Iowa Administrative Code › Agency 721 - Secretary of State › Division I - Administration › Chapter 5 - Public Records and Fair Information Practices › Rule 721-5.14 - 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 5.1(17A,22).
				  All records described in this rule are public records. For each record system,
				  this rule describes the legal authority for the collection of that information,
				  and the means of storage of that information. The agency maintains no record
				  systems in which 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)
Liens.
The agency
				maintains lien records, pursuant to 2000 Iowa Acts, chapter 1149, sections 72
				and 90; the Uniform Commercial Code; pursuant to Iowa Code section
				570.1
				as amended by 2000 Iowa Acts, chapter 1149, section 176, landlord's liens;
				pursuant to Iowa Code section
				570A.4,
				agricultural supply dealer's liens; pursuant to Iowa Code section
				571.3,
				thresher's or cornsheller's liens; pursuant to Iowa Code section
				579A.2(2)
				 as amended by 2001 Iowa Acts, House File
				549, section 3, custom cattle feedlot liens; pursuant to Iowa Code section
				579B.4(1)
				 as amended by 2001 Iowa Acts, House File
				549, section 3, commodity production contract liens; and pursuant to Iowa
				R.C.P. 260, levies on personalty. Personally identifiable information includes
				the name and address of the debtor and the secured party, and the time and date
				of filing of the lien or levy. The information is stored in a computer
				database, and is indexed by the name of the debtor.
(2)
Candidates for public
				office.
The agency maintains records of candidates for public office,
				pursuant to Iowa Code sections
				43.11,
				43.18,
				44.3,
				44.4,
				and
				45.3.
				Personally identifiable information includes the name, address, and political
				party affiliation of the candidate, and the name of the public office sought by
				the candidate. The information is stored in a computer database, and is indexed
				by the name of the candidate.
(3)
Donor and donee records.
The agency maintains records of gifts
				made to certain public officials, pursuant to Executive Order number 31, and
				Iowa Code section 68B.11(2). Personally identifiable information includes the
				name of the donor or donee, the nature, amount, and date of gifts made to a
				donee in excess of $15 in cumulative value in any calendar day, the title,
				agency or organization of the donor or donee, and the mailing address of a
				donor. The information is stored in a manual filing system, and indexed by the
				name of the donor or the donee.
(4)
County auditors.
The agency maintains records of county
				auditors in the state of Iowa, pursuant to Iowa Code section
				47.1.
				Personally identifiable information includes the name and address of the county
				auditor. The information is stored in a computer database, and is indexed by
				the name of the county auditor.
(5)
Substitute service of process.
The agency maintains records of
				plaintiffs to litigation in which service of process is achieved pursuant to
				Iowa Code section
				617.3,
				the "long-arm statute." Personally identifiable information includes the name
				of the plaintiff and other information included in the document by the
				plaintiff. The information is stored in a manual filing system, and is indexed
				by the name of the plaintiff.
(6)
Commissions.
The agency maintains records of commissions
				issued by the governor, pursuant to Iowa Code section
				9.3. Personally
				identifiable information includes the name and address of the recipient of the
				commission. The information is stored in a manual filing system, and is indexed
				by the name of the recipient of the commission.
(7)
Patents and deeds.
The
				agency maintains records of land patents and deeds to property, pursuant to
				Iowa Code chapter 10. Personally identifiable information includes the name of
				the recipient of the land patent or the conveyor of the deed, the county in
				which the land is located, and a legal description of the land. The information
				is stored in a manual filing system, and is indexed by the name of the
				recipient of the land patent or the conveyor of the deed.
(8)
Notary public records.
The agency maintains records of notaries public commissioned pursuant to Iowa
				Code chapter 77. The records include the name, address, and county of residence
				of the notary public, the beginning and ending date of the commission, status
				as a new or renewal notary public, a certificate number, and an audit number.
				The information is stored in a computer database and on microfilm, and is
				indexed by the name of the notary public.
(9)
Transient merchants.
The
				agency maintains records containing information about transient merchants,
				pursuant to Iowa Code chapter 9C. The records include the name and address of
				the merchant, and other information required by Iowa Code section
				9C.3. The
				information is stored in manual files and indexed by the name of the transient
				merchant.