
the authority of Iowa Code section
72.1
which include personally identifiable information in the form of bidders lists,
requests for quotation, professional contracts, vendors lists, wage rates,
purchase orders, claim orders, and project books. Sealed bids become public
information once the bid opening has been completed. The information is
maintained in hard copy and may be obtained from the Facilities Office, Camp
Dodge.
(7) Personnel files. The
agency maintains files containing information about state employees, families
and dependents, and applicants for positions with the agency. The files include
payroll records, biographical information, medical information relating to
disability, performance reviews and evaluations, disciplinary information,
information required for tax withholding, information concerning employee
benefits, affirmative action reports, and other information concerning the
employer-employee relationship. Some of this information is confidential under
Iowa Code section
22.7(11).
