Iowa Administrative Code › Agency 11 - Administrative Services Department › Title I - General Departmental Procedures › Chapter 4 - Public Records and Fair Information Practices › Rule 11-4.15 - Other Groups of Records

Current through Register Vol. 47, No. 3, July 24, 2024
This rule describes groups of records maintained by the
				  department other than record systems retrieved by individual identifiers as
				  defined in rule 11-4.1 (8A,22). The records
				  listed may contain information about individuals. These records are routinely
				  available to the public, subject to costs. Unless otherwise designated, the
				  authority for the department to maintain the record is provided by Iowa Code
				  chapter 8A. All records may be stored on paper, microfilm, tape or in automated
				  data processing systems unless otherwise noted.
(1)
Rule-making records.
Official documents executed during the promulgation of department rules and
				public comments. This information is collected pursuant to Iowa Code chapter
				17A.
(2)
Board and
				commission records.
Agendas, minutes, and materials presented to
				boards and commissions within the department are available from the department
				except those records concerning closed sessions which are exempt from
				disclosure under Iowa Code section
				21.5(4)  or
				which are otherwise confidential by law. These records may identify individuals
				who participate in meetings. This information is collected pursuant to Iowa
				Code section 21.3. These records may also be
				stored on audiotapes.
(3)
Publications.
Publications include but are not limited to news
				releases, annual reports, project reports, and newsletters which describe
				various department programs.
(4)
Information about individuals.
Department news releases, final
				project reports, and newsletters may contain information about individuals,
				including staff or members of boards or commissions.
(5)
Statistical reports.
Periodic reports of activity for various department programs are available from
				the department.
(6)
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 11-4.5 (8A,17A,22) or subrule
				4.13(2). These records, collected under the authority of Iowa Code chapters 8A,
				19B, 20, 70A, 85, 85A, 85B, 91A, 97A, 97B, 97C, and 509A, may contain
				confidential information about individuals.
(7)
Published materials.
The
				department 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.
(8)
Published manuals.
The department 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.
(9)
Mailing lists and
				contact lists.
The department 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.
(10)
Publication sales files.
The general services enterprise
				maintains records of persons purchasing legal publications. Records are used to
				produce mailing lists for renewal notification and publication mailings.
				Records are maintained by ZIP code. These are paper records except for mailing
				list production.
(11)
Bid/purchasing process.
The department maintains records of
				specifications, proposals, bid documents, awards, contracts, agreements,
				leases, performance bonds, requisitions, purchase orders, printing orders,
				supply orders, and correspondence.
(12)
Project files.
The
				department maintains plans, specifications, contracts, studies, drawings,
				photos, blueprints, requests for services, abstracts, lease/rental files, 28E
				agreements, space administration, and facilities records.
(13)
Property/equipment
				files.
The department maintains records of inventory, assignments,
				distribution, maintenance, requests, operations, shipping/receiving reports,
				and adjustments.
(14)
Education program records.
Educational records include a
				library of training courses and reference materials, a library of course
				documentation, TSO data sets, Iowa interagency training system, class
				registrations of state employees, and files of course evaluations.
(15)
Data processing files.
Data processing files include operations logs, database user requests, job
				number maintenance/update, data entry format book, integrated data dictionary,
				computer output forms designations, system software, hardware/software
				configurations, problem determination/resolution records, and incident
				reports.
(16)
Federal
				surplus property records.
Donee files include applications for
				eligibility and records of distribution, transfer orders of property from other
				federal agencies, and auction files. Auction records are filed by auction date
				only, but award forms may contain names of individuals purchasing
				property.
(17)
Administrative records.
Administrative records include the
				following:
a. Reports: weekly, monthly,
				annual, biennial, statistical, analysis, activity.
b. Correspondence: public, interdepartmental,
				internal.
c. Policies and
				procedures.
d. Organizational
				charts or table of authorized positions.
e. Memberships: professional/technical
				organizations.
f. Budget and
				financial records.
g. Accounting
				records: accounts receivable, accounts payable, receipts, invoices, claims,
				vouchers, departmental billings.
h.
				Requisition of equipment and supplies.