Ohio Admin. Code 1501-8-05 - Restricting and logging access to confidential personal information in computerized personal information systems
(A)
Access
restrictions. Access to confidential personal information that is kept
electronically shall require a password or other authentication measure.
(B)
Acquisition of a new computer system. When the department acquires a new
computer system that stores, manages or contains confidential personal
information, the department shall include a mechanism for recording specific
access by employees of the department to confidential personal information in
the system.
(C)
Upgrading existing computer systems. When the
department modifies an existing computer system that stores, manages or
contains confidential personal information, the department shall make a
determination whether the modification constitutes an upgrade. Any upgrades to
a computer system shall include a mechanism for recording specific access by
employees of the department to confidential personal information in the
system.
(D)
Logging requirements regarding confidential personal
information in existing computer systems.
(1)
The department
shall require employees of the department who access confidential personal
information within computer systems to maintain a log that records that
access.
(2)
Access to confidential information is not required to
be entered into the log under the following circumstances:
(a)
The employee of
the department is accessing confidential personal information for official
department purposes, including research, and the access is not specifically
directed toward a specifically named individual or a group of specifically
named individuals.
(b)
The employee of the department is accessing
confidential personal information for routine office procedures and the access
is not specifically directed toward a specifically named individual or a group
of specifically named individuals.
(c)
The employee of
the department comes into incidental contact with confidential personal
information and the access of the information is not specifically directed
toward a specifically named individual or a group of specifically named
individuals.
(d)
The employee of the department accesses confidential
personal information about an individual based upon a request made under either
of the following circumstances:
(i)
The individual requests confidential personal
information about that individual.
(ii)
The individual
makes a request that the department takes some action on that individual's
behalf and accessing the confidential personal information is required in order
to consider or process that request.
(3)
For purposes of
this paragraph, the department may choose the form or forms of logging, whether
in electronic or paper formats.
(E)
Log management.
The department shall issue a policy that specifies the following:
(1)
Who shall
maintain the log;
(2)
What information shall be captured in the log;
(3)
How
the log is to be stored; and (4) How long information kept in the log is to be
retained.
(F)
Nothing in this rule limits the department from
requiring logging in any circumstance that it deems necessary.
Notes
Promulgated Under: 119.03
Statutory Authority: 1347.15
Rule Amplifies: 1347.15
Prior Effective Dates: 09/17/2010
Promulgated Under: 119.03
Statutory Authority: 1347.15
Rule Amplifies: 1347.15
Prior Effective Dates: 9/17/10
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