Ohio Administrative Code › Title 1501 - Department of Natural Resources - Administration and Director › Chapter 1501-8 - Accessing Confidential Personal Information › Section 1501-8-05 - 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
				department 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 department acquires a new
			 computer system that stores, manages or contains confidential personal
			 information, the department shall include a mechanism for recording specific
			 access by employees of the department to confidential personal information in
			 the system.
(C)
								 Upgrading existing computer systems. When the
			 department modifies an existing computer system that stores, manages or
			 contains confidential personal information, the department 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 department to confidential personal information in the
			 system.
(D)
								 Logging requirements regarding confidential personal
			 information in existing computer systems.
(1)
									 The department
			 shall require employees of the department 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 department is accessing confidential personal information for official
			 department 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 department 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 department 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 department 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 that individual.
(ii)
											 The individual
			 makes a request that the department 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 department may choose the form or forms of logging, whether
			 in electronic or paper formats.