Ohio Administrative Code › Title 107 - Governor's Residence Advisory Commission › Chapter 107-2 - Accessing Confidential Personal Information › Section 107-2-05 - Restricting and logging access to confidential 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
				governor's office 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
			 governor's office acquires a new computer system that stores, manages or
			 contains confidential personal information, the governor's office shall include
			 a mechanism for recording specific access by employees of the governor's office
			 to confidential personal information in the system.
(C)
								 Upgrading
			 existing computer systems. When the governor's office modifies an existing
			 computer system that stores, manages or contains confidential personal
			 information, the governor's office 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 of the
			 governor's office to confidential personal information in the
			 system.
(D)
								 Logging requirements regarding confidential personal
			 information in existing computer systems.
(1)
									 The governor's
			 office shall require employees of the governor's office 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 of
			 the governor's office is accessing confidential personal information for
			 official agency 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 of
			 the governor's office 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 of the governor's office 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 of
			 the governor's office 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 governor's office 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 governor's office
			 may choose the form or forms of logging, whether in electronic or paper
			 formats.