Ohio Administrative Code › Title 3318 - Facilities Construction Commission › Chapter 3318-2 - Accessing Confidential Personal Information › Section 3318-2-05 - Restricting and logging access to personal information in computerized personal information systems

Current through all regulations passed and filed through July 1, 2024
For personal information systems that
				are computer systems and contain confidential personal information, the Ohio
				facilities construction commission shall do the following:
(A)
								 Access
			 restrictions. Access to confidential personal information that is kept
			 electronically shall require a password or other authentication
			 measure.
(B)
								 Acquisition of a new computer system. When the
			 commission acquires a new computer system that stores, manages or contains
			 confidential personal information, the commission shall include a mechanism for
			 recording specific access by employees or agents of the commission to
			 confidential personal information in the system.
(C)
								 Upgrading
			 existing computer systems. When the commission modifies an existing computer
			 system that stores, manages or contains confidential personal information, the
			 commission shall make a determination whether the modification constitutes an
			 upgrade. Any upgrades to a computer system shall include a mechanism for
			 recording specific access by employees or agents of the commission to
			 confidential personal information in the system.
(D)
								 Logging
			 requirements regarding confidential personal information in existing computer
			 systems.
(1)
									
			 The commission shall require employees or agents of the commission who access
			 confidential personal information within computer systems to maintain a log
			 that records that access.
(2)
									 Access to confidential information is not required to
			 be entered into the log under the following circumstances:
(a)
										 The employee or
			 agent of the commission is accessing confidential personal information for
			 official commission purposes, including research, and the access is not
			 specifically directed toward a specifically named individual or a group of
			 specifically named individuals.
(b)
										 The employee or
			 agent of the commission is accessing confidential personal information for
			 routine office procedures and the access is not specifically directed toward a
			 specifically named individual or a group of specifically named
			 individuals.
(c)
										 The employee or agent of the commission comes into
			 incidental contact with confidential personal information and the access of the
			 information is not specifically directed toward a specifically named individual
			 or a group of specifically named individuals.
(d)
										 The employee or
			 agent of the commission accesses confidential personal information about an
			 individual based upon a request made under either of the following
			 circumstances:
(i)
											 The individual requests confidential personal
			 information about himself/herself.
(ii)
											 The individual
			 makes a request that the commission takes some action on that individual's
			 behalf and accessing the confidential personal information is required in order
			 to consider or process that request.
(3)
									 For purposes of
			 this paragraph, the commission may choose the form or forms of logging, whether
			 in electronic or paper formats.