Ohio Administrative Code › Title 3375 - State Library Board › Chapter 3375-5 - Accessing Confidential Personal Information › Section 3375-5-01 - Definitions

Current through all regulations passed and filed through July 1, 2024
Except where another definition is
				specified for the purposes of section
				 1347.15 
				of the Revised Code and Chapters 3375-5-01 to 3375-5-05 of the Administrative
				Code:
(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:
				10/14/2016 and
				10/14/2021
Promulgated
				Under:
				 119.03
Statutory Authority:
				 3375.01,
				 1347.15
Rule Amplifies:
				 1347.15
Prior Effective Dates:
				8/12/2011