Ohio Administrative Code › Title 4701 - Accountancy Board › Chapter 4701-2 - Accessing Confidential Personal Information › Section 4701-2-01 - Definitions

Current through all regulations passed and filed through July 1, 2024
(A) "Access" as a
			 noun means an instance of copying, viewing, or otherwise perceiving whereas
			 "access" as a verb means to copy, view, or otherwise perceive.
(B) "Acquisition of a new computer system"
			 means the purchase of a "computer system," as defined in this rule,
			 which is
			 not a computer system currently in place nor one for which the acquisition
			 process has been initiated as of the effective date of the board rule
			 addressing requirements in section
			 1347.15 of the Revised
			 Code.
(C) "Computer system" means a
			 "system," as defined by section
			 1347.01 of the Revised Code,
			 that stores, maintains, or retrieves personal information using electronic data
			 processing equipment.
(D)
			 "Confidential personal information" has the meaning as defined by division
			 (A)(1) of section 1347.15 of the Revised Code and
			 is identified by rules promulgated by the board
			 in accordance with division (B)(3) of section
			 1347.15 of the Revised Code that
			 reference the federal or state statutes or administrative rules
			 which
			 make personal information maintained by the board confidential.
(E) "Employee of the board" means each
			 employee of the accountancy board as well as each member of the accountancy
			 board appointed to the board pursuant to section
			 4701.02 of the Revised
			 Code.
(F) "Incidental contact"
			 means contact with  information that is
			 secondary or tangential to the primary purpose of the activity that resulted in
			 the contact.
(G) "Individual" means
			 a natural person or the natural person's
			 authorized representative, legal counsel, legal custodian, or legal
			 guardian.
(H) "Information owner"
			 means the individual appointed in accordance with division (A) of section
			 1347.05 of the Revised Code to
			 be directly responsible for a system.
(I) "Maintains" means board ownership of,
			 control over, responsibility for, or accountability for systems and includes,
			 but is not limited to, board 
			 information contained
								within a data
			 processing center for storage, management,
			 or dissemination. The board "maintains" all systems of records
			  required by law to be kept by the
			 agency.
(J) "Person" means a
			 natural person.
(K) "Personal
			 information" means any information that describes anything about a person,
			  indicates actions done by or to a
			 person, or  indicates
			  a person possesses certain personal
			 characteristics, and  contains and can be retrieved from a system by a name, identifying number, symbol, or other
			 identifier assigned to a person.
(L) "Personal information system" means a
			 "system" that "maintains" "personal information" as those terms are defined in
			 this rule.
(M)
								"Public record" has the meaning as defined by division
			 (A)(1) of section 149.43 of the Revised
			 Code.
(N) "Research" means a methodical investigation into a
			 subject.
(O) "Routine" means commonplace, regular, habitual, or
			 ordinary.
(P) "Routine information  maintained for the purpose of internal
			 office administration, the use of which would not adversely affect a person"
			 means personal information relating to the board's employees that is maintained
			 by the board for administrative and human resources
			 purposes.
(Q) "System" means any collection or group of related
			 records  kept in an organized
			 manner and  maintained by the
			 board, and from which personal information is retrieved by the name of the
			 person or by some identifying number, symbol, or other identifier assigned to
			 the person. "System" includes both records  manually stored and records  stored using computers. "System" does not include collected
			 archival records in the custody of or administered under the authority if the
			 Ohio historical society, published directories, reference materials or
			 newsletters, or routine information 
			 maintained for the purpose of internal office administration, the use of which
			 would not adversely affect a person.
(R) "Upgrade" means a
			 substantial redesign of an existing system for the purpose of providing a
			 substantial amount of new application functionality, or application
			 modifications that would involve substantial administrative or fiscal resources
			 to implement, but would not include maintenance, minor updates and patches, or
			 modifications that entail a limited addition of functionality due to changes in
			 business or legal requirements.