Ohio Administrative Code › Title 3706 - Ohio Air Quality Development Authority › Chapter 3706-3 - Accessing Confidential Personal Information › Section 3706-3-05 - 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 Ohio air quality development
				authority shall do the following:
(A)
								Restricting access: Access to confidential personal
			 information that is kept electronically shall require a password or other
			 authentication measure.
(B)
								
								Acquiring a new computer system: When the Ohio
			 air quality development authority acquires a new computer system that stores,
			 manages or contains confidential personal information, the Ohio air quality
			 development authority shall include a mechanism for recording specific access
			 by employees of the Ohio air quality development authority to confidential
			 personal information in the system.
(C) Upgrading existing computer systems: When the Ohio
			 air quality development authority modifies an existing computer system that
			 stores, manages or contains confidential personal information, the Ohio air
			 quality development authority 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 Ohio air
			 quality development authority to confidential personal information in the
			 system.
(D) Logging requirements
			 regarding confidential personal information in existing computer systems:
(1) The Ohio air quality development
			 authority shall require employees of the Ohio air quality development authority
			 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 Ohio air quality
			 development authority is accessing confidential personal information for
			 official agency 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 Ohio air quality development authority 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 Ohio air quality
			 development authority 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 Ohio air quality development authority 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 makes a request that the
			 Ohio air quality development authority takes 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 Ohio
			 air quality development authority may choose the form or forms of logging,
			 whether in electronic or paper formats.