Ohio Administrative Code › Title 5913 - Personal Information Systems › Chapter 5913-1 - Accessing Confidential Personal Information › Section 5913-1-01 - Definitions

Current through all regulations passed and filed through July 1, 2024
For the purposes of administrative rules promulgated in
				accordance with section
				 1347.15  of the Revised Code, the
				following definitions apply:
(A)
			 "Access" as a noun means an instance of copying, viewing, or otherwise
			 perceiving whereas "access" as a verb means to copy, view, or otherwise
			 perceive.
(B) "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.
(C) "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.
(D)
			 "Confidential personal information" (CPI) has the meaning as defined by
			 division (A)(1) of section
			  1347.15  of the Revised Code and
			 identified by rules promulgated by the agency in accordance with division
			 (B)(3) of section  1347.15  of the Revised Code that
			 reference the federal or state statutes or administrative rules that make
			 personal information maintained by the agency confidential.
(E) "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.
(F) "Incidental contact" means contact with
			 the information that is secondary or tangential to the primary purpose of the
			 activity that resulted in the contact.
(G) "Individual" means a natural person or
			 the natural person's authorized representative, legal counsel, legal custodian,
			 or legal guardian.
(H) "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.
(I) "Person" means a natural
			 person.
(J) "Personal information"
			 has the same meaning as defined in division (E) of section
			  1347.01  of the Revised
			 Code.
(K) "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.
(L) "Research" means a methodical
			 investigation into a subject.
(M)
			 "Routine" means commonplace, regular, habitual, or ordinary.
(N) "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 employees and maintained by the agency
			 for internal administrative and human resource purposes.
(O) "System" has the same meaning as defined
			 by division (F) of section
			  1347.01  of the Revised
			 Code.
(P) "Upgrade" means a
			 substantial redesign of an existing computer 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.
Five Year Review (FYR) Dates:
				10/16/2015 and
				09/16/2020
Promulgated
				Under:  119.03
Statutory
				Authority:  1347.15(B)
Rule Amplifies:
				 1347.15(B)
Prior Effective Dates:
				9/18/2010