Iowa Administrative Code › Agency 501 - Law Enforcement Academy › Chapter 7 - Public Records and Fair Information Practices › Rule 501-7.13 - 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 a records system as defined in rule
				501-7.1(17A,22). Unless otherwise stated, the authority for the Iowa law
				enforcement academy to maintain the record is provided by Iowa Code chapter
				80B, the statutes governing the subject matter of the record.
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. The
				record systems maintained by the agency are:
(1)
Law enforcement officer personal
			 files.
The Iowa law enforcement academy is charged by Iowa Code
			 chapter 80B to establish training and hiring standards and to certify
			 individuals as law enforcement officers in the state of Iowa. Training records,
			 law enforcement officer status, and personal questionnaires are necessary to
			 accomplish the mandate of Iowa Code chapter 80B.
These personal files contain information about past and present
				law enforcement officers in the state. These files may contain hiring and
				termination information, personal questionnaires and status changes (required
				by rule 501-3.1 (80B) and rule 501-3.2 (80B)), medical information showing
				compliance with rule 501-2.1 (80B) and rule 501-2.2 (80B) as authorized by Iowa
				Code section 80B.11, criminal history data, restoration of citizenship records,
				pardon records, training records, test scores, disciplinary reports and
				evaluation reports prepared during recruit training, decertification requests,
				and investigative reports. These files may also contain published articles
				concerning an individual officer and other data relevant to a law enforcement
				officer's career in law enforcement. Some of these records may be confidential
				under Iowa Code section 22.7 or Iowa Code chapter 692. Law enforcement officer
				personal records are stored in paper or computerized form.
(2)
Decertification files.
These files are maintained pursuant to Iowa Code section 80B.13(8). These files
			 contain requests or inquiries made by hiring authorities concerning
			 decertification of a person who is certified as a law enforcement officer in
			 the state of Iowa. The Iowa law enforcement academy also has independent
			 authority pursuant to Iowa Code section 80B.13(8)  to revoke a law enforcement
			 officer's certification for conviction of a felony or revoke or suspend a law
			 enforcement officer's certification for a violation of rules adopted pursuant
			 to Iowa Code section 80B.11(1)
"h."
These files may contain
			 official administrative or court filings or records, investigative reports,
			 criminal history data, and attorney-client work product concerning possible or
			 impending litigation. Some of this information may be confidential under Iowa
			 Code sections 17A.2 and 22.7, Iowa Code chapter 692, constitutional restraints,
			 statute and the Code of Professional Responsibility. Except as previously
			 noted, administrative hearing filings or records and court records or filings
			 are public records. This information is stored in paper or computerized
			 form.
(3)
Litigation
			 files.
These files or records contain information regarding
			 litigation, or anticipated litigation, which includes judicial and
			 administrative proceedings. The records include briefs, depositions, docket
			 sheets, documents, correspondence, attorneys' notes, memoranda, research
			 materials, witness information, investigation materials, information compiled
			 under the direction of the attorney, and case management records. The files
			 contain materials which are confidential as attorney work product and
			 attorney-client communications. Some materials are confidential under other
			 applicable provisions of law or because of a court order. Persons wanting to
			 obtain copies of pleadings and other documents filed in litigation should
			 obtain these from the clerk of the appropriate court which maintains the
			 official copy. Copies of pleadings and other documents filed in litigation with
			 the Iowa law enforcement academy may be obtained from the Iowa law enforcement
			 academy during normal business hours as these documents are public records.
			 These records are maintained in paper or computerized form.
(4)
Personnel files.
The
			 agency maintains files containing information about present and former
			 employees, families and dependents, and applicants for positions with the
			 agency. These files include payroll records, attendance records, psychological
			 testing results, biographical information, background investigative reports and
			 fingerprint checks, 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 sections 22.7(7)  and
			 22.7(11)  and chapter 692.
(5)
Library user files.
These files contain information on
			 individuals who have checked out books, films, tapes, etc. from the Iowa law
			 enforcement academy library. This information is confidential pursuant to Iowa
			 Code section 22.7(13). This information is kept in paper or computerized
			 form.
(6)
Law enforcement
			 class files.
These files contain information concerning individuals
			 who have attended training classes established by the Iowa law enforcement
			 academy. These files may contain grade information, class rosters, class
			 schedules, class tests, photographs of class members, and disciplinary
			 information. Some of this information may be confidential pursuant to Iowa Code
			 section 22.7. This information is kept in computerized or paper form.
(7)
Implied consent training
			 files.
These files contain information concerning those officers who
			 are certified to invoke implied consent pursuant to Iowa Code chapter 321J.
			 These files are public records and are accessible during normal working hours.
			 Some of this information may be confidential pursuant to Iowa Code section
			 22.7. This information is kept in computerized or paper form.
(8)
Specialized instructor
			 files.
These files contain information concerning individuals who have
			 attended specialized training programs or through experience are qualified to
			 instruct in specialized areas of law enforcement. These records may be
			 retrieved by personal identifier or through class name. Some of this
			 information may be confidential pursuant to Iowa Code section 22.7. These
			 records are kept in computerized or paper form.
(9)
Psychological testing.
These files contain information concerning a law enforcement applicant's test
			 scores regarding cognitive and psychological tests mandated by Iowa Code
			 section 80B.11(1)
"g."
In these files, other psychological
			 examinations requested by hiring agencies are also stored by a personal
			 identifier. Some of this information may be confidential pursuant to Iowa Code
			 section 22.7(19). Law enforcement officers interested in the results of their
			 psychological testing should contact the hiring agency that authorized the
			 testing. This information is maintained in computerized or paper
			 form.
(10)
Contract
			 file.
This file contains information concerning contracts between the
			 Iowa law enforcement academy and outside agencies or individuals. Some of this
			 information may be confidential pursuant to Iowa Code section 22.7(6). These
			 records are kept in paper form or computerized form.
(11)
Salary files.
These
			 files contain information concerning financial data regarding payments made to
			 permanent or temporary employees of the Iowa law enforcement academy. These
			 records are maintained concurrently by the Iowa law enforcement academy, the
			 Iowa department of administrative services, and the Iowa department of revenue.
			 These records are kept in paper or computerized form.