Ohio Administrative Code › Title 117 - Auditor of State › Chapter 117-12 - Personal Information Systems › Section 117-12-01 - Personal information systems- definitions

Current through all regulations passed and filed through July 1, 2024
The Ohio auditor of state herein establishes a rule for the
				protection of confidential personal information. Ohio auditor of state systems
				maintained in the regular course of business that contain personal information
				that is confidential in nature will be accessed in accordance with this rule
				established pursuant to division (B) of section
				1347.15
				of the Revised Code.
(A) Definitions
(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 the auditor of state rule
			 addressing requirements in section
			 1347.15
			 of the Revised Code.
(3) "Computer
			 system" means a "system," as defined by division (F) of 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 meaning as defined by division (A)(1) of section
			 1347.15
			 of the Revised Code and identified by rules promulgated by the auditor of state
			 in accordance with division (B)(3) of section
			 1347.15
			 of the Revised Code that reference the federal or state statutes of
			 administrative rules that make personal information maintained by the auditor
			 of state confidential.
(5)
			 "Employee of the state auditor of state" means each employee of the auditor of
			 state regardless of whether he/she holds an elected or appointed office or
			 position.
(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 or
			 the natural person's authorized representative, legal counsel, legal custodian,
			 or legal guardian.
(8)
			 "Informational 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 defined in division (E) of section
			 1347.01
			 of the Revised Code.
(11)
			 "Research" means a methodical investigation into a subject.
(12) "Routine" means commonplace, regular,
			 habitual, or ordinary.
(13)
			 "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 employees and
			 maintained by the auditor of state for internal administrative and human
			 resource purposes.
(14) "System"
			 has the same meaning as defined by division (F) of section
			 1347.01
			 of the Revised Code.
(15) "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.