Iowa Administrative Code › Agency 111 - Blind, Department for The › Chapter 13 - Public Records and Fair Information Practices › Rule 111-13.13 - Availability of Records

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
General.
Agency records are open for public inspection and
			 copying unless otherwise provided by rule or law.
(2)
Confidential records.
The following records, categorized by agency program area, shall be held
			 confidential. The statutory authority for confidentiality of each record system
			 is given.
Records
Statutory Authority
ADMINISTRATION
Central blind registry (c)
Iowa Code section 259.1
Client financial documents
Iowa Code section 259.1
Employment applications
Iowa Code section 22.7(11)
Minutes, closed meetings, commission for the blind
Iowa Code section 21.5(4)
Performance evaluations
Iowa Code section I9A.15
Personnel records
Iowa Code section I9A.15
Personnel attendance records
Iowa Code section I9A.15
Portions of agency staff manuals or indexed general
statements of policy when disclosure of the information
would: (I) enable law violators to avoid detection; (2)
						facilitate disregard of requirements imposed by law; or (3) give a clearly
						improper advantage to persons who are in an adverse position to the agency
Iowa Code sections I7A.2 and I7A.3
Unemployment claims
Iowa Code section I9A.15
ADULT ORIENTATION AND ADJUSTMENT CENTER
Orientation center student information
Iowa Code section 259.1
Orientation center student list
Iowa Code section 259.1
Orientation center student/alumni data base (c)
Iowa Code section 259.1
BUSINESS ENTERPRISE PROGRAM
Closing vendor inventories
Iowa Code section 259.1
Individual operator management training records
Iowa Code section 259.1
Operator assignment selection records
Iowa Code section 259.1
Vendor equipment inventories
Iowa Code section 259.1
Vendor financial information
Iowa Code section 259.1
INDEPENDENT LIVING REHABILITATION
SERVICES
Case records
Iowa Code section 259.1
Client case number book
Iowa Code section 259.1
Client closure book
Iowa Code section 259.1
Client contact itineraries
Iowa Code section 259.1
Client master list
Iowa Code section 259.1
Client satisfaction survey
Iowa Code section 259.1
Library field contact report
Iowa Code section 259.1
Field operations staff reports
Iowa Code section 259.1
LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED
American college testing service test materials
Iowa Code section 22.7(19)
American printing house for the blind availability
						inquiries
Iowa Code section 22.7(13)
Applications for library service
Iowa Code section 259.1
Book order records
Iowa Code section 22.7(13)
Book transcription completion records
Iowa Code section 22.7(13)
Braille thermoform request records
Iowa Code section 22.7(13)
Circulation records
Iowa Code section 22.7(13)
CMLS microfiche and printout book of library patron
						records
Iowa Code section 22.7(13)
EI cassette machine pilot project user listing
Iowa Code section 22.7(13)
Hand-thermoformed braille library patron list
Iowa Code section 22.7(13)
Instructional materials center purchase orders
Iowa Code section 22.7(13)
Interlibrary library patron loan records
Iowa Code section 22.7(13)
Iowa basic skills test materials
Iowa Code section 22.7(19)
Iowa federation of women's clubs library patron request
						records
Iowa Code section 22.7(13)
Iowa Lions bible distribution list
Iowa Code section 22.7(13)
Library patron correspondence
Iowa Code section 22.7(13)
Library patron equipment inventory
Iowa Code section 22.7(13)
Library patron orders, monthly reports
Iowa Code section 22.7(13)
Library patron braille requests and production records
Iowa Code section 22.7(13)
Library patron braille request exchange list
Iowa Code section 22.7(13)
New library patron listing
Iowa Code section 22.7(13)
NLS subscription transaction records
Iowa Code section 22.7(13)
NLS updates on library patron service changes
Iowa Code section 22.7(13)
Out-of-state library patron duplication records
Iowa Code section 22.7(13)
Pioneer service reports
Iowa Code section 22.7(13)
Recording for the blind circulation records
Iowa Code section 22.7(13)
Tape purchase correspondence
Iowa Code section 22.7(13)
Textbook tracking materials
Iowa Code section 22.7(13)
VOCATIONAL REHABILITATION SERVICES
Annual SGA closure list
Iowa Code section 259.1
Case records
Iowa Code section 259.1
Certification letters
Iowa Code section 259.1
Claim and verification requests
Iowa Code section 259.1
Client contact itineraries
Iowa Code section 259.1
Client master list
Iowa Code section 259.1
Client orientation schedule list
Iowa Code section 259.1
Client satisfaction survey
Iowa Code section 259.1
Department of personnel braille typing tests
Iowa Code section I9A.I5
Monthly field operations staff reports
Iowa Code section 259.1
SSA responses to claim & verification requests
Iowa Code section 259.1
Note: (c) indicates information is also stored on a computer
				database.
(3)
Personally identifiable information.
This subrule describes
			 the nature and extent of personally identifiable information which is
			 collected, maintained, and retrieved by the agency by personal identifier in
			 record systems defined in rule I3.I(I7A,22). For each record system, this
			 subrule describes the legal authority for the collection of information. These
			 record systems, categorized by agency program area, are:
Records
Legal Authority for Collection
ADMINISTRATION
Accoimts payable vouchers
Iowa Code section 259.1
Central blind registry (c)
Iowa Code section 259.1
Client financial documents
Iowa Code section 259.1
Employment applications
Iowa Code section I9A.I5
Performance evaluations
Iowa Code section I9A.I5
Personnel records
Iowa Code section I9A.I5
Personnel attendance records
Iowa Code section I9A.I5
Unemployment claims
Iowa Code section I9A.I5
ADULT ORIENTATION AND ADJUSTMENT CENTER
Orientation center student information
Iowa Code section 259.1
Orientation center student list
Iowa Code section 259.1
Orientation center student/alumni database (c)
Iowa Code section 259.1
BUSINESS ENTERPRISE PROGRAM
Closing vendor inventories
Iowa Code section 259.1
Individual operator management training records
Iowa Code section 259.1
Operator assignment selection records
Iowa Code section 259.1
Vendor equipment inventories
Iowa Code section 259.1
Vendor financial information
Iowa Code section 259.1
INDEPENDENT LIVING REHABILITATION SERVICES
Case records
Iowa Code section 259.1
Client case number book
Iowa Code section 259.1
Client closure book
Iowa Code section 259.1
Client contact itineraries
Iowa Code section 259.1
Client equipment inventory cards
Iowa Code section 259.1
Library field contact report
Iowa Code section 259.1
Field operations monthly reports
Iowa Code section 259.1
LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED
American printing house for the blind library patron
						availability inquiries
Iowa Code section 2I6B.3
Applications for library service
Iowa Code section 2I6B.3
Book order records
Iowa Code section 2I6B.3
Book transcription completion records
Iowa Code section 22.7(13)
Braille thermoform request records
Iowa Code section 22.7(13)
Circulation records
Iowa Code section 2I6B.3
CMLS microfiche and printout book of library patron
						records
Iowa Code section 2I6B.3
EI cassette machine pilot project user listing
Iowa Code section 2I6B.3
Hand-thermoformed braille library patron list
Iowa Code section 2I6B.3
Instructional materials center purchase orders
Iowa Code section 2I6B.3
Interlibrary library patron loan records
Iowa Code section 2I6B.3
Iowa federation of women's clubs library patron request
						tracking
Iowa Code section 2I6B.3
Iowa Lions bible distribution list
Iowa Code section 2I6B.3
Library patron correspondence
Iowa Code section 216B.3
Library patron equipment inventory
Iowa Code section 2I6B.3
Library patron orders, monthly reports
Iowa Code section 2I6B.3
Library patron braille requests and production records
Iowa Code section 2I6B.3
Library patron braille request exchange list
Iowa Code section 2I6B.3
New library patron listing
Iowa Code section 2I6B.3
NLS subscription transaction records
Iowa Code section 2I6B.3
NLS updates on library patron service changes
Iowa Code section 2I6B.3
Out-of-state library patron duplication records
Iowa Code section 2I6B.3
Pioneer service reports
Iowa Code section 2I6B.3
Recording for the blind circulation records
Iowa Code section 2I6B.3
Tape purchase correspondence
Iowa Code section 2I6B.3
Textbook tracking materials
Iowa Code section 2I6B.3
VOCATIONAL REHABILITATION SERVICES
Annual SGA closure list
Iowa Code section 259.1
Case records
Iowa Code section 259.1
Certification letters
Iowa Code section 259.1
Claim & verification requests
Iowa Code section 259.1
Client contact itineraries
Iowa Code section 259.1
Client orientation schedule list
Iowa Code section 259.1
SSA responses to claim & verification requests
Iowa Code section 259.1
Note: (c) indicates information is also stored on a computer
				database.
(4)
Open
			 records.
Agency records are open for public inspection and copying
			 unless otherwise provided by rule or law. These record systems, categorized by
			 agency program area, are routinely available to the public. They do not
			 generally contain personally identifiable information or confidential
			 information.
Records
ADMINISTRATION
Acknowledgments of gifts and bequests contributions
Administrative rules, public docket and rule-making
				records
Advisory boards, commissions, associations, committees and task
				forces: correspondence, minutes
and general information Aids and appliances, accounts
				receivable Annual reports Building blueprints
Building equipment reference manuals and data Cooperative
				agreements
CSAVR, correspondence and general information
Dept. of education, correspondence, fiscal records and general
				information Dept. of personnel procedures manual Employee assistance fund
				information Employee handbook Equipment maintenance agreements Executive
				calendar, current and past Federal financial reports Federal funds request
				authorizations Federal government agencies, correspondence and reports Film and
				videotape information Fire evacuation procedures Fiscal information on special
				projects Forms, indexed
General complaints and criticisms from the public General
				letters of appreciation from the public General requests and inquiries from the
				public General statements of agency policy, indexed Gift law, general
				information Iowa head injury committee
Iowa management training system, general information Job
				opening annoimcements Legislators, listing
Legislative correspondence and general information Mailing
				lists
Maintenance work orders (c) Membership, payment approvals
				Minutes, Iowa commission for the blind Monthly financial reports, dept. of
				revenue
National coimcil of state agencies for the blind,
				correspondence and general information New staff seminar schedules and
				evaluations Out-of-state travel authorization requests and approvals Personnel
				classifications, job descriptions and pay schedules Personnel instructional
				pamphlets Photographs and resumes, administrator and commission members
Pool/gym agreements
Position description questionnaires
Press releases and news clippings
Private organizations, correspondence and general
				information
Product safety chemical data sheets
Professional and technical associations, correspondence and
				general information
Public records docket
Publications
Rehabilitation administrative management program, general
				information and correspondence
Rehabnet, general information and memos
Rental and lease agreements
Sixtieth anniversary, general information
Staff service certificates
State government agencies, correspondence and reports
State vehicle dispatcher monthly reports
Statements of grant awards
Studies, surveys and proposals
28E agreements
Utility consumption and cost data (c)
BUSINESS ENTERPRISE PROGRAM
Blueprints and equipment layouts Randolph-Sheppard Act State
				plan, Randolph-Sheppard Act Vendor forms
INDEPENDENT LIVING REHABILITATION SERVICES
CSAVR independent living committee
Deaf-blind register
Grant applications and instructional memos
Independent living advisory committee, general information and
				minutes
Independent living forms
Independent living procedure memos and schedules
In-service training grant, application and agendas
Part C announcements and reference materials
RCEP training advisory committee, general information and
				correspondence
Reference materials on alternative techniques
RSA 704 report
RSA 70B report
Special project grant, 1983
State plan for independent living services
Statewide independent living council, general information and
				minutes
Title VII, part b grant, reports and correspondence
LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED
Acquisition of bibles, general information American printing
				house for the blind federal quota orders American federation for the blind
				directory of agencies APH central automated resource list
Application transfer technique study
Bibliographies, by subject
Bindery tracking records
Book inspection survey
Books proofread for sale, listing
Braille alphabet cards
Braille instruction manuals and sign booklets
Brochures from other libraries for the blind
Card catalog microfilming information
Card catalog uniform entries authority
Card file of print books about blindness
Card file of cassettes processed
Cassette books, number assignment record
Catalog production and master records
Censorship, general information
Circulation, general information
Comprehensive mailing list system (CMLS), general
				information
Computer installation information
Computer software and software manuals
Copyright clearance records
Deaf-blindness, general information
Diebold repairs, general information
Disabilities, general information
Duplicators, general information
EI cassette instructional video
Eligibility, general information
Equal employment opportunity, general information
Equipment manuals
Forms, inventory and masters (c)
Free matter for the blind and physically handicapped, general
				information
General library statistics
Guidelines for tapists
Health care facilities in Iowa, listing
Historical collection of uncataloged examples of tactile
				systems
Instructional materials center, general information
Intention and completion forms for the American printing house
				for the blind
Iowa computer-assisted network advisory board minutes,
				1985
Iowa federated women's clubs, listing
Iowa library directory
Iowa libraries: a time to grow 1985-90 (program planning
				guide)
Iowa Lions foundation
Large-type format, general information
Lead worker, general information
Library automation report, 1983
Library consumer advisory committee minutes and general
				information
Library grants
Library materials invoices
Library staff procedures manuals
Logs, various department systems
Machines, general information
Magazine inventory
Magazine transaction merge procedures
Magazines, reference materials on selection, transcription and
				subscription
Mailing lists
Marantz, general repair information
Modems, general information
Monthly reports on nonusers of library service
National braille association bulletins
NLS availability listings
NLS automation reports
NLS, general correspondence and information
NLS removal authorization documentation
Nonborrower purchase orders
OCR scanners, general information
Postal service, general information
Publication catalogs
Publishers, listing
Radio reading for the blind, production information
Reader enrollment and delivery systems (READS), general
				information
Records management listing of library records
Request for proposal for local area network
Salvaging rigid talking book discs, instruction manual
Shelving, general information
Snowbirds, general information
Space utilization report
Speech/braille computer output, general information
Titles received, book listing
Training grant, general information
Transcriber's workshop, documentation and information
Vendor listing
World book encyclopedia, informational material
XESS, listing of books removed from the collection
Note: In addition to the above records, a complete inventory of
				all materials available for circulation is maintained in the library's card
				catalog.
VOCATIONAL REHABILITATION
Available readers and drivers listing
Dept. of personnel, certified disabilities program
Commissioner policies on service provision
Computer technology reference materials
Counselor instructional manual
Field operations statistical reports
504 subcommittee meeting records
General resource materials on employment and vocational
				rehabilitation
Health resources and information
Information on U.S. civil service and personnel
				management
In-service training agendas
In-service training grant
Job openings posting book
Medical reference pamphlets and brochures
Paratransit advisory committee reference materials
Photographs
Records
Statutory Authority
ADMINISTRATION
Accoimts payable vouchers
Iowa Code section 259.1
Accoimting interagency correspondence and information
Iowa Code sections 259.1 and I9A.I5
Applications for education leave and educational
						assistance
Iowa Code section I9A.I5
Correspondence, general
Iowa Code section 259.1
Gifts and bequests trust account records
Iowa Code section 2I6B.3
Minutes, supervisors meetings
Iowa Code section 259.1
BUSINESS ENTERPRISE PROGRAM
Closed vending facilities
Iowa Code section 259.1
Correspondence, general
Iowa Code section 259.1
Correspondence, vendor
Iowa Code section 259.1
Licenses
Iowa Code section 259.1
Minutes, state vendor committee
Iowa Code section 259.1
Vending facilities (all locations)
Iowa Code section 259.1
INDEPENDENT LIVING REHABILITATION
SERVICES
Agency contact documentation
Iowa Code section 259.1
Bistate independent living center
Iowa Code section 259.1
Client equipment inventory cards
Iowa Code section 259.1
General correspondence, 1981-84
Iowa Code section 259.1
Helen Keller national center, grant, reports, and
						correspondence
Iowa Code section 259.1
LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED
Braillewriter equipment inventory
Iowa Code section 216B.3
Marantz equipment inventory and repair records
Iowa Code section 216B.3
Proofreader circulation assignments
Iowa Code section 216B.3
Tape exchange correspondence
Iowa Code section 216B.3
Volunteer braille and tape production records
Iowa Code section 216B.3
VOCATIONAL REHABILITATION
General correspondence
Iowa Code section 259.1
Intra-office and interoffice memos
Iowa Code section 259.1
Lions typewriter acquisition list
Iowa Code section 259.1
Note: (c) indicates information is also stored on a computer
				database.