New York Codes, Rules and Regulations
Title 4 - DEPARTMENT OF CIVIL SERVICE
Chapter IV - Regulations Of The State Civil Service Commission (commission's Regulations)
Part 60 - Access To Personal Information
Section 60.2 - Definitions

Universal Citation: 4 NY Comp Codes Rules and Regs ยง 60.2

Current through Register Vol. 46, No. 12, March 20, 2024

For the purposes of this Part:

(a) The term commission means the New York State Civil Service Commission.

(b) The term department or Department of Civil Servicemeans the New York State Department of Civil Service.

(c) The term committee means the Committee on Open Government.

(d) The term data subject means any natural person about whom personal information has been collected by the commission.

(e) The term personal information means any information concerning a data subject which, because of name, number, symbol, mark or other identifier, can be used to identify the data subject.

(f) The term disclose means to reveal, release, transfer, disseminate or otherwise communicate personal information or records orally, in writing or by electronic or any means to other than the data subject.

(g) The term governmental unit means any governmental entity performing a governmental or proprietary function for the Federal government or for any state or any municipality thereof.

(h) The term law means any State or Federal statute, rule or regulation.

(i) The term record means any item, collection or grouping of personal information about a data subject which is maintained and is retrievable by use of the name or other identifier of the data subject. The term record shall not include personal information which is not used to make any determination about the data subject if it is:

(1) a telephone book or directory which is used exclusively for telephone and directory information;

(2) any card catalog, book or other resource material in any library;

(3) any compilation of names and addresses only which is used exclusively for the purpose of mailing commission information;

(4) personal information required by law to be maintained, and required by law to be used, only for statistical research or reporting purposes;

(5) information requested by the commission which is necessary to answer unsolicited requests by the data subject for information; or

(6) correspondence files.

(j) The term routine use means, with respect to the disclosure of a record or personal information, any use of such record or personal information relevant to the purposes for which it was collected, and which use is necessary to the statutory duties of the commission or is necessary to operate a program specifically authorized by law.

(k) The term system of records means any group of records under the actual or constructive control of the commission pertaining to one or more data subjects from which personal information is retrievable by use of the name or other identifier of a data subject.

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