Ohio Administrative Code › Title 1301 - Department of Commerce - Administration and Director › Chapter 1301-1 - Notice of Rules › Section 1301-1-03 - Procedures for accessing confidential personal information

Current through all regulations passed and filed through July 1, 2024
(A)
								 For the purposes
			 of this rule 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 this rule.
(3)
									 "Agency" means
			 the department of commerce and includes the divisions thereof.
(4)
									 "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.
(5)
									 "Confidential personal information" (CPI) has the
			 meaning as division (A)(1) of section
			 1347.15 of the Revised Code and
			 as identified by this rule promulgated in accordance with division (B)(3) of
			 section 1347.15 of the Revised Code,
			 which includes references to the federal or state statutes or administrative
			 rules that make personal information maintained by the agency
			 confidential.
(6)
									 "Employee of the state agency" means each employee of
			 the agency regardless of whether he/she holds an elected or appointed office or
			 position within the agency.
(7)
									 "Incidental
			 contact" means contact with the information that is secondary or tangential to
			 the primary purpose of the activity that resulted in the contact.
(8)
									
			 "Individual" means natural person or the natural person's authorized
			 representative, legal counsel, legal custodian, or legal guardian.
(9)
									
			 "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.
(10)
									 "Person" means
			 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)
									 "Research"
			 means a methodical investigation into a subject.
(14)
									 "Routine" means
			 common place, regular, habitual, or ordinary.
(15)
									 "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.
(16)
									
			 "System" has the same meaning as defined by division (F) of section
			 1347.01 of the Revised
			 Code.
(17)
									 "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.