Iowa Administrative Code › Agency 281 - Education Department › Title XI - Vocational Rehabilitation Education › Chapter 56 - Iowa Vocational Rehabilitation Services › Rule 281-56.27 - Personally Identifiable Information

Current through Register Vol. 47, No. 3, July 24, 2024
This rule describes the nature and extent of the personally
				  identifiable information collected, maintained, and retrieved by the agency by
				  personal identifier in record systems as defined herein. The record systems
				  maintained by the division include the following:
(1)
Personnel records.
These
				records contain information relating to initial application, job performance
				and evaluation, reprimands, grievances, notes from and reports of
				investigations of allegations related to improper employee behavior, and
				reports of hearings and outcomes of reprimands and grievances. Pursuant to Iowa
				Code section
				22.7(11),
				some of the information in personnel records may be confidential.
(2)
Job candidate case
				records.
An individual file is maintained for each person who has been
				referred to or has applied for the services of the division. The file contains
				a variety of personal information about the job candidate, which is used in the
				establishment of eligibility and the provision of agency services. All
				information is personally identifiable and is confidential.
(3)
Job candidate service record
				computer database.
This database contains personal data items about
				individual job candidates. Data identifying the job candidate is confidential.
				Data in the aggregate is not personally identifiable and thus is not
				confidential.
(4)
Vendor
				purchase records.
These are records of purchases of goods or services
				made for the benefit of job candidates. If the record contains the job
				candidate's name or other personal identifiers, the record is confidential.
				Lists of non-job candidate vendors, services purchased, and the costs of those
				services are not confidential when retrieved from a data processing system
				without personally identifiable information.
(5)
Records and transcripts of
				hearings or client appeals.
These records contain personally
				identifiable information about a client's case, appeal from or for some action,
				and the decision that has been rendered. The personally identifiable
				information is confidential. Some of the information is maintained in an index
				provided for in Iowa Code section
				17A.3(1)
"d. "
Information is available after confidential personally
				identifiable information is deleted.
(6)
All computer databases of client
				and applicant names and other identifiers.
The data processing system
				contains client status records organized by a variety of personal identifiers.
				These records are confidential as long as any personally identifiable
				information is present.
(7)
All computer-generated reports that contain personally identifiable
				information.
The division may choose to draw or generate from a data
				processing system reports that contain information or an identifier which would
				allow the identification of an individual client or clients. This material is
				for internal division use only and is confidential.