Ohio Administrative Code › Title 5501 - Department of Transportation - Administration and Director › Chapter 5501-4 - Accessing Confidential Personal Information › Section 5501-4-05 - 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 department 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 department acquires a new computer system that stores, manages or
			 contains confidential personal information, the department shall include a
			 mechanism for recording specific access by employees of the department to
			 confidential personal information in the system.
(C) Upgrading existing computer systems. When
			 the department modifies an existing computer system that stores, manages or
			 contains confidential personal information, the department 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 department to confidential personal information in the
			 system.
(D) Logging requirements
			 regarding confidential personal information in existing computer systems.
(1) The department shall require employees of
			 the department 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 department is
			 accessing confidential personal information for official department 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 agency 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 department 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 department 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 herself/himself.
(ii) The individual makes a request that the
			 department 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
			 department may choose the form or forms of logging, whether in electronic or
			 paper formats.