173-13-01 Introduction and definitions.

(A) Introduction: Chapter 173-13 of the Administrative Code regulates ODA employee access to the confidential personal information that ODA maintains.

(B) Definitions for Chapter 173-13 of the Administrative Code:

"Access" as a noun means an instance of copying, viewing, or otherwise perceiving, whereas "access" as a verb means to copy, view, or otherwise perceive.

"Acquisition of a new computer system" means the purchase of a "computer system," as defined in this rule, that is not a computer system that is currently in place nor one for which the acquisition process was initiated on or before August 30, 2010.

"Computer system" means a "system," as defined in section 1347.01 of the Revised Code, that stores, maintains, or retrieves personal information using electronic data processing equipment.

"Confidential personal information" ("CPI") has the meaning as in division (A)(1) of section 1347.15 of the Revised Code and identified in rule 173-13-04 of the Administrative Code.

"Incidental contact" means contact with the information that is secondary or tangential to the primary purpose of the activity that resulted in the contact.

"Individual" means a natural person or the natural person's authorized representative, legal counsel, legal custodian, or legal guardian.

"Information owner" means the individual appointed in accordance with division (A) of section 1347.05 of the Revised Code to be directly responsible for a system.

"ODA" means "the Ohio department of aging."

"ODA employee" means any employee of ODA regardless of whether he/she holds an elected or appointed office or position within ODA. "ODA employee" is limited to ODA.

"Person" means a natural person.

"Personal information" has the same meaning as in division (E) of section 1347.01 of the Revised Code.

"Personal information system" means a "system" that "maintains" "personal information," as those terms are defined in section 1347.01 of the Revised Code. "System" includes manual and computer systems.

"Research" means a methodical investigation into a subject.

"Routine" means commonplace, regular, habitual, or ordinary.

"System" has the same meaning as in division (F) of section 1347.01 of the Revised Code.

"Upgrade" means a substantial redesign of an existing computer system for the purpose of providing a substantial amount of new application functionality, or application modifications that would involve substantial administrative or fiscal resources to implement, but would not include maintenance, minor updates and patches, or modifications that entail a limited addition of functionality due to changes in business or legal requirements.

Replaces: 173-13-01

Effective: 7/1/2015
Five Year Review (FYR) Dates: 07/01/2020
Promulgated Under: 119.03
Statutory Authority: 173.01, 173.02, 1347.15
Rule Amplifies: 1347.15
Prior Effective Dates: 08/30/2010, 12/29/2011