Ohio Admin. Code 4733-40-05 - 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 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
modifies an existing computer system that stores, manages or contains
confidential personal information, the board 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
board to confidential personal information in the system.
(D)
Logging
requirements regarding confidential personal information in existing computer
systems.
(1)
The board shall require employees of the board 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 board 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 board 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 board 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 board 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 board 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 board may choose the form or forms of logging, whether in
electronic or paper formats.
(E)
Log management.
The board 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.
Notes
Promulgated Under: 119.03
Statutory Authority: 4733.07
Rule Amplifies: 4733
Prior Effective Dates: 09/08/2010
Promulgated Under: 119.03
Statutory Authority: 4733.07
Rule Amplifies: 1347.15
Prior Effective Dates: 09/08/2010
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