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 129-2.14 - Other Groups of Records

Current through Register Vol. 47, No. 3, July 24, 2024
This rule describes groups of records maintained by the
				  office other than record systems as defined in rule 129-2.1 (8B,17A,22). These
				  records are routinely available to the public. However, the office's files of
				  these records may contain confidential information. In addition, the records
				  listed in rule 129-2.13 (8B,17A,22) may contain information about individuals.
				  All records are stored on paper and in automated data processing systems unless
				  otherwise noted.
(1) Rule-making
				records. Rule-making records are official documents executed during the
				promulgation of office rules and public comments. Rule-making records may
				contain information about individuals making written or oral comments on
				proposed rules. This information is collected pursuant to Iowa Code section
				17A.4.
				This information is not generally stored in an automated data processing
				system, although rule-making dockets may be found on the office's Web
				site.
(2) Rule-making initiatives.
				The office maintains both paper and electronic records on rule-making
				initiatives in accordance with Executive Order Numbers 8 and 9 signed September
				14, 1999.
(3) Board and commission
				records. Agendas, minutes, and materials presented to boards and commissions
				within the office are available from the office except those records which
				concern closed sessions and are exempt from disclosure under Iowa Code section
				21.5(4)
				 or which are otherwise confidential by law.
				These records may contain information about individuals who participate in
				meetings. This information is collected pursuant to Iowa Code section
				21.3.
				These records may also be stored on audiotapes. This information is not stored
				in an automated data processing system, although minutes and other information
				may be found on the office's Web site.
(4) Publications. News releases, annual
				reports, project reports, office newsletters, and other publications are
				available from the office. Office news releases, project reports, and
				newsletters may contain information about individuals, including office staff
				or members of office councils or committees. This information is not stored in
				an automated data processing system, although some office publications may be
				found on the office's Web site.
(5)
				Appeal decisions and advisory opinions. All final orders, decisions and
				opinions are open to the public except for information that is confidential
				according to rule 129-2.5 (8B,17A,22) or subrule 2.12(2). These records,
				collected under the authority of Iowa Code chapter 8B, may contain confidential
				information about individuals.
(6)
				Published materials or manuals. The office uses many legal and technical
				publications in its work. The public may inspect these publications upon
				request. Some of these materials may be protected by copyright laws.
(7) Mailing lists and contact lists. The
				office maintains lists including names, mailing addresses, and telephone
				numbers of state employees, commission members, officials in government of
				other states, and members of the general public. These lists may be used for
				distribution of informational material, such as newsletters, policy directives,
				or educational bulletins. These lists are also used to provide contacts for
				coordination of services or as reference information sources.
(8) Authorized user lists. The office
				maintains a list of persons authorized to use the office's online
				services.
(9) Bid/purchasing
				process. The office maintains records of specifications, proposals, bid
				documents, awards, contracts, agreements, leases, performance bonds,
				requisitions, purchase orders, printing orders, supply orders, and
				correspondence.
(10) Project files.
				The office maintains plans, specifications, contracts, studies, drawings,
				photos, requests for services, lease/rental files, 28E agreements, and
				facilities records.
(11)
				Property/equipment files. The office maintains records of inventory,
				assignments, distribution, maintenance, requests, operations,
				shipping/receiving reports, and adjustments.
(12) Data processing files. Data processing
				files include operations logs, database user requests, job number
				maintenance/updates, data entry format books, integrated data dictionaries,
				computer output form designations, system software, hardware/software
				configurations, problem determination/resolution records, and incident
				reports.
(13) Administrative
				records. Administrative records include, but are not limited to, the following:
a. Reports: weekly, monthly, annual,
				biennial, statistical, analysis, activity.
b. Correspondence: public, interagency,
				internal.
c. Policies and
				procedures.
d. Organizational
				charts or tables of authorized positions.
e. Memberships: professional/technical
				organizations.
f. Budget and
				financial records.
g. Accounting
				records: accounts receivable, accounts payable, receipts, invoices, claims,
				vouchers, office billings.
h.
				Requisitions of equipment and supplies.
i. Time sheets.
j. Purchasing documents and
				records.