Ohio Administrative Code › Title 5123 - Department of Developmental Disabilities › Chapter 5123-11 - Distribution of Operating Subsidy › Section 5123-11-01 - Access to confidential personal information maintained by the Ohio department of developmental disabilities

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose
This rule establishes guidelines for
				regulating access to the confidential personal information that is maintained
				by the Ohio department of developmental disabilities.
(B)
								Definitions
For the purposes of this rule, the
				following definitions apply:
(1)
									"Access," when used in this rule as a noun, means an
			 opportunity to copy, view, or otherwise perceive.
(2)
									"Access," when
			 used in this rule as a verb, means to copy, view, or otherwise
			 perceive.
(3)
									"Computer system" means a "system," as defined in
			 section
			 1347.01
			 of the Revised Code, that stores, maintains, or retrieves personal information
			 using electronic data processing equipment.
(4)
									"Confidential
			 personal information" has the same 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.
(5)
									"Department" means the Ohio department of developmental
			 disabilities.
(6)
									"Employee" means each employee of the department
			 regardless of whether he or she holds an elected or appointed office or
			 position within the department.
(7)
									"Incidental
			 contact" means contact with the information that is secondary or tangential to
			 the primary purpose of the activity that resulted in the
			 contact.
(8)
									"Individual" means a natural person or the natural
			 person's authorized representative, legal counsel, legal custodian, or legal
			 guardian.
(9)
									"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.
(10)
									"Person" means a
			 natural person.
(11)
									"Personal information" has the same meaning as defined
			 in division (E) of section
			 1347.01
			 of the Revised Code.
(12)
									"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.
(13)
									"Research" means a methodical investigation into a
			 subject.
(14)
									"Routine" means common place, regular, habitual, or
			 ordinary.
(15)
									"System" has the same meaning as defined in division
			 (F) of section
			 1347.01
			 of the Revised Code.
(16)
									"Upgrade" means a substantial redesign of an existing
			 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.