Iowa Administrative Code › Agency 871 - Workforce Development Department › Chapter 42 - Public Records and Fair Information Practices › Rule 871-42.13 - Personally Identifiable Information

Current through Register Vol. 47, No. 3, July 24, 2024
This rule describes the nature and extent of personally
				identifiable information which is collected, maintained, and retrieved by the
				agency by personal identifier in record systems as defined in rule 42.1(22,84A).
				For each record system, this rule describes the legal authority for the
				collection of that information, the means of storage of that information and
				indicates whether a data processing system matches, collates, or permits the
				comparison of personally identifiable information in one record system with
				personally identifiable information in another record system.
(1) The record systems maintained by the agency
			 are:
a.
Labor market records.
These records are collected from employing units under an agreement with the
			 United States Department of Labor, Bureau of Labor Statistics, for the purposes
			 of analyzing and distributing general labor market information including current
			 employment statistics, employment by occupation statistics, local area
			 unemployment statistics, wage and hour statistics, and permanent mass layoff and
			 plant closing statistics. These records are stored in an automated data
			 processing system and may be retrieved by a personal identifier
b.
County economic development survey
			 records.
These records are collected from employing units and
			 individuals under an agreement with the department of workforce development, for
			 the purposes of providing local economic development groups with statistical
			 information on the number and characteristics of individuals available for
			 employment within a county as well as providing employee wage by occupation and
			 benefit information. These records are stored in an automated data processing
			 system and may be retrieved by a personal identifier
c.
Personnel files.
The agency
			 maintains files containing information about employees, families and dependents,
			 and applicants for positions with the agency. The files include payroll records,
			 biographical information, medical information relating to disability, performance
			 reviews and evaluations, disciplinary information, information required for tax
			 withholding, information concerning employee benefits, affirmative action
			 reports, and other information concerning the employer-employee relationship.
			 Some of this information is confidential under Iowa Code subsection
			 22.7(11). Some of
			 these records are stored in an automated data processing system and may be
			 retrieved by a personal identifier
d.
Other groups of records routinely available for public
			 inspection.
This paragraph describes groups of records maintained by the
			 agency other than in arecord system as defined in rule 42.1(22,84A):
(1) Rule making. Rule-making records may
			 contain information about persons making written or oral comments on proposed
			 rules. This information is collected pursuant to Iowa Code section
			 17A.4. These records are not
			 stored in an automated data processing system and may not be retrieved by a
			 personal identifier
(2) Committee
			 records. Agendas, minutes, and materials presented to the department of workforce
			 development coordinating committee are available from the custodian, except those
			 records concerning closed sessions which are exempt from disclosure under Iowa
			 Code subsection 21.5(4).
			 Coordinating committee records contain information about persons who participate
			 in meetings. This information is collected pursuant to Iowa Code section
			 21.3 and subsection 84A.2(4).
			 These records are not stored in an automated data processing system and may not
			 be retrieved by a personal identifier
(3) Publications. News releases, annual
			 reports, project reports, agency newsletters, etc., are available at the
			 administrative office of the agency. Brochures describing various agency programs
			 are available at the administrative office of the agency. Agency news releases,
			 project reports, and newsletters may contain information about persons, including
			 agency staff or members of agency committees. These records are not stored on an
			 automated data processing system and may not be retrieved by a personal
			 identifier
(4) Statistical reports.
			 Periodic reports of labor market information are available from the agency.
			 Statistical reports do not contain information about persons.
(5) Appeal decisions and advisory opinions. All
			 final orders, decisions and opinions are open to the public except for
			 information that is confidential according to paragraph
"g"
of
			 subrule 42.12(2). These records may contain information about a person collected
			 under the authority of Iowa Code section 84A.I.
(6) Published materials. The agency uses many
			 legal and technical publications in its work. The public may inspect these
			 publications upon request. Some of these materials may be protected by copyright
			 law.
(7) Policy manuals. The agency
			 employees' manual, containing the policies and procedures for programs
			 administered by the agency, is available in the administrative office of the
			 agency. Subscriptions to all or part of the employees' manual are available at
			 the cost of production and handling. Requests for subscription information should
			 be addressed to the custodian of the record. Department of Workforce Development,
			 1000 East Grand Avenue, Des Moines, Iowa 50319. Policy manuals do not contain
			 information about persons.
(8) All
			 other records that are not exempted from disclosure by law.