Ohio Administrative Code › Title 991 - Ohio Expositions Commission › Chapter 991-9 - Confidential Personal Information › Section 991-9-01 - Accessing confidential personal information

Current through all regulations passed and filed through July 1, 2024
Chapter 991-9 of the Administrative
				Code regulates employee access to the confidential personal information that
				OEC retains. OEC has promulgated this chapter in response to section
				 1347.15 
				of the Revised Code.
(A)
								 Definitions for Chapter 991-9 of the Administrative
			 Code:
(1)
									
			 "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.
(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 this rule.
(3)
									 "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.
(4)
									 "Confidential
			 personal information" ("CPI") has the meaning as defined by division (A)(1) of
			 section
			  1347.15 
			 of the Revised Code and identified by rule 991-9-01 of  the Administrative Code.
(5)
									 "Employee of the
			 state agency" means each employee of OEC regardless of whether he/she holds an
			 elected or appointed office or position within OEC. "Employee of the state
			 agency" is limited to OEC.
(6)
									 "Incidental
			 contact" means contact with the information that is secondary or tangential to
			 the primary purpose of the activity that resulted in the
			 contact.
(7)
									 "Individual" means a natural person or the natural
			 person's authorized representative, legal counsel, legal custodian, or legal
			 guardian.
(8)
									 "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.
(9)
									 "OEC" means "the
			 Ohio Expositions Commission."
(10)
									 "Person" means
			 a 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 commonplace, 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 employees and
			 maintained by OEC for internal 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
			 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.