Ohio Administrative Code › Title 3318:1 - Ohio Schools Facilities Commission › Chapter 3318:1-2 - Accessing Confidential Personal Information › Section 3318:1-2-05 - 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
				school facilities 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 or agents 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 or agents 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 or agents 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 or agent 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 or
			 agent 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 or agent 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 or
			 agent 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
			 makes a request that the commission 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 commission may choose the form or forms of logging, whether
			 in electronic or paper formats.