Iowa Administrative Code › Agency 261 - Economic Development Authority › Part IX - Uniform Procedures: Records, Rule Making, Declaratory Orders, Rule Waivers › Chapter 195 - Public Records and Fair Information Practices › Rule 261-195.14 - 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
				  195.2(17A,22). This rule describes 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. Unless otherwise
				  stated, the authority for this agency to maintain the record is provided by
				  Iowa Code chapter 15. The record systems maintained by the agency are:
(1)
Personnel files.
Personnel records of department employees are maintained at the agency. Records
				of staff include such personally identifiable information as name, address,
				social security number and employee payroll number. Other data contained in
				staff personnel records are salary information, seniority date, employee
				deduction forms, insurance and savings bond contributions, deferred
				compensation information, current leave information, performance evaluations
				and performance review dates. Some information may be confidential under Iowa
				Code section
				227(11).. Data
				processing systems do not match, collate or compare the personally identifiable
				information of the staff personnel records with personally identifiable
				information contained in the records of other agencies.
(2)
Travel records.
The
				agency maintains travel records of agency staff. Personally identifiable
				information collected includes the name, address, and social security number of
				the individual. This information is collected pursuant to Iowa Code section
				421.39. Data processing systems do not match, collate or compare the personally
				identifiable information collected with similar information collected by other
				state agencies.
(3)
Claim
				vouchers.
Requests for reimbursement from agency staff, contractors,
				and grantees are maintained by the agency. These records contain the name,
				address and social security number of the individual requesting reimbursement
				for expenses. This information is collected pursuant to Iowa Code section
				421.40. The information is not maintained in a data processing system which
				matches, collates or compares the information with other systems containing
				personally identifiable information.
(4)
Contracts and grant
				records.
Contractual agreements and grant agreements are maintained by
				the agency. These records contain personally identifiable information when the
				agreement is with a specific individual. In those instances, the records
				include the name, address and social security number of the contractor/grant
				recipient. Other information in these records may include the proposal or work
				statement of the contractor or grant recipient, budget figures, modifications,
				correspondence and business information. Personally identifiable information is
				not contained in a data processing system which collates, matches or compares
				this information with other systems containing personally identifiable
				information.
(5)
Payroll
				records.
Payroll records include time sheets of individuals, listings
				of prior years' earnings, current listings of deductions, and insurance
				billings. Personally identifiable information is included in these records. An
				employee's name, address and social security number are maintained in the
				payroll record. Personally identifiable information is not contained in a data
				processing system which collates, matches or compares this information with
				other systems containing personally identifiable information.
(6)
Grant and loan application
				records.
The agency administers a variety of state and federal grant
				and loan programs. Records of persons or organizations applying for grants,
				awards or funds are available through the agency. These records may contain
				information about individuals collected pursuant to specific federal or state
				statutes or regulations. Personally identifiable information such as name,
				address, social security number and telephone number may be included in these
				records when the applicant is an individual. Many program applicants are
				political subdivisions or corporations, not individuals.
(7)
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 these from the clerk of the appropriate court which
				maintains the official copies.