Iowa Administrative Code
Agency 17 - AGING, DEPARTMENT ON
Chapter 19 - PUBLIC RECORDS AND FAIR INFORMATION PRACTICES
Rule 17-19.14 - Personally identifiable information
Current through Register Vol. 46, No. 19, March 20, 2024
This rule describes the nature and extent of personally identifiable information which is collected, maintained, and retrieved by the agency by personal identifier in record systems as defined in rule 17-19.1 (17A,22). For each record system, this rule describes the legal authority for collection of that information, the means of storage of that information and indicates whether a data processing system matches, collates, or permits the comparison of personally identifiable information in one record system with personally identifiable information in another record system. Some of the record systems described in the accompanying chart as "open" may contain confidential information under subrule 19.13(2). The record systems maintained by the agency are: Abbreviations are used in the chart as follows:
Code Meaning
O/C
The record is partly open and partly confidential.
O
The records are open for public inspection.
C
The records are confidential and are not open to the public.
PI
Personally identifiable information.
NA
Not Applicable.
| DESCRIPTION OF RECORD | TYPE OF RECORD | LEGAL AUTHORITY FOR CONFIDENTIALITY | PERSONALLY IDENTIFIABLE INFORMATION | LEGAL AUTHORITY FOR PI INFORMATION |
| Record of Commission and Statutory Committees | O/C | Iowa Code 21.5(4) | No | NA |
| Rule Making | O | NA | No | NA |
| Declaratory Rulings | o | NA | No | NA |
| Rules and Policy Manuals | o | NA | No | NA |
| State Plans | o | NA | No | NA |
| Publications | o | NA | No | NA |
| Statistical Reports | o | NA | No | NA |
| Financial and Administrative Records | o | NA | No | NA |
| Contracts and Interagency Agreements | o | NA | No | NA |
| Grant Records | ||||
| * Title III | o | NA | No | NA |
| * Title V | o | NA | No | NA |
| * Discretionary | o | NA | No | NA |
| * USDA | o | NA | No | NA |
| * Title IV | o | NA | No | NA |
| Program Records | ||||
| * Notice of Grant Awards | O | NA | No | NA |
| * Senior Community Service Employment | o/c | 20CFR 674.203b-3 | Yes | 20CFR 674.203b-3 |
| name address age race eligibility info. area medical info. phone no. | ||||
| * Elder Abuse | o | NA | No | NA |
| * Retired Iowan Employment | o | NA | No | NA |
| * Elderlaw | o | NA | No | NA |
| * Retired Senior Volunteer | o | NA | No | NA |
| * Elderly Services | o | NA | No | NA |
| * Insurance Information | o | NA | No | NA |
| * Alzheimer's Disease | o | NA | No | NA |
| * JTPA | o | NA | No | NA |
| * Long-Term Care Coordinating Unit | o | NA | No | NA |
| * Housing | o | NA | Yes | Iowa Code |
| * Advocacy | 231.23 | |||
| * Training Information | o | NA | name address Yes | Iowa Code 231.23 |
| Care Review Committees | o | NA | name address Yes | Iowa Code 231.44 |
| name address county PSA phone no. training info. | ||||
| Older Iowan Legislature | O | NA | Yes name address PSA district phone no. | Iowa Code 231.23 |
| State Advisory Council | O | NA | Yes name address phone no. PSA | Iowa Code 231.23 |
| Ombudsman Complaints | c | Iowa Code 135C.37, 231.42 | Yes name address county facility level of care lie. administrator patient pay status complainant complaint description cat. receiver of complaint investigator method & date verification scope of facility complaint | Iowa Code 135C.37 231.42 |
| Newsletter Mailing Lists, Conference Lists, Interested Individuals and Group Lists, Resource Lists | o | NA | Yes name address telephone no. | Iowa Code 231.23 |
| Centenarians Registry | O | NA | Yes name address area county facility phone no. birth date death date sex | Iowa Code 231.23 |
(1) Litigation files. These files or records contain information regarding litigation or anticipated litigation, which includes judicial and administrative proceedings. The records include briefs, depositions, docket sheets, documents, correspondence, attorney's notes, memoranda, research materials, witness information, investigation materials, information compiled under the direction of the attorney, and case management records. The files contain materials which are confidential as attorney work product and attorney-client communications. Some materials are confidential under other applicable provisions of law or because of a court order. Persons wishing copies of pleadings and other documents filed in litigation should obtain them from the clerk of the appropriate court which maintains the official copy.
(2) Personnel files. The agency maintains files containing information about employees, families and dependents, and applicants for positions with the agency. The files include payroll records, biographical information, medical information relating to disability, performance reviews and evaluations, disciplinary information, information required for tax withholding, information concerning employee benefits, affirmative action reports, and other information concerning the employer-employee relationship. Some of this information is confidential under Iowa Code section 22.7(11).
