4753-11-05 Restricting and logging access to confidential personal information in computerized information systems.

 

 

 

4753-11-05                  Restricting   and   logging   access   to   confidential   personal information in computerized information systems.

 

 

 

For personal information systems that are computer systems and contain confidential personal information, the board 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 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 board 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 a 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 a 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/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 the information kept in the log is to be retained.

Nothing  in  this  rule  limits  the  board  from  requiring  logging  in  any circumstance that it deems necessary.

Effective:	01/01/2011
R.C. 119.032 review dates:	01/01/2016
CERTIFIED ELECTRONICALLY
Certification
08/03/2010
Date
Promulgated Under: Statutory Authority: Rule Amplifies:	119.03 4753.05(A) 1347.15