Ohio Admin. Code 4783-1-06 - Procedures for accessing confidential personal information
(A)
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 agency 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)
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)
If all information relates to an investigation about
that individual, inform the individual that the board has no confidential
personal information about the individual that is responsive to the
individual's request.
(C)
Notice of
invalid access.
(1)
Upon discovery or notification that confidential
personal information of a person has been accessed by an employee for an
invalid reason, the board shall notify the person whose information was
invalidly accessed as soon as practical and to the extent known at the time.
However, the board shall delay notification for a period of time necessary to
ensure that the notification would not delay or impede an investigation or
jeopardize homeland or national security. Additionally, 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 system. "Investigation" as used in this paragraph means the investigation
of the circumstances and involvement of an employee surrounding the invalid
access of the confidential personal information. Once the board determines that
notification would not delay or impede an investigation, the board shall
disclose the access to confidential personal information made for an invalid
reason to the person.
(2)
Notification provided by the board shall inform the
person of the type of confidential personal information accessed and 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)
Appointment of a data privacy point of contact. 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 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)
Completion of a privacy impact assessment. The board
shall designate an employee of the agency to serve as the data privacy point of
contact who shall timely complete the privacy impact assessment form developed
by the office of information technology.
Notes
Promulgated Under: 119.03
Statutory Authority: 4783.03
Rule Amplifies: 1347.15
Prior Effective Dates: 01/23/2014 (Emer.), 04/07/2014
Promulgated Under: 119.03
Statutory Authority: 1347.15(B)
Rule Amplifies: 1347.15
Prior Effective Dates: 01/23/2014 (Emer.), 04/07/2014
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.
No prior version found.