Ohio Administrative Code › Title 109 - Attorney General › Chapter 109-4 - Accessing Confidential Personal Information › Section 109-4-01 - Definitions

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 office
			 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 by
			 division (A) (1) of section
			 1347.15 of the Revised Code and
			 identified by rules promulgated by the office in accordance with division
			 (B)(3) of section 1347.15 of the Revised Code that
			 reference the federal or state statutes, administrative rules or case law that
			 make personal information maintained by the office mandatorily confidential.
(E) "Employee of the office"
			 
								means a full-time or part-time employee, except as
			 otherwise provided in section
			 1347.04 of the Revised Code;
			 permanent, temporary or intermittent employees; interns and externs;
			 consultants, and contractors of the AGO who gain access to AGO physical
			 facilities or data or electronic and paper systems that are determined to
			 contain CPI, as defined in section
			 1347.15 of the Revised
			 Cod.
(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 office for internal administrative and human
			 resource purposes.
(O) "System" has
			 the same meaning as defined in 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.
Effective: 4/18/2016
Five Year
				Review (FYR) Dates: 02/01/2016 and
				04/11/2021
Promulgated
				Under: 119.03
Statutory
				Authority: 1347.15(B)
Rule Amplifies:
				1347.15
Prior
				Effective Dates: 2/01/2011