Ohio Administrative Code › Title 3769 - State Racing Commission › Chapter 3769-2 - Administrative Rules › Section 3769-2-41 - 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 commission
				
								will do
				the following:
(A) Access
			 restrictions. Access to confidential personal information that is kept
			 electronically 
								will need a password or other authentication
			 measure.
(B) Acquisition of a new
			 computer system. When the commission acquires a new computer system that
			 stores, manages or contains confidential personal information, the commission
			 
								will
			 include a mechanism for recording specific access by employees of the
			 commission to confidential personal information in the system.
(C) Upgrading existing computer systems. When
			 the commission modifies an existing computer system that stores, manages or
			 contains confidential personal information, the commission
			 
								will
			 make a determination whether the modification constitutes an upgrade. Any
			 upgrades to a computer system 
								will include a mechanism for recording specific
			 access by employees of the commission to confidential personal information in
			 the system.
(D) Logging
			 
								obligations regarding confidential personal
			 information in existing computer systems.
(1)
									Employees of the commission who access confidential
			 personal information within computer systems have
			 to maintain a log that records that access.
(2) Access to confidential information is not
			 
									needed to be entered into the log under the following
			 circumstances:
(a) The employee of the
			 commission is accessing confidential personal information for official
			 commission 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 commission 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 commission 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 commission 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
			 commission takes some action on that individual's behalf and accessing the
			 confidential personal information is 
											needed in
			 order to consider or process that request.
(3) For purposes of this paragraph, the
			 commission may choose the form or forms of logging, whether in electronic or
			 paper formats.