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 bureau's
exercise of its powers or duties, for which only employees of the bureau 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 bureau 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 bureau 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 otherwise administering a program with
individual participants or beneficiaries;
(8) Auditing purposes;
(9) Licensure [or permit, eligibility,
filing, etc.] 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,
timekeeping approvals/
issues);
(14) Complying with an
executive order or policy;
(15)
Complying with a bureau policy or a state administrative policy issued by the
department of administrative services, the office of budget and management or
other similar state agency; or
(16)
Complying with a collective bargaining agreement provision.
(B) To the extent that the general
processes described in paragraph (A) of this rule do not cover the following
circumstances, for the purpose of carrying out specific duties of the bureau,
authorized employees would also have valid reasons for accessing CPI in these
following circumstances:
(1) Authorized bureau
employees may review CPI of individuals who have applied for workers'
compensation benefits as well as CPI regarding amenable employers.
(2) Authorized bureau employees may review
CPI of bureau employees and contractors in furtherance of auditing,
investigational and legal matters.
(3) Authorized bureau employees may review
CPI regarding bureau employee information, investment data and other financial
information.
(4) Authorized bureau
employees in the IT division may review CPI in furtherance of their official IT
duties as defined by their job description.
(5) Authorized bureau employees may review
CPI of employers, including professional employer organizations, group
sponsors, and third party administrators, to investigate the impacts of
workers' compensation strategies, policies, and recommendations.
(6) Authorized bureau employees may review
CPI of providers as part of the bureau certification process.
(7) Authorized bureau employees may review
CPI of financial and other relevant information concerning MCOs as part of the
bureau certification process
