Iowa Administrative Code › Agency 281 - Education Department › Title XI - Vocational Rehabilitation Education › Chapter 56 - Iowa Vocational Rehabilitation Services › Rule 281-56.10 - 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 281-56.9 (259). 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 which 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 259.9, 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.