Iowa Administrative Code › Agency 611 - Military Division › Chapter 2 - Public Records and Fair Information Practices › Rule 611-2.14 - 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 2.1(17A,22).
				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) Quartermaster supply records prepared
			 under the authority of Iowa Code sections
			 29A.19 and 17.30.
			 Request for examination of these records which are retrievable by personal
			 identifier will be directed to the Office of the State Quartermaster, Camp
			 Dodge. Records are maintained on AGO Form 1-5 for hard copy and computer
			 generated files.
(2) Purchase and
			 disposition of real property records, prepared under the authority of Iowa Code
			 chapter
			 29A.57. Records are
			 available from the State Quartermaster, Warehouse #3, Camp Dodge. Real estate
			 records are available in hard copy format.
(3) Armory board minutes including supporting
			 documentation are prepared under the authority of Iowa Code section
			 29A.57. Records are
			 available from the State Quartermaster, Warehouse #3, Camp Dodge. Records are
			 maintained in hard copy format.
(4)
			 Armory lease records including supporting documentation are prepared under the
			 authority of Iowa Code section 29A.57. Records are available from the State
			 Quartermaster, Warehouse #3, Camp Dodge. Records are maintained in hard copy
			 format.
(5) Headquarters allowance
			 and per capita allowance records and documentation for expenditures made from
			 these accounts are prepared under the authority of Iowa Code sections
			 29A.33
			 and
			 29A.57(8).
			 Records are available from the State Quartermaster, Warehouse #3, Camp Dodge.
			 Records are maintained in hard copy format.
(6) State contracting files prepared under
			 the authority of Iowa Code section
			 72.1
			 which include personally identifiable information in the form of bidders lists,
			 requests for quotation, professional contracts, vendors lists, wage rates,
			 purchase orders, claim orders, and project books. Sealed bids become public
			 information once the bid opening has been completed. The information is
			 maintained in hard copy and may be obtained from the Facilities Office, Camp
			 Dodge.
(7) Personnel files. The
			 agency maintains files containing information about state 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 section
			 22.7(11).