Ohio Administrative Code › Title 5902 - Governor's Office of Veterans' Affairs › Chapter 5902-5 - Accessing Confidential Personal Information › Section 5902-5-01 - 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 to
				regulate employee access to confidential personal information within the
				department of veterans services, hereafter referred to as "the agency," the following
				definitions apply:
(A) "Access" as a
			 noun means an opportunity to copy, view, or othersie perceive 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 they
								 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 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 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 common place, 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 the agency's employees that is
			 maintained by the agency for 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 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.