Ohio Administrative Code › Title 4112 - Ohio Civil Rights Commission › Chapter 4112-8 - Accessing Confidential Personal Information › Section 4112-8-01 - Definitions for accessing confidential personal information

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, 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 commission 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 commission 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 commission mandatorily
			 confidential.
(E)
								 "Employee of the Commission" means each employee of
			 the commission regardless of whether he/she holds an elected or appointed
			 office or position within the commission.
(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 a 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 a
			 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
			 commonplace, 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 employees, potential employees or former
			 employees, and maintained by the commission for internal 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
			 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.
Five Year Review (FYR) Dates:
				8/30/2018 and
				08/30/2023
Promulgated
				Under: 119.03
Statutory
				Authority: 119.03,
				4112.04,
				1347.15
Rule
				Amplifies: 1347.15
Prior
				Effective Dates: 09/01/2013