Iowa Administrative Code › Agency 21 - Agriculture and Land Stewardship Department › Chapter 6 - Public Records and Fair Information Practices › Rule 21-6.14 - 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 rule 6.1(17A,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
				Cornparison of personally identifiable information in one record system with
				personally identifiable information in another record system. Unless otherwise
				stated, the authority for this department to maintain the record is provided by
				Iowa Code chapter 159. The record systems maintained by the agency are:
(1)
Personnel files.
The
			 agency maintains files containing information about employees, families and
			 dependents, and applicants for positions with the agency. The files include
			 payroll records, biographical information, medical information relating to
			 disability, performance reviews and evaluations, disciplinary information,
			 information required for tax withholding, information concerning employee
			 benefits, affirmative action reports, and other information concerning the
			 employer-employee relationship. This material includes personally identifiable
			 information such as name, address, social security number and employee payroll
			 number Some of this information is confidential under Iowa Code section
			 22.7(11).
			 These records are primarily maintained in paper copy, with some material
			 generated or maintained in a data processing system.
(2)
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 Cornpiled under the direction of the
			 attorney, and case management records. The files contain materials which are
			 confidential as attorney work product and attorney-client Cornmunications. 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. These records are primarily maintained in paper
			 copy, with some material generated or maintained in a data processing
			 system.
(3)
Contested case
			 matters.
These records are collected and maintained pursuant to Iowa
			 Code sections
			 17A.3(1)
"d, "
17A.3(2), 17A. 12,
			 and Iowa Code chapters and sections noted in subrules 6.14(4) and 6.14(5).
			 Contested case matters include all pleadings, motions, briefs, orders,
			 transcripts, exhibits, and physical evidence utilized in the resolution of the
			 matter These records are primarily maintained in paper copy, with some material
			 generated or maintained in a data processing system.
(4)
Licensure, permit or
			 certification records.
The department regulates by license, permit, or
			 certification a number of agriculture-related practices, under various chapters
			 of the Iowa Code. Licensing records generally include, but are not limited to,
			 information identifying the licensee by name, location, and form of business
			 entity, including the names of corporate principals. Examination and
			 Cornpliance reports may be included in the license records. These records may
			 include confidential information protected from disclosure under Iowa Code
			 section
			 22.7(3),
			 22.7(6),
			 or
			 22.7(18).
			 These licensing records include but are not limited to:
a. Animal industry. Under Iowa Code chapters
			 163, 163A, 164, 165, 166C, 169A, and 172B, the department maintains records
			 regarding regulation of animal health, including, but not limited to: calfhood
			 vaccination tags, filed under the name of the administering veterinarian,
			 identified by code, or for some disease vaccinations, by name or code of herd
			 owner; swine and cattle approved premises, license filed by county and premises
			 number, identified by owner's name or code; livestock market and agents and
			 livestock dealers and agents, license identified by name or code; quarantine
			 orders, identified by herd owner's name or code; bull breeder's license,
			 identified by owner's name or code; livestock importation certificates,
			 identified by name or code of Iowa purchaser; slaughter affidavits, identified
			 by herd owner's name or code; brand certificates, identified by owner's name or
			 code; large and small animal health certificates, identified by owner's name or
			 code.
Under Iowa Code chapter 162, the department maintains records
				regarding the regulation of animal welfare, including, but not limited to:
				state kennel licenses or federal registrations, identified by owner's name or
				code; state pound certification or federal registrations, identified by owner's
				name or code; state shelter certification or federal registration, identified
				by owner's name or code; dealer's license or federal registration, identified
				by name or code.
Under Iowa Code chapters 189 and 189A, the department maintains
				records regarding the regulation of meat and poultry, including but not limited
				to: licensing of meat or poultry processing plants, identified by plant owner's
				name or code; registration of labeling, formulation, and processing procedures,
				identified by plant owner's name or code; inedible permits, identified by plant
				owner's name or code.
Under Iowa Code chapter 169, the department maintains jointly
				with the board of veterinary medicine records regarding the licensure of
				veterinarians and animal technicians, identified by name or code. In addition
				to general provisions, these records may include information deemed
				confidential under Iowa Code section 272C.6.
These records are primarily maintained in paper copy, with some
				material generated or maintained in a data processing system.
b. Grain warehousing. Under Iowa Code
			 chapters 203, 203A, and 203C, the department maintains records regarding the
			 licensure of grain dealers, grain bargaining agents, grain sellers, and grain
			 warehouses, identified by licensee's name or code. These files may contain
			 information which is confidential under Iowa Code section
			 22.7(12),
			 203.16,
			 or
			 203C.24,
			 specifically including financial statements. Files cross-referenced by licensee
			 name or code include receivership files and indemnity fund claim files, which
			 records identify both the licensee and the names of claimants against the
			 licensee. The latter records are maintained jointly with the grain indemnity
			 fund board. These records are primarily maintained in paper copy, with some
			 material generated or maintained in a data processing system.
c. Dairy products. Under Iowa Code chapters
			 189, 190, 190A, 191, 192, 194, and 195, the department maintains records
			 regarding the regulation of dairy products, including but not limited to: milk
			 plant permit, identified by owner's name or code; grade "A" farm permit,
			 identified by operator's name or code; grade "B" farm permit, identified by
			 operator's name or code; hauler/grader license, identified by person's name or
			 code; tester license, identified by person's name or code; milk truck license,
			 identified by owner's name or code. These records are primarily maintained in
			 paper copy, with some material generated or maintained in a data processing
			 system.
d. Horse and dog breeding.
			 Under Iowa Code section
			 99D.22, the
			 department maintains records regarding the registration of Iowa-foaled horses
			 and Iowa-whelped dogs, including but not limited to: Iowa stallion eligibility
			 certificate, identified by owner's name or code; brood mare registration,
			 identified by owner's name or code; Iowa-foaled horse certification, identified
			 by breeder's name or code; Iowa-whelped litter registration, identified by
			 breeder's name or code; Iowa-whelped individual registration, identified by
			 owner's name or code. These records are primarily maintained in paper copy,
			 with some material generated or maintained in a data processing
			 system.
e. Weights and measures.
			 Under Iowa Code chapters 208A, 212, 214, 214A, 215, and 215A, the department
			 maintains records regarding the regulation of weights and measures, including
			 but not limited to: antifreeze permit, identified by manufacturer's name or
			 code; public scale license, identified by owner's name or code; service
			 agency's bond, identified by person's name or code; servicer's license,
			 identified by person's name or code. These records are primarily maintained in
			 paper copy, with some material generated or maintained in a data processing
			 system.
f. Pesticides. Under Iowa
			 Code chapter 206, the department maintains records regarding the regulation of
			 pesticide use, including but not limited to: Cornmercial pesticide applicator
			 licenses and certifications, identified by person's name or code; private
			 pesticide applicator certification, identified by person's name or code;
			 pesticide product registration, identified by distributor's name or code;
			 pesticide dealer licenses, identified by person's name or code. These records
			 are primarily maintained in paper copy, with some material generated or
			 maintained in a data processing system.
g. Fertilizer Under Iowa Code chapters 200
			 and 201, the department maintains records regarding the regulation of
			 fertilizer use, including but not limited to: fertilizer dealer license,
			 identified by person's name or code; registration of bulk fertilizer,
			 identified by manufacturer's name or code; registration of fertilizer sold in
			 packages of 25 pounds or less, identified by manufacturer's name or code;
			 agricultural limestone license, identified by operator's name or code;
			 fertilizer inspection fee report, identified by manufacturer's name or code;
			 groundwater protection fee report, identified by manufacturer's name or code.
			 These records are primarily maintained in paper copy, with some material
			 generated or maintained in a data processing system.
h. Seed. Under Iowa Code chapter 199, the
			 department maintains records regarding agricultural seeds, including but not
			 limited to: seed permit, identified by person's name or code; seed permit
			 holder's bond, identified by person's name or code. These records are primarily
			 maintained in paper copy, with some material generated or maintained in a data
			 processing system.
i. Feed. Under
			 Iowa Code chapter 198, the department maintains records regarding Cornmercial
			 feed, including but not limited to: feed facility registration, identified by
			 manufacturer's name or code; feed manufacturer's product registration (10
			 pounds or less), identified by manufacturer's name or code; feed manufacturer's
			 product registration (exceeding 10 pounds or in bulk), identified by
			 manufacturer's name or code; semiannual Cornmercial feed tonnage report,
			 identified by manufacturer's name or code; Cornmercial feed tonnage reports,
			 identified by manufacturer's name or code. These records are primarily
			 maintained in paper copy, with some material generated or maintained in a data
			 processing system.
j. Mines and
			 minerals. Under Iowa Code chapters 207 and 208, the department, jointly with
			 the state soil conservation Cornmittee, maintains records regarding mines and
			 minerals, including but not limited to: licensed mine operators, identified by
			 operator's name or code; registered mine sites, identified by operator's name
			 or code; permitted coal mine sites, identified by operator's name or code; coal
			 exploration permits, identified by operator's name or code. These records are
			 primarily maintained in paper copy, with some material generated or maintained
			 in a data processing system.