Ohio Administrative Code › Title 4729 - State Board of Pharmacy › Chapter 4729-4 - Pharmacy Technician Training Program › Section 4729-4-02 - Confidential personal information

Current through all regulations passed and filed through July 1, 2024
(A) Procedures for accessing confidential
			 personal information.
For personal information systems, whether manual or computer
				systems, that contain confidential personal information, the board shall do the
				following:
(1) Criteria for accessing
			 confidential personal information. Personal information systems of the board
			 are managed on a "need-to-know" basis whereby the information owner determines
			 the level of access required for an employee of the board to fulfill the
			 employee's job duties. The determination of access to confidential personal
			 information shall be approved by the employee's supervisor and the information
			 owner prior to providing the employee with access to confidential personal
			 information within a personal information system. The board shall establish
			 procedures for determining a revision to an employee's access to confidential
			 personal information upon a change to that employee's job duties including, but
			 not limited to, transfer or termination. Whenever an employee's job duties no
			 longer require access to confidential personal information in a personal
			 information system, the employee's access to confidential personal information
			 shall be removed.
(2) Individual's
			 request for a list of confidential personal information. Upon the signed
			 written request of any individual for a list of confidential personal
			 information about the individual maintained by the board, the board shall do
			 the following:
(a) Verify the identity of the
			 individual by a method that provides safeguards commensurate with the risk
			 associated with the confidential personal information;
(b) Provide to the individual the list of
			 confidential personal information that does not relate to an investigation
			 about the individual or is otherwise not excluded from the scope of Chapter
			 1347. of the Revised Code; and
(c)
			 If all information relates to an investigation about that individual, inform
			 the individual that the board has no confidential personal information about
			 the individual that is responsive to the individual's request.
(3) Notice of invalid access:
(a) Upon discovery of or notification that
			 confidential personal information of a person has been accessed by an employee
			 for an invalid reason, the board shall notify the person whose information was
			 invalidly accessed as soon as practical and to the extent known at the time.
			 However, the board shall delay notification for a period of time necessary to
			 ensure that the notification would not delay or impede an investigation or
			 jeopardize homeland or national security. Additionally, the board may delay the
			 notification consistent with any measures necessary to determine the scope of
			 the invalid access, including which individuals' confidential personal
			 information was invalidly accessed, and to restore the reasonable integrity of
			 the system.
"Investigation" as used in this paragraph means the
				investigation of the circumstances and involvement of an employee surrounding
				the invalid access of the confidential personal information. Once the board
				determines that notification would not delay or impede an investigation, the
				board shall disclose the access to confidential personal information made for
				an invalid reason to the person.
(b) Notification provided by the board shall
			 inform the person of the type of confidential personal information accessed and
			 the date(s) of the invalid access.
(c) Notification may be made by any method
			 reasonably designed to accurately inform the person of the invalid access,
			 including written, electronic, or telephone notice.
(4) Appointment of a data privacy point of
			 contact. The board's executive director shall designate an employee
			 of the board to serve as the data privacy point of contact. The data privacy
			 point of contact shall work with the chief privacy officer within the office of
			 information technology to assist the board with both the implementation of
			 privacy protections for the confidential personal information that the board
			 maintains in
									compliance with section
			 1347.15 of the Revised Code and
			 the rules adopted pursuant to the authority provided by that chapter.
(5) Completion of a privacy impact
			 assessment. The board executive director shall designate an employee of the
			 board to serve as the data privacy point of contact who shall, in a timely manner,
			 complete the privacy impact assessment form developed by the office of
			 information technology.