3301-2-18. Restricting and logging access to confidential personal information in computerized personal information systems

For personal information systems that are computer systems and contain confidential personal information, the department shall do the following:

(A) Access restrictions. Access to confidential personal information that is kept electronically shall require a password or other authentication measure;

(B) Acquisition of a new computer system. When the department acquires a new computer system that stores, manages, or contains confidential personal information, the department shall include a mechanism for recording specific access by employees of the department to confidential personal information in the system;

(C) Upgrading existing computer systems. When the department modifies an existing computer system that stores, manages, or contains confidential personal information, the department shall make a determination whether the modification constitutes an upgrade. Any upgrades to a computer system shall include a mechanism for recording specific access by employees of the department to confidential personal information in the system;

(D) Existing computer systems. Logging requirements regarding confidential personal information in existing computer systems:

(1) The department shall require employees of the department who access confidential personal information within computer systems to maintain a log that records that access;

(2) Access to confidential information is not required to be entered into the log under the following circumstances:

(a) The employee of the department is accessing confidential personal information for official departmental purposes, including research, and the access is not specifically directed toward a specifically named individual or a group of specifically named individuals;

(b) The employee of the department is accessing confidential personal information for routine office procedures and the access is not specifically directed toward a specifically named individual or a group of specifically named individuals;

(c) The employee of the department comes into incidental contact with confidential personal information and the access of the information is not specifically directed toward a specifically named individual or a group of specifically named individuals;

(d) The employee of the agency accesses confidential personal information about an individual based upon a request made under either of the following circumstances:

(i) The individual requests confidential personal information about himself/herself;

(ii) The individual makes a request that the department takes some action on that individual's behalf and accessing the confidential personal information is required in order to consider or process that request.

(3) For purposes of this paragraph, the department may choose the form or forms of logging, whether in electronic or paper formats.

Five Year Review (FYR) Dates: 05/16/2017 and 05/16/2022
Promulgated Under: 119.03
Statutory Authority: 3301.07, 1347.15
Rule Amplifies: 1347.15
Prior Effective Dates: 9/25/2010

Prior History: (Effective: 11/18/2016
Promulgated Under: 111.15
Statutory Authority: 3301.07, 1347.15
Rule Amplifies: 1347.15
Prior Effective Dates: 9/25/2010)