Ohio Administrative Code › Title 4112 - Ohio Civil Rights Commission › Chapter 4112-8 - Accessing Confidential Personal Information › Section 4112-8-05 - Restricting and logging access to confidential personal information in computerized personal information systems

Current through all regulations passed and filed through July 1, 2024
For personal information systems that
				are computer systems and contain confidential personal information, the
				commission shall do the following:
(A)
								 Access
			 restrictions. Access to confidential personal information that is kept
			 electronically shall require a password or other authentication
			 measure.
(B)
								 Acquisition of a new computer system. When the
			 commission acquires a new computer system that stores, manages or contains
			 confidential personal information, the commission shall include a mechanism for
			 recording specific access by employees of the commission to confidential
			 personal information in the system.
(C)
								 Upgrading
			 existing computer systems. When the commission modifies an existing computer
			 system that stores, manages or contains confidential personal information, the
			 commission shall make a determination whether the modification constitutes an
			 upgrade. Any upgrades to a computer system shall include a mechanism for
			 recording specific access by employees of the commission to confidential
			 personal information in the system.
(D)
								 Logging
			 requirements regarding confidential personal information in existing computer
			 systems.
(1)
									
			 The commission shall require employees of the commission who access
			 confidential personal information within computer systems to maintain a log
			 that records that access.
(2)
									 Access to confidential information is not required to
			 be entered into the log under the following circumstances:
(a)
										 The employee of
			 the commission is accessing confidential personal information for official
			 commission purposes, including research, and the access is not specifically
			 directed toward a specifically named individual or a group of specifically
			 named individuals.
(b)
										 The employee of the commission is accessing
			 confidential personal information for routine office procedures and the access
			 is not specifically directed toward a specifically named individual or a group
			 of specifically named individuals.
(c)
										 The employee of
			 the commission comes into incidental contact with confidential personal
			 information and the access of the information is not specifically directed
			 toward a specifically named individual or a group of specifically named
			 individuals.
(d)
										 The employee of the commission accesses confidential
			 personal information about an individual based upon a request made under either
			 of the following circumstances:
(i)
											 The individual requests confidential personal
			 information about himself/herself.
(ii)
											 The individual,
			 or his or her authorized representative, makes a request that the commission
			 take some action on that individual's behalf and accessing the confidential
			 personal information is required in order to consider or process that
			 request.
(3)
									 For purposes of
			 this paragraph, the commission may choose the form or forms of logging, whether
			 in electronic or paper formats.