Iowa Administrative Code › Agency 621 - Public Employment Relations Board › Chapter 16 - Electronic Document Management System › Rule 621-16.2 - Definitions

Current through Register Vol. 47, No. 3, July 24, 2024
"Agency record"
means for all cases the
				electronic files maintained in EDMS, filings the agency maintains in paper form
				when permitted by these rules, and exhibits and other materials filed with or
				delivered to and maintained by the agency.
"Confidential"
means agency files, documents,
				or information excluded from public access by federal or state law or
				administrative rule, court rule, court order, or case law.
"EDMS"
means the electronic document
				management system, the agency's electronic filing and case management system,
				generally used for the collection and storage of documents related to cases
				likely to proceed to hearing or contested cases.
"Electronic filing"
means the electronic
				transmission of a document to the electronic document management system
				together with the production and transmission of a notice of electronic
				filing.
"Electronic record"
means a record, file, or
				document created, generated, sent, communicated, received, or stored by
				electronic means.
"Electronic service"
means the electronic
				transmission of a link where the registered users who are entitled to receive
				notice of the filing may view and download filed documents.
"Nonelectronic filing"
means a process by
				which a paper document or other nonelectronic item is filed with the
				agency.
"Notice of electronic filing"
means a document
				generated by the electronic document management system when a document is
				electronically filed.
"PDF"
means an electronic document filed in a
				portable document format which is readable by the free Adobe® Acrobat®
				Reader.
"Protected information"
means personal
				information, the nature of which warrants protection from unlimited public
				access, including:
1. Social security
			 numbers.
2. Financial account
			 numbers.
3. Dates of
			 birth.
4. Names of minor
			 children.
5. Individual taxpayer
			 identification numbers.
6. Personal
			 identification numbers.
7. Other
			 unique identifying numbers.
8.
			 Confidential information.
"Public"
refers to agency files, documents, or
				information that is not confidential or protected.
"Public access terminal"
means a computer
				located at the agency's office where the public may view, print, and
				electronically file documents.
"Registered user"
means an individual who has
				registered for an e-filing account through the agency's EDMS. A registered user
				can electronically file documents and electronically view and download files
				through the use of a username and password. In cases in which the registered
				user has entered an appearance or filed an answer, the registered user will
				electronically serve and receive notice of electronic filing in cases in which
				the registered user has appeared.
"Remote access"
means a registered user's
				ability to electronically search, view, copy, or download electronic documents
				in an electronic record without the need to physically visit the agency's
				office.
"Signature"
means the following:
1. For a registered user electronically
			 filing a document in EDMS, "signature" means the registered user's username and
			 password accompanied by one of the following:
*
"Digitized signature"
means an embeddable
				image of a person's handwritten signature;
*
"Electronic signature"
means an electronic
				symbol ("/s/" or "/registered user's name/") executed or adopted by a person
				with the intent to sign; or
*
"Nonelectronic signature"
means a
				handwritten signature applied to an original document that is then scanned and
				electronically filed.
2. For
			 a party signing a document that another registered user will electronically
			 file, "signature" means the signatory's name affixed to the document as a
			 digitized or nonelectronic signature.
"SuPERB"
means a web interface database used
				by the board for the secure upload of various documents generally related to
				elections, the internal conduct of employee organizations, contracts, and the
				dissemination of notices related to elections.