Iowa Administrative Code › Agency 201 - Corrections Department › Title I - General Departmental Procedures › Chapter 5 - Public Records and Fair Information Practices › Rule 201-5.14 - Personally Identifiable Information

Current through Register Vol. 47, No. 3, July 24, 2024
(1) 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
				this rule. 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.
(2) The type of record. Disclosures are in
				accordance with the following code:
CODE MEANING
O The records are open for public inspection.
C The records are confidential and are not open to public
				  inspection.
D The department has discretion whether to allow public
				  inspection of the record when the record contains information that is partially
				  open or partially confidential.
(3) The records systems maintained by the
				department are:
a.
Director's
				office
Description of Record
Type of Record
Legal Authority
Storage
Comparison
1. Bd. Mtg. Minutes
O, D
22, 904
Hard Copy Automated
Full
2. Incarcerated Individual Corres.
O, C, D
904
Hard Copy
N/A
3. Business Corres.
O, C
22, 904
Hard Copy Automated
Partial
4. General Corres.
O
904
Hard Copy Automated
Partial
5. Investigations
C
904
Hard Copy
N/A
6. Incident Reports
C
904
Hard Copy
N/A
7. Press Releases
O
904
Hard Copy Automated
N/A
b.
Institutions
Description of Record
Type of Record
Legal Authority
Storage
Comparison
1. Incarcerated Individual Records
a. Demographic Data/Action Section
O, C, D
904
Hard Copy Automated
Full
b. Admission Documents
C, D
904
Hard Copy Automated
N/A
c. Classification and Release Documents
O, C, D
904
Hard Copy Automated
Full
d. Time Computation
O, C, D
904
Hard Copy Automated
Full
e. Clinical and Medical
O, C, D
904
Hard Copy Automated
Full
f Correspondence and Visiting
O, C
904
Hard Copy Automated
Full
g. Legal Documents
O, C
904
Hard Copy Automated
Full
2. Incarcerated Individual Accounts
O, C, D
904
Hard Copy Automated
Full
3. Security Records
a. Disciplinary Records
O, C
904
Hard Copy Automated
Full
b. Segregation Logs
C
904
Hard Copy
N/A
c. Housing Unit Logs
C
904
Hard Copy
N/A
d. Incident Reports
C
904
Hard Copy Automated
N/A
4. Contracts and Agreements
O
904
Hard Copy
N/A
5. Volunteers
D
904
Hard Copy
N/A
6. Staff Training
O, C
904
Hard Copy Automated
Full
7. Incarcerated Individual Movement
O
904
Hard Copy Automated
N/A
8. Meeting Minutes
D
22, 904
Hard Copy Automated
Full
9. Lawsuits and Attorney Corres.
C
22, 904
Hard Copy
N/A
10. Library Records
D
904
Hard Copy
N/A
11. Education and Vocation Records
C
904
Hard Copy Automated
Full
12. Press Releases
O
904
Hard Copy Automated
N/A
13. Incarcerated Individual Grievances
C
904
Hard Copy Automated
Full
14. Miscellaneous
O
904
Hard Copy Automated
Full
c.
Community-Based Corrections - Interstate Compact
Description of Record
Type
Legal Authority
Storage
Comparison
Interstate Compact
Hard Automated
I. Parole/Probation Supervision
904.602
A. Investigation Requests
O, C, D
904.602
Hard Automated
Full
B. Acceptance
C, D
904.602
Hard Automated
Full
C. Rejection
C, D
904.602
Hard Automated
Full
D. Progress
C, D
904.602
Hard
N/A
E. Violations
C, D
904.602
Hard Automated
Full
F. Discharge Request
C, D
904.602
Hard
N/A
G. Other Closures
C, D
904.602
Hard Automated
Full
Presentence Investigation Request
H. Presentence Investigation
C
904.602
Hard
N/A
Absconder Tracking
I. Parole Violators
O, C, D
904.602
Hard Automated
Full
J. Miscellaneous Reports and Correspondence
O, C, D
904.602
Hard
N/A
II. Parole/Probation/Pretrial/ Pre
							 sentence/Residential
A. Classification
O, C, D
904.602
Hard Automated
Full
B. Status Reports
O, C, D
904.602
Hard Automated
Full
C. Charge/Disposition
O, C, D
904.602
Hard Automated
Full
III. Work Release
A. Progress Reports
C, D
904.602
Hard Automated
Full
B. Violation Reports
C, D
904.602
Hard Automated
Full
C. Discharge Reports
C, D
904.602
Hard Automated
Full
D. Disciplinary Records
O, C
904.602
Hard Automated
Full
E. Time Computation
O, C, D
904.602
Hard Automated
Full
F. Legal Documents
O, C
904.602
Hard Automated
Full
G. Incident Reports
C
904.602
Hard Automated
Full
H. Demographic Data/Action Section
O, C, D
904.602
Hard Automated
Full
I. Admission Documents
C, D
904.602
Hard Automated
N/A
J. Classification and Release Documents
O, C, D
904.602
Hard
Full
K. Clinical and Medical
O, C, D
904.602
Hard
N/A
L. Correspondence and Visiting
O, C
904.602
Hard
Full
IV Client Complaints
C
904.602
Hard
N/A
V. Jail Inspections
O, C, D
904.602
Hard Automated
Full
d.
Iowa state industries
Description of Record
Type of Record
Legal Authority
Storage
Comparison
1. Customer Lists
C
22, 904
Hard Copy Automated
Full
2. Formulas, Mixture and Special Designs
C
22, 904
Hard Copy
N/A
3. Unaudited Monthly Balance Sheets and Income
							 Statements
C
22, 904
Hard Copy Automated
Full
4. Cost Calculations for Sealed Bids
C
22, 904
Hard Copy
Full
5. Yearly Audits
O
22, 904
Hard Copy
Full