Ohio Administrative Code › Title 4123 - Bureau of Workers' Compensation › Chapter 4123-16 - Personal Information Systems › Section 4123-16-01 - Definitions

Current through all regulations passed and filed through July 1, 2024
(A) "Combination of
			 systems" means a unification of systems that belong to more than one agency, or
			 to an agency and another organization, into a single system in which the
			 records that belong to each agency or organization may or may not be obtainable
			 by the others.
(B) "Computer
			 readable" means in a form capable of being sensed by optical, electronic, or
			 some other mechanical means which is used in connection with electronic data
			 processing equipment. Computer readable includes storage in magnetic cord
			 memories, punched cards, paper tape, magnetic media, and specifically marked
			 forms capable of being decoded by optical scanners or other similar
			 devices.
(C) "Data subject" means
			 the person who is the subject of the record.
(D) "Administrator" means the administrator
			 of the bureau of workers' compensation.
(E) "Bureau" means the bureau of workers'
			 compensation.
(F) "Disclosure of
			 personal information" is any action which reveals personal information in a
			 personal information system to any individual or organization other than
			 employees of the state agency who must use the personal information in the
			 performance of their assigned duties.
(G) "Electronic data processing equipment"
			 means a machine or group of interconnected machines, consisting of input,
			 storage, computing, control and output devices where electronic circuitry is
			 used to perform arithmetic and logical operations, using internally stored or
			 externally controlled programmed instructions. Electronic data processing
			 equipment does not include accounting and bookkeeping machines, office
			 calculators, magnetic card typewriters, and other similar devices. Electronic
			 data processing equipment includes terminals which are linked to
			 computers.
(H) "Interconnection of
			 systems" means a linking of systems that belong to more than one agency or to
			 an agency and other organizations, which linking of systems results in a system
			 that permits each agency or organization involved in the linking to have
			 unrestricted access to the systems of the other agencies and
			 organizations.
(I) "Maintains"
			 means state agency ownership of, control over, responsibility for, or
			 accountability for systems and includes, but is not limited to, state agency
			 depositing of information with a data processing center for storage,
			 processing, or dissemination. An agency maintains all systems of records which
			 are required by law to be kept by the agency.
(J) "Person" includes any individual,
			 corporation, business trust, estate, trust, partnership, or
			 association.
(K) "Personal
			 information" means any information that describes anything about a person, or
			 indicates actions done by or to a person, or indicates that a person possesses
			 certain personal characteristics, and that contains, and can be retrieved from
			 a system by a name, identifying number, symbol, or other identifier assigned to
			 a person.
(L) "System" means any
			 collection or group of related records that are kept in an organized manner and
			 that are maintained by a state agency, and from which personal information is
			 retrieved by the name of the person or by some identifying number, symbol, or
			 other identifier assigned to the person. System includes both records that are
			 manually stored and records that are stored using electronic data processing
			 equipment. System does not include collected archival records in the custody of
			 or administered under the authority of the Ohio history
			 connection, published directories, reference materials or newsletters, or
			 routine information that is maintained for the purpose of internal office
			 administration, the use of which would not adversely affect a person.
(M) "Use of personal information" is any
			 action which causes personal information in a personal information system to be
			 referenced, processed, or disseminated. The disclosure of personal information
			 is a use of personal information.
Effective: 5/20/2018
Five Year
				Review (FYR) Dates: 3/5/2018 and
				05/01/2022
Promulgated
				Under: 119.03
Statutory
				Authority: 4121.12,
				4121.121
Rule
				Amplifies: 1347.05
Prior
				Effective Dates: 03/15/1982,
				10/14/2002