Ohio Administrative Code › Title 3301 - Department of Education - Administration and Director › Chapter 3301-2 - Personal Information Systems › Section 3301-2-18 - 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
				will do
				the following:
(A) Access
			 restrictions. Access to confidential personal information that is kept
			 electronically needs 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
			 will
			 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
			 will
			 make a determination whether the modification constitutes an upgrade. Any
			 upgrades to a computer system will include a mechanism for recording specific access
			 by employees of the department to confidential personal information in the
			 system;
(D) Existing computer
			 systems. Logging obligations regarding confidential personal
			 information in existing computer systems:
(1)
			 The department will mandate that 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 necessary to
			 be entered into the log under the following circumstances:
(a) The employee of the department is
			 accessing confidential personal information for official departmental 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 department 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 agency 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
			 department takes some action on that individual's behalf and accessing the
			 confidential personal information is needed 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.