Iowa Administrative Code › Agency 877 - Workforce Development Board and Workforce Development Center Administration Division › Chapter 33 - Iowa Vocational Rehabilitation Services › Rule 877-33.11 - Personally Identifiable Information

Current through Register Vol. 47, No. 3, July 24, 2024
This rule describes the nature and extent of the personally
				identifiable information collected, maintained, and retrieved by the division
				by personal identifier in record systems as defined herein. The record systems
				maintained by the division include the following:
(1)
Personnel records.
Personnel records contain information relating to initial application, job
			 performance and evaluation, reprimands, grievances, notes from and reports of
			 investigations of allegations related to improper employee behavior, and
			 reports of hearings and outcomes of reprimands and grievances.
(2)
Job candidate case
			 records.
An individual file is maintained for each person who has been
			 referred to or has applied for the services of the division, as described in
			 rule 877-33.10 (84H). The file
			 contains a variety of personal information about the job candidate, which is
			 used in the establishment of eligibility and the provision of agency services.
			 All information is personally identifiable and is confidential.
(3)
Job candidate service record
			 computer database.
The job candidate service record computer database
			 contains personal data items about individual job candidates. Data identifying
			 a job candidate is confidential. Data in the aggregate is not personally
			 identifiable and thus is not confidential.
(4)
Vendor purchase records.
Vendor purchase records are records of purchases of goods or services made for
			 the benefit of job candidates. If a record contains the job candidate's name or
			 other personal identifiers, the record is confidential. Lists of non-job
			 candidate vendors, services purchased, and the costs of those services are not
			 confidential when retrieved from a data processing system without personally
			 identifiable information.
(5)
Records and transcripts of hearings or client appeals.
Records
			 and transcripts of hearings or client appeals contain personally identifiable
			 information about a client's case, appeal from or for some action, and the
			 decision that has been rendered. The personally identifiable information is
			 confidential. Some of the information is maintained in an index provided for in
			 Iowa Code section 17A.3(1)
"d."
Information is available after confidential personally
			 identifiable information is deleted.
(6)
All computer databases of client
			 and applicant names and other identifiers.
The data processing system
			 contains client status records organized by a variety of personal identifiers.
			 These records are confidential as long as any personally identifiable
			 information is present.
(7)
All computer-generated reports that contain personally identifiable
			 information.
The division may choose to draw or generate from a data
			 processing system reports that contain information or an identifier that would
			 allow the identification of an individual client or clients. This material is
			 for internal division use only and is confidential.
(8)
Personally identifiable
			 information and acceptance of federal requirements.
Pursuant to Iowa
			 Code section 84H.1, the state of Iowa accepts
			 the social security system rules for the disability determination program of
			 the division. Failure to follow the provisions of the Act can result in the
			 loss of federal funds. All personally identifiable information is confidential
			 and may be released only with informed written consent, except as permitted by
			 federal law. Any contrary provision in Iowa Code chapter 22 must be waived in
			 order for the state to receive federal funds, services, and essential
			 information for the administration of vocational rehabilitation
			 services.