Ohio Administrative Code › Title 5501 - Department of Transportation - Administration and Director › Chapter 5501-4 - Accessing Confidential Personal Information › Section 5501-4-01 - Confidential personal information

Current through all regulations passed and filed through July 1, 2024
For purposes of administrative rules promulgated in accordance
				with section
				 1347.15 
				of the Revised Code, the following definitions apply:
(A) "Access" as a noun means an instance of
			 copying, viewing, or otherwise perceiving 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 department 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 in division (A)(1) of section
			  1347.15 
			 of the Revised Code and identified by rules promulgated by the department 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
			 department confidential.
(E)
			 "Department" means the Ohio department of transportation unless otherwise
			 identified.
(F) "Employee of the
			 department" means each employee of the department regardless of whether he/she
			 holds an elected or appointed office or position within the department.
			 "Employee of the department" is limited to the department of transportation as
			 the employer.
(G) "Incidental
			 contact" means contact with the information that is secondary or tangential to
			 the primary purpose of the activity that resulted in the contact.
(H) "Individual" means a natural person or
			 the natural person's authorized representative, legal counsel, or legal
			 guardian.
(I) "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.
(J) "Person" means a natural
			 person.
(K) "Personal information"
			 has the same meaning as defined in division (E) of section
			  1347.01 
			 of the Revised Code.
(L) "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.
(M) "Research" means a methodical
			 investigation into a subject.
(N)
			 "Routine" means commonplace, regular, habitual, or ordinary.
(O) "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 employees and
			 maintained by the agency for internal administrative and human resource
			 purposes.
(P) "System" has the same
			 meaning as defined by division (F) of section
			  1347.01 
			 of the Revised Code.
(Q) "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.
Effective:
				12/7/2017
Five Year Review (FYR) Dates:
				9/8/2017 and
				12/07/2022
Promulgated
				Under:
				 119.03
Statutory Authority:
				 1347.15
Rule Amplifies:
				 1347.15
Prior Effective Dates:
				07/31/2011