Iowa Administrative Code › Agency 17 - Aging, Department On › Chapter 19 - Public Records and Fair Information Practices › Rule 17-19.14 - 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
				17-19.1 (17A,22). For
				each record system, this rule describes the legal authority for 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. Some of the record systems
				described in the accompanying chart as "open" may contain confidential
				information under subrule 19.13(2). The record systems maintained by the agency
				are: Abbreviations are used in the chart as follows:
Code Meaning
O/C
The record is partly open and partly confidential.
O
The records are open for public inspection.
C
The records are confidential and are not open to the
				public.
PI
Personally identifiable information.
NA
Not Applicable.
DESCRIPTION OF RECORD
TYPE OF RECORD
LEGAL AUTHORITY FOR CONFIDENTIALITY
PERSONALLY IDENTIFIABLE INFORMATION
LEGAL AUTHORITY FOR PI INFORMATION
Record of Commission and Statutory Committees
O/C
Iowa Code 21.5(4)
No
NA
Rule Making
O
NA
No
NA
Declaratory Rulings
o
NA
No
NA
Rules and Policy Manuals
o
NA
No
NA
State Plans
o
NA
No
NA
Publications
o
NA
No
NA
Statistical Reports
o
NA
No
NA
Financial and Administrative Records
o
NA
No
NA
Contracts and Interagency Agreements
o
NA
No
NA
Grant Records
* Title III
o
NA
No
NA
* Title V
o
NA
No
NA
* Discretionary
o
NA
No
NA
* USDA
o
NA
No
NA
* Title IV
o
NA
No
NA
Program Records
* Notice of Grant Awards
O
NA
No
NA
* Senior Community Service Employment
o/c
20CFR 674.203b-3
Yes
20CFR 674.203b-3
name address age race eligibility info. area medical info.
						phone no.
* Elder Abuse
o
NA
No
NA
* Retired Iowan Employment
o
NA
No
NA
* Elderlaw
o
NA
No
NA
* Retired Senior Volunteer
o
NA
No
NA
* Elderly Services
o
NA
No
NA
* Insurance Information
o
NA
No
NA
* Alzheimer's Disease
o
NA
No
NA
* JTPA
o
NA
No
NA
* Long-Term Care Coordinating Unit
o
NA
No
NA
* Housing
o
NA
Yes
Iowa Code
* Advocacy
231.23
* Training Information
o
NA
name address Yes
Iowa Code 231.23
Care Review Committees
o
NA
name address Yes
Iowa Code 231.44
name address county PSA phone no. training info.
Older Iowan Legislature
O
NA
Yes name address PSA district phone no.
Iowa Code 231.23
State Advisory Council
O
NA
Yes name address phone no. PSA
Iowa Code 231.23
Ombudsman Complaints
c
Iowa Code 135C.37, 231.42
Yes name address county facility level of care lie.
						administrator patient pay status complainant complaint description cat.
						receiver of complaint investigator method & date verification scope of
						facility complaint
Iowa Code 135C.37 231.42
Newsletter Mailing Lists, Conference Lists, Interested
						Individuals and Group Lists, Resource Lists
o
NA
Yes name address telephone no.
Iowa Code 231.23
Centenarians Registry
O
NA
Yes name address area county facility phone no. birth date
						death date sex
Iowa Code 231.23
(1)
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, attorney's 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 wishing
			 copies of pleadings and other documents filed in litigation should obtain them
			 from the clerk of the appropriate court which maintains the official
			 copy.
(2)
Personnel
			 files.
The agency maintains files containing information about
			 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).