123-4-03. Valid reasons for accessing confidential personal information

Pursuant to the requirements of division (B)(2) of section 1347.15 of the Revised Code, this rule contains a list of valid reasons, directly related to the agency's exercise of its powers or duties, for which only employees of the agency may access confidential personal information (CPI) regardless of whether the personal information system is a manual system or computer system:

Performing the following functions constitute valid reasons for authorized employees of the agency to access confidential personal information:

(A) Responding to a public records request;

(B) Responding to a request from an individual for the list of CPI the agency maintains on that individual;

(C) Administering a constitutional provision or duty;

(D) Administering a statutory provision or duty;

(E) Administering an administrative rule provision or duty;

(F) Complying with any state or federal program requirements;

(G) Processing or payment of claims or otherwise administering a program with individual participants or beneficiaries;

(H) Auditing purposes;

(I) Licensure, permit, eligibility, filing, certifications or other similar processes;

(J) Investigation or law enforcement purposes;

(K) Administrative hearings;

(L) Litigation, complying with an order of the court, or subpoena;

(M) Human resource matters, including but not limited to hiring, promotion, demotion, discharge, salary and compensation issues, leave requests and related issues, time card approvals and related issues;

(N) Complying with an executive order or policy;

(O) Complying with an agency policy or a state administrative policy issued by the department of administrative services, the office of budget and management or other similar state agency; or

(P) Complying with a collective bargaining agreement provision.

Five Year Review (FYR) Dates: 08/01/2016 and 07/31/2021
Promulgated Under: 119.03
Statutory Authority: R.C. 1347.15
Rule Amplifies: R.C. 1347.15
Prior Effective Dates: 7/31/2011

Prior History: (Effective: 07/31/2011
R.C. 119.032 review dates: 07/31/2016
Promulgated Under: 119.03
Statutory Authority: 1437.15
Rule Amplifies: 1437.15)