Ohio Administrative Code › Title 3332 - State Board of Career Colleges and Schools › Chapter 3332-1 - General Provisions › Section 3332-1-27 - Personal information systems definitions

Current through all regulations passed and filed through July 1, 2024
For the purposes of administrative
				rules promulgated in accordance with section
				1347.15 of the Revised Code, the
				following definitions apply:
(A)
								 "Access" as a
			 noun means an instance of copying, viewing, or otherwise perceiving whereas
			 "access" as a verb means to copy, view, or otherwise perceive.
(B)
								 "Acquisition of
			 a new computer system" means the purchase of a "computer system," as defined in
			 this rule, that is not a computer system currently in place nor one for which
			 the acquisition process has been initiated as of the effective date of the
			 board rule addressing requirements in section
			 1347.15 of the Revised
			 Code.
(C)
								 "Board" means the Ohio state board of career colleges
			 and schools.
(D)
								 "Computer system" means a "system," as defined by
			 section 1347.01 of the Revised Code,
			 that stores, maintains, or retrieves personal information using electronic data
			 processing equipment.
(E)
								 "Confidential personal information" (CPI) has the
			 meaning as defined by division (A)(1) of section
			 1347.15 of the Revised Code and
			 identified by rules promulgated by the board in accordance with division (B)(3)
			 of section 1347.15 of the Revised Code that
			 reference the federal or state statutes or administrative rules that make
			 personal information maintained by the board confidential.
(F)
								 "Employee of the
			 board" means each employee of the board regardless of whether he/she holds an
			 elected or appointed office or position within the board. "Employee of the
			 board" is limited to the board of career colleges and schools.
(G)
								 "Incidental
			 contact" means contact with the information that is secondary or tangential to
			 the primary purpose of the activity that resulted in the contact.
(H)
								
			 "Individual" means a natural person or the natural person's authorized
			 representative, legal counsel, legal custodian, or legal guardian.
(I)
								
			 "Information owner" means the individual appointed in accordance with division
			 (A) of section 1347.05 of the Revised Code to
			 be directly responsible for a system.
(J)
								 "Person" means a
			 natural person.
(K)
								 "Personal information" has the same meaning as defined
			 in division (E) of section
			 1347.01 of the Revised
			 Code.
(L)
								 "Personal information system" means a "system" that
			 "maintains" "personal information" as those terms are defined in section
			 1347.01 of the Revised Code.
			 "System" includes manual and computer systems.
(M)
								 "Research" means
			 a methodical investigation into a subject.
(N)
								 "Routine" means
			 commonplace, regular, habitual, or ordinary.
(O)
								 "Routine
			 information that is maintained for the purpose of internal office
			 administration, the use of which would not adversely affect a person" as that
			 phrase is used in division (F) of section
			 1347.01 of the Revised Code
			 means personal information relating to the board's employees and maintained by
			 the board for internal administrative and human resource purposes.
(P)
								
			 "System" has the same meaning as defined by division (F) of section
			 1347.01 of the Revised
			 Code.
(Q)
								 "Upgrade" means a substantial redesign of an existing
			 computer system for the purpose of providing a substantial amount of new
			 application functionality, or application modifications that would involve
			 substantial administrative or fiscal resources to implement, but would not
			 include maintenance, minor updates and patches, or modifications that entail a
			 limited addition of functionality due to changes in business or legal
			 requirements.
Five Year Review (FYR) Dates:
				10/10/2018 and
				10/10/2023
Promulgated
				Under: 119.03
Statutory
				Authority: 1347.15,
				3332.031
Rule
				Amplifies: 1347.15
Prior
				Effective Dates: 11/01/2011