Ohio Admin. Code 4731-8-03 - Procedures for accessing confidential personal information
(A)
Establish
criteria for accessing confidential personal information. Personal information
systems of the board are managed on a "need-to-know" basis whereby the
information owner determines the level of access required for an employee of
the board to fulfill his/her job duties. The determination of access to
confidential personal information shall be approved by the employee's
supervisor and the information owner prior to providing the employee with
access to confidential personal information within a personal information
system. The board shall establish procedures for determining a revision to an
employee's access to confidential personal information upon a change to that
employee's job duties including, but not limited to, transfer or termination.
Whenever an employee's job duties no longer require access to confidential
personal information in a personal information system, the employee's access to
confidential personal information shall be removed.
(B)
Respond to an
individual's request for a list of confidential personal information. Upon the
signed written request of any individual for a list of confidential personal
information about the individual maintained by the board, the board shall do
all of the following:
(1)
Verify the identity of the individual by a method that
provides safeguards commensurate with the risk associated with the confidential
personal information;
(2)
Provide to the individual the list of confidential
personal information that does not relate to an investigation about the
individual or is otherwise not excluded from the scope of Chapter 1347. of the
Revised Code; and
(3)
Inform the individual that the board has no
confidential personal information about the individual that is responsive to
the individual's request if all information maintained by the board relates to
an investigation about that individual.
(C)
Notify an
individual whose confidential personal information maintained by the board is
accessed for an invalid reason.
(1)
Upon discovery or notification that confidential
personal information of an individual has been accessed by an employee for an
invalid reason, the board shall notify the individual whose information was
invalidly accessed as soon as practical and to the extent known at the time.
However, the board shall not notify the individual if the information is
possessed and maintained pursuant to division (F)(5) of section
4731.22 of the Revised
Code.
(a)
The
board shall delay notification for a period of time necessary to ensure that
the notification would not delay or impede an investigation of invalid access
or jeopardize homeland or national security.
(b)
The board may
delay the notification consistent with any measures necessary to determine the
scope of the invalid access, including which individuals' confidential personal
information invalidly was accessed, and to restore the reasonable integrity of
the manual or computer system that contains the confidential personal
information that was invalidly accessed.
(2)
Notification
provided by the board shall inform the individual of the type of confidential
personal information accessed and, if known, the date(s) of the invalid
access.
(3)
Notification may be made by any method reasonably
designed to accurately inform the person of the invalid access, including
written, electronic, or telephone notice.
(D)
Appoint a data
privacy point of contact. The executive director of the board shall designate
an employee of the board to serve as the data privacy point of contact. The
data privacy point of contact shall work with the chief privacy officer within
the state of Ohio's office of information technology to assist the board with
both the implementation of privacy protections for the confidential personal
information that the board maintains and compliance with section
1347.15 of the Revised Code and
the rules adopted pursuant to the authority provided by that chapter.
(E)
Complete a privacy impact assessment. The data privacy point of contact for the
board shall timely complete the privacy impact assessment form developed by the
office of information technology.
Notes
Promulgated Under: 119.03
Statutory Authority: 1347.15
Rule Amplifies: 1347.15
Prior Effective Dates: 12/31/2010
Promulgated Under: 119.03
Statutory Authority: 1347.15
Rule Amplifies: 1347.15
Prior Effective Dates: 12/31/10.
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