Ohio Admin. Code 3706-3-05 - Restricting and logging access to confidential personal information in computerized personal information systems
For personal information systems that are computer systems and contain confidential personal information, the Ohio air quality development authority shall do the following:
(A)
Access restrictions.
Restricting access: Access to confidential personal
information that is kept electronically shall require a password or other
authentication measure.
(B)
Acquisition of
Acquiring a new computer system:
. When the Ohio
air quality development authority acquires a new computer system that stores,
manages or contains confidential personal information, the Ohio air quality
development authority shall include a mechanism for recording specific access
by employees of the Ohio air quality development authority to confidential
personal information in the system.
(C) Upgrading existing computer systems:
. When the Ohio
air quality development authority modifies an existing computer system that
stores, manages or contains confidential personal information, the Ohio air
quality development authority 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 Ohio air
quality development authority to confidential personal information in the
system.
(D) Logging requirements
regarding confidential personal information in existing computer systems:
.
(1) The Ohio air quality development
authority shall require employees of the Ohio air quality development authority
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 Ohio air quality
development authority is accessing confidential personal information for
official agency 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 Ohio air quality development authority 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 Ohio air quality
development authority 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 Ohio air quality development authority 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 himself/herself.
(ii) The individual makes a request that the
Ohio air quality development authority 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 Ohio
air quality development authority may choose the form or forms of logging,
whether in electronic or paper formats.
(E)
Log
management.
Managing logs: The Ohio air
quality development authority 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.
Nothing in this rule limits the Ohio air quality development authority 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: 01/10/2011
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