Iowa Administrative Code › Agency 129 - Chief Information Officer, Office of The › Title I - General Office Procedures › Chapter 2 - Public Records and Fair Information Practices › Rule 129-2.13 - 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
				  office by personal identifier in record systems as defined in rule 129-2.1
				  (8B,17A,22). Unless otherwise stated, the authority to maintain the record is
				  provided by Iowa Code chapter 8B.
(1)
Retrieval.
Personal identifiers may be used to retrieve
				information from any of the systems of records that the office maintains that
				contain personally identifiable information.
(2)
Means of storage.
Paper,
				microfilm, microfiche, and various electronic means of storage are used to
				store records containing personally identifiable information.
(3)
Comparison.
Electronic
				or manual data processing may be used to match, to collate, or to compare
				personally identifiable information in one system with personally identifiable
				information in another system of records or with personally identifiable
				information within the same system.
(4)
Comparison with data from outside
				the office.
Personally identifiable information in systems of records
				maintained by the office is retrievable through the use of personal identifiers
				and may be compared with information from outside the office when specified by
				law.
(5)
'Nature and
				extent.
All of the record systems listed in subrule 2.13(6) contain
				personally identifiable information concerning matters such as income and
				social security numbers.
(6)
Record systems with personally identifiable retrieval.
The
				office maintains other public bodies' systems or records that contain
				personally identifiable and confidential information. The legal authority for
				the collection of the information is with the public body of record for that
				system. The following record systems contain personally identifiable
				information:
a. Personnel files. The office
				maintains files containing information about employees and applicants for
				positions with the office. The files include payroll records, 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).
b. Telephone directory of state employees.
				The office maintains a telephone directory of state employees. The directory
				contains names, department names, business addresses and telephone numbers. The
				publication also includes private industry information and advertising
				containing business names, addresses and telephone numbers. This record is
				stored on both paper and electronically.
c. Contracts. These are records pertaining to
				training, consultants, and other services. These records are collected in
				accordance with Iowa Code chapter 8B, and portions are confidential records
				under Iowa Code section
				22.7.
These records contain names, social security numbers, and
				  other identifying numbers and are collected in the form of paper, microfilm,
				  tape, and electronic records. Electronic records permit the comparison of
				  personally identifiable information in one record system with that in another
				  system.
d. Vendor files.
				The office maintains files of vendors eligible to do business with the state of
				Iowa. Files may contain applications, vendor information booklets, vendor
				codes, commodity codes, minority-owned vendor identification information, and
				mailing lists. Records are stored on paper and electronically.
e. 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 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 to obtain copies of pleadings and other documents filed in litigation
				should obtain these from the clerk of the appropriate court which maintains the
				official copy.