Ohio Administrative Code › Title 5913 - Personal Information Systems › Chapter 5913-1 - Accessing Confidential Personal Information › Section 5913-1-06 - 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 agency 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 agency acquires a new computer system that stores, manages or contains
			 confidential personal information, the agency shall include a mechanism for
			 recording specific access by employees of the agency to confidential personal
			 information in the system.
(C)
			 Upgrading existing computer systems. When the agency modifies an existing
			 computer system that stores, manages or contains confidential personal
			 information, the agency 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 agency to
			 confidential personal information in the system.
(D) Logging requirements regarding
			 confidential personal information in existing computer systems.
(1) The agency shall require employees of the
			 agency 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 agency is accessing
			 confidential personal information for official agency 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 agency 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 agency 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 agency 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
			 agency 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
			 agency may choose the form or forms of logging, whether in electronic or paper
			 formats.