Iowa Administrative Code › Agency 751 - Telecommunications and Technology Commission, Iowa › Chapter 2 - Public Records and Fair Information Practices › Rule 751-2.15 - Other Groups of Records

Current through Register Vol. 47, No. 3, July 24, 2024
This rule describes groups of records maintained by the
				commission other than record systems as defined in rule 2.2(17A,22). These
				records are routinely available to the public. However, the commission's files
				of these records may contain confidential information designated as
				confidential by the originator of the records in conformance with Iowa Code
				chapter 22. In addition, some records may contain information about
				individuals. All storage is in paper form with those items noted by an asterisk
				(*) also stored in electronic form. None of the information can be matched,
				collated or compared.
(1)
Rule
			 making.
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 stored in an automated data processing
			 system.
(2)
Commission
			 records.
Agendas, minutes and materials presented to the commission
			 are available from the office of the executive director, except these records
			 concerning closed sessions which are confidential under Iowa Code section
			 21.5 or which are
			 otherwise confidential by law.
(3)
Meeting participants.
Commission records contain information
			 about people who participate in meetings. This information is collected
			 pursuant to Iowa Code section
			 21.3.
			 This information is not stored in an automated data processing
			 system.
(4)
Publications.
News releases, annual reports, project reports,
			 and commission newsletters, for example, are available from the commission
			 offices for public information. Commission news releases, project reports, and
			 newsletters may contain information about individuals, including commission
			 staff or members of the commission, the councils or committees.
(5)
Statistical reports.
Periodic reports for various commission programs are available from the
			 commission offices for public information.
(6)
Published materials.
The
			 commission 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 law.
(7)
Policy manuals.
The commission's policy manual, containing the
			 policies and procedures for programs administered by the commission, is
			 available in the office of the commission. Policy manuals do not contain
			 information about individuals.
(8)
Assetfiles.
Asset management database and inventory database
			 contain a listing of the assets owned by the network.*
(9)
Mailing lists/contact
			 lists.
Names, mailing addresses, and telephone numbers of state
			 employees, commission members, officials in government of other states, and
			 members of the general public*, for example, may be used for distribution of
			 informational material, such as newsletters, policy directives or educational
			 bulletins. They are also used to provide contacts for coordination of services
			 or as reference information sources.
(10)
Authorized user lists.
The network maintains a list of persons authorized to use the
			 network.
(11)
Bid/purchasing process.
For example, specifications,
			 proposals, bid documents, awards, contracts, agreements, leases, performance
			 bonds, requisitions, purchase orders, supply orders, and
			 correspondence.
(12)
Project files.
For example, plans, specifications, contracts,
			 studies, drawings, photos, blueprints, requests for services, lease/rental
			 files, and 28E agreements.
(13)
Data processing files.
For example, operations logs, data base
			 user requests, job number maintenance/update, data entry format book,
			 integrated data dictionary, computer output forms designations, system
			 software, hardware/software documentation and configurations, problem
			 determinations and resolutions records, and incident reports.
(14)
Administrative records.
a. Reports: For example, weekly, monthly,
			 annual, biennial, statistical, analysis, and activity.
b. Correspondence: For example, public,
			 interdepartmental, and internal.
c.
			 Policies and procedures.
d.
			 Organizational charts, and table of authorized positions.
e. Memberships: Professional/technical
			 organizations.
f. Planning:
			 Disaster recovery plans, emergency operation plans.
g. Budget and financial records.
h. Accounting records such as accounts
			 receivable, accounts payable, receipts, invoices, claims, vouchers, and
			 departmental billings.
i.
			 Legislative files such as pending bills, enrolled bills, legislative proposals,
			 and copies of amendments.