Ohio Administrative Code › Title 122 - Development Services Agency › Division 128 - Data Center Tax Exemption › Chapter 122-6 - Confidential Personal Information › Section 122-6-01 - Access to confidential personal information

Current through all regulations passed and filed through July 1, 2024
(A) Definitions
For the purposes of administrative rules promulgated in
				  accordance with section
				  1347.15 of the Revised Code, the
				  following definitions apply:
(1)
				"Access" as a noun means an opportunity to copy, view, or otherwise perceive
				whereas "access" as a verb means to copy, view, or otherwise
				perceive.
(2) "Acquisition of a new
				computer system" means the purchase of a "computer system," as defined in this
				rule, that 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 agency
				rule addressing requirements in section
				1347.15 of the Revised
				Code.
(3) "Computer system" means a
				"system," as defined by section
				1347.01 of the Revised Code,
				which stores, maintains, or retrieves personal information using electronic
				data processing equipment.
(4)
				"Confidential personal information" (CPI) means personal information that is
				not a public record for the purposes of section
				149.43 of the Revised Code as
				defined by division (A)(1) of section
				1347.15 of the Revised
				Code.
(5) "Employee of the state
				agency" means each employee of a state agency regardless of whether he/she
				holds an elected or appointed office or position within the state agency.
				"Employee of the state agency" is limited to the specific employing state
				agency.
(6) "Incidental contact"
				means contact with the information that is secondary or tangential to the
				primary purpose of the activity that resulted in the contact.
(7) "Individual" means a natural person or
				the natural person's authorized representative, legal counsel, legal custodian
				or legal guardian.
(8) "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.
(9) "Office of information technology" refers
				to the office that is part of the department of administrative
				services.
(10) "Person" means a
				natural person.
(11) "Personal
				information" has the same meaning as defined in division (E) of section
				1347.01 of the Revised
				Code.
(12) "Personal information
				system" means a "system" that "maintains" "personal information" as those terms
				are defined in section
				1347.01 of the Revised Code.
				"System" includes manual and computer systems.
(13) "Privacy impact assessment" form refers
				to the document developed by the office of information technology pursuant to
				division (C)(2) of section
				1347.15 of the Revised
				Code.
(14) "Research" means a
				methodical investigation into a subject.
(15) "Routine" means common place, regular,
				habitual, or ordinary.
(16)
				"Routine information that is maintained for the purpose of internal office
				administration, the use of which would not adversely affect a person" as that
				phrase is used in division (F) of section
				1347.01 of the Revised Code
				means personal information relating to the agency's employees that is
				maintained by the agency for administrative and human resource
				purposes.
(17) "System" has the
				same meaning as defined by division (F) of section
				1347.01 of the Revised
				Code.
(18) "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, including
				modifications due to changes in business or legal requirements.