Ohio Administrative Code
Title 3318 - Facilities Construction Commission
Chapter 3318-2 - Accessing Confidential Personal Information
Section 3318-2-02 - Procedures for accessing confidential personal information
Current through all regulations passed and filed through March 18, 2024
For personal information systems, whether manual or computer systems, that contain confidential personal information, the commission shall do the following:
(A) Criteria for accessing confidential personal information. Personal information systems of the Ohio facilities construction commission are managed on a "need-to-know" basis whereby the information owner determines the level of access required for an employee of the agency or its agent to fulfill their job duties. The determination of access to confidential personal information shall be approved by the employee's supervisor and the information owner prior to providing the employee or agent with access to confidential personal information within a personal information system. The executive director, with the approval of the commission, shall establish procedures for determining a revision to an employee's access to confidential personal information upon a change to that employee's job duties including, but not limited to, transfer or termination. The director, with the approval of the commission shall also establish procedures for determining a revision to an agent's access to confidential personal information upon a change to that agent's contractual duties including, but not limited to, termination. Whenever an employee's job duties or an agent's contractual obligations no longer require access to confidential personal information in a personal information system, the employee's or agent's access to confidential personal information shall be removed.
(B) Individual's request for a list of confidential personal information. Upon the signed written request of any individual for a list of confidential personal information about the individual maintained by the commission, the commission shall do all of the following:
(C) Notice of invalid access.
"Investigation" as used in this paragraph means the investigation of the circumstances and involvement of an employee surrounding the invalid access of the confidential personal information. Once the commission determines that notification would not delay or impede an investigation, the commission shall disclose the access to confidential personal information made for an invalid reason to the person.
(D) The executive director shall designate an employee of the Ohio facilities construction commission to serve as the data privacy point of contact. The data privacy point of contact shall work with the chief privacy officer within the office of information technology to assist the agency with both the implementation of privacy protections for the confidential personal information that the agency maintains and compliance with section 1347.15 of the Revised Code and the rules adopted pursuant to the authority provided by that chapter.
(E) Completion of a privacy impact assessment. The executive director shall designate an employee of the Ohio facilities construction commission to serve as the data privacy point of contact who shall timely complete the privacy impact assessment form developed by the office of information technology.
Five Year Review (FYR) Dates:
11/2/2017 and
11/02/2022
Promulgated
Under:
119.03
Statutory Authority:
1347.15
Rule Amplifies:
1347.15
Prior Effective Dates:
12/30/2012