4758-20-06 Restricting and logging access to confidential personal information in computerized personal information systems.

 

 

 

4758-20-06                  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 board shall do the following shall apply:

 

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

 

(C)  Upgrading existing computer systems. When the board modifies an existing computer system that stores, manages or contains confidential personal information,  the board 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 board to confidential personal information in the system.

 

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

 

(1)     The board shall require employees of the board 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 board is accessing confidential personal information for official agency 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 board is accessing confidential personal information for routine office procedures and the access is not specifically directed toward a specifically named individual or group of specifically named individuals.

 

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

 

 

specifically named individuals.

(d)    The employee of the board 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 or herself.

(ii)   The individual makes a request that the board 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 board may choose the form or forms of logging, whether in electronic or paper formats.

(E)  Log management. The board shall issue a policy that specifies the following:

(1)   Who shall maintain the log;

(2)   What information shall be captured in the log;

(3)   How the log is to be stored; and

(4)   How long information kept in the log is to be retained.

(F)   Nothing in this rule limits the board from requiring logging in any circumstances that it deems necessary.

Effective:                                                             09/01/2016

Five Year Review (FYR) Dates:                         05/19/2016 and 09/01/2021

CERTIFIED ELECTRONICALLY

Certification

08/15/2016

Date

Promulgated Under:                           119.03

Statutory Authority:                           4758.20

Rule Amplifies:                                  1347.15

Prior Effective Dates:                         10/1/10