Current through all regulations passed and filed through September 16, 2024
Pursuant to the requirements of division (B)(2) of section
1347.15
of the Revised Code, this rule contains a list of valid reasons, directly
related to the office's exercise of its power or duties, for which only
employees of the office may access confidential personal information (CPI)
regardless of whether the personal information system is a manual system or
computer system:
(A) Performing the
following functions constitute valid reasons for authorized employees of the
office to access confidential personal information:
(1) Responding to a public records
request;
(2) Responding to a
request from an individual for the list of CPI the office maintains on that
individual;
(3) Administering a
constitutional provision or duty;
(4) Administering a statutory provision or
duty;
(5) Administering an
administrative rule provision or duty;
(6) Complying with any state or federal
program requirements;
(7)
Processing or payment of claims or grants or otherwise administering a program
with individual participants or beneficiaries;
(8) Auditing purposes;
(9) Licensure processes;
(10) Investigation or law enforcement
purposes;
(11) Administrative
hearings;
(12) Litigation,
complying with an order of the court, or subpoena;
(13) Human resource matters (e.g., hiring,
promotion, demotion, discharge, salary/ compensation issues, leave
requests/issues, time card approvals/issues);
(14) Complying with an executive order or
policy;
(15) Complying with an
office policy or a state administrative policy issued by the department of
administrative services, the office of budget and management or other similar
state agency;
(16) Complying with a
collective bargaining agreement provision; or
(17) Supervising the work of another
employee.
(B) To the
extent that the general processes described in paragraph (A) of this rule do
not cover the following circumstances, for the purposes of carrying out
specific duties of the attorney general's office, authorized employees would
also have valid reasons for accessing CPI in these following circumstances:
(1) Performing the attorney general's duty to
represent the state and its agencies in administrative and judicial
proceedings;
(2) Performing the
attorney general's duty to administer the crime victims reparation award
program pursuant to sections
2743.51
to
2743.72
of the Revised Code;
(3) Performing
the attorney general's duty to conduct background investigations pursuant to
sections
3734.41
to
3734.99 of the Revised
Code;
(4) Performing the attorney
general's duty to document, manage and report on debt collection and enforce
collection pursuant to section
131.02
of the Revised Code; or
