Ohio Admin. Code 4731-8-06 - 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 board
acquires a new computer system that stores, manages or contains confidential
personal information, the board shall include a mechanism for recording
specific access by employees of the board to confidential personal information
in the system.
(C)
Upgrading existing computer systems. When the board
makes an upgrade to a computer system, as that term is defined in rule
4731-8-02 of the
Administrative Code, to an existing computer system that stores, manages or
contains confidential personal information, the upgrade shall include a
mechanism for recording specific access by employees of the board to
confidential personal information in the system.
(D)
Logging
requirements regarding confidential personal information in existing computer
systems.
(1)
Employees who access confidential personal information within computer systems
shall maintain a log that records that access.
(2)
Access to
confidential information is not required to be entered into a log under the
following circumstances:
(a)
The employee is accessing confidential personal
information for official board 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 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
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
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; or
(ii)
The
individual makes a request that the board take some action on that individual's
behalf and accessing the confidential personal information is required in order
to consider or process that request.
(E)
Log
management. The board shall issue a policy that specifies the following:
(1)
The form or
forms for logging;
(2)
Who shall maintain the logs;
(3)
What information
shall be captured in the logs;
(4)
How the logs are
to be stored; and
(5)
How long information kept in the logs is to be
retained.
(F)
Nothing in this rule limits the board 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: 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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