Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-22 - ODJFS Practices - Release of Information and Investigations › Section 5101:9-22-16 - Employee access to confidential personal information

Current
			 through all regulations passed and filed through July 1,
			 2024
(A) Definitions.
For the purposes of rules promulgated by this agency in
				accordance with section
				1347.15 of the Revised Code, the
				following definitions apply:
(1)
			 "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.
(2) "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 this
			 rule.
(3) "Computer system" means a
			 "system," as defined in section
			 1347.01 of the
Revised Code, that stores, maintains, or retrieves personal
				information using electronic data processing equipment.
(4) "Confidential personal information" (CPI)
			 has the same meaning that it does
			 in division (A)(1) of section
			 1347.15 of the Revised Code. The
			 appendix to this rule identifies, in accordance with division (B)(3) of section
			 1347.15 of the Revised Code, the
			 federal statutes and regulations and state statutes and administrative rules
			 that make personal information maintained by the agency confidential.
(5) "Employee of the state agency" means each
			 employee of a state agency regardless of whether he or she holds an elected or
			 appointed office or position within the state agency. "Employee of the state
			 agency" is limited to the specific employing state agency.
(6) "Incidental contact" means contact with
			 the information that is secondary or tangential to the primary purpose of the
			 activity that resulted in the contact.
(7) "Individual" means a natural person and
			 in the context used in division (C)(1) (b) of section
			 1347.15 of the Revised Code, and
			 paragraph (E)(4)(b)(iv) of this rule, means the subject of the confidential
			 personal information, or the
			  authorized representative, legal counsel, legal
			 custodian or legal guardian of the subject of the
			 confidential personal information, or any other similarly situated
			 person who is permitted under state or federal law
			 to act
			 on behalf of, or in furtherance of, the interests of the subject of the
			 confidential personal information, such as an executor
			 or administrator appointed by the court or individual granted power of attorney
			 by the subject of the information. "Individual" does not include an
			 opposing party in litigation, or the opposing party's legal counsel, or an
			 investigator, auditor or any other party who is not acting on behalf of, or in
			 furtherance of the interests of, the subject of the confidential personal
			 information, even if such individual has obtained a signed release from the
			 subject of the confidential personal information.
(8) "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.
(9) "Person" means a natural
			 person.
(10) "Personal information"
			 has the same meaning as it does in division (E) of section
			 1347.01 of the Revised Code.
(11) "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 both records that are manually stored
			 and records that are stored using electronic data processing
			 equipment.
(12) "Research"
			 means a methodical investigation into a subject.
(13) "Routine" means commonplace, regular,
			 habitual, or ordinary.
(14)
			 "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 ODJFS
			 employees and maintained by the agency for internal administrative and human
			 resource purposes.
(15) "System"
			 has the same meaning as it does in division (F) of section
			 1347.01 of the Revised
			 Code.
(16) "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.