Ohio Administrative Code › Title 3301 - Department of Education - Administration and Director › Chapter 3301-2 - Personal Information Systems › Section 3301-2-14 - Confidential personal information definitions

Current through all regulations passed and filed through July 1, 2024
For the purposes of rules
				3301-2-15 to
				3301-2-18 of the Administrative
				Code 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.
(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 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
			  department of education
			 and workforce.
(F) "Employee" means each employee of the
			  department of education
			 and workforce.
(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, legal custodian,
			 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
			 department 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 obligations.