Ohio Administrative Code › Title 3304 - Opportunities for Ohioans with Disabilities › Chapter 3304-1 - General Rules › Section 3304-1-15 - Employee access to confidential information

Current through all regulations passed and filed through July 1, 2024
(A)
								All personal information systems of the opportunities
			 for Ohioans with disabilities agency (OOD) shall be maintained in accordance
			 with Chapter 1347. of the Revised Code.
(B) For the purposes
			 of this rule, the following definitions apply:
(1) "Access" as a noun means an opportunity
			 to copy, view, or otherwise perceive 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 or 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 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.
(5) "Employee
			 " means each employee of
			 OOD regardless of whether the employee is
			 a public official or public employee.
(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) "Person" means natural person.
(10) "Personal information" has the same
			 meaning as defined in division (E) of section
			 1347.01
			 of the Revised Code.
(11) "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.
(12) "Research" means a methodical
			 investigation into a subject.
(13)
			 "Routine" means common place, regular, habitual or ordinary.
(14) "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
			 OOD's employees that is maintained by
			 OOD
			 for administrative and human resource  purposes.
(15) "System" has the same meaning as defined
			 by division (F) of section
			 1347.01
			 of the Revised Code.
(16) "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.