Iowa Administrative Code › Agency 81 - Auditor of State › Chapter 24 - Public Records and Fair Information Practices › Rule 81-24.14 - 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 24.2(22). For each record system, this rule describes the legal authority for the collection of that information, 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. The record systems maintained by the agency are:
(1)
Personnel files.
Employee personnel files containing
			 information relative to an individual's employment history, such as hiring and
			 recruitment correspondence, salary and payroll and benefit information, record
			 of personnel actions, military status, affirmative action statistics, education
			 and training completed, professional certification achievements, professional
			 organizational involvement, independence statements, performance evaluation
			 reports, personal information data and so on.
These records contain personally identifiable information,
				collected under the authority of Iowa Code section 19A.11. The information is
				maintained on paper and certain parts are also contained on the agency's data
				processing system as well as the state's mainframe automated data processing
				system. Personal information in employee personnel files is confidential under
				the authority of Iowa Code section
				22.7(11).
(2)
Payroll
			 records.
Records showing individual earnings, hours worked, leave
			 usage, class, position, salary range, deductions, net pay with agency
			 summaries, and other related information.
These records contain personally identifiable information,
				collected under the authority of Iowa Code section
				91A.6. The information is
				maintained on paper with certain records maintained on the state's payroll
				automated data processing system. Certain information contained in these
				records is confidential under the authority of Iowa Code section
				22.7(11).
The information cited in subrules 24.14(1) and 24.14(2) above
				can be compared between record systems to a limited extent.
(3)
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,
			 attorneys' 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 copy.