Ohio Administrative Code › Title 3334 - Ohio Tuition Trust Authority › Chapter 3334-1 - General Provisions › Section 3334-1-19 - 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
				authority 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 authority acquires a new
			 computer system that stores, manages or contains confidential personal
			 information, the authority shall include a mechanism for recording specific
			 access by employees of the authority to confidential personal information in
			 the system.
(C)
								 Upgrading existing computer systems. When the
			 authority modifies an existing computer system that stores, manages or contains
			 confidential personal information, the authority 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 authority to confidential personal information in the system.
(D)
								
			 Logging requirements regarding confidential personal information in existing
			 computer systems.
(1)
									 The authority shall require employees of the authority
			 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 authority is accessing
			 confidential personal information for official authority 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 authority 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 authority 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 authority 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 authority 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 authority may choose the form or forms of logging, whether
			 in electronic or paper formats.