175-10-03 Valid reasons for accessing confidential personal information.

(A) 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 [agency's] exercise of its powers or duties, for which only employees of the agency may access confidential personal information (CPI) regardless of whether the personal information system is a manual system or computer system:

(B) Performing the following functions constitute valid reasons for authorized employees of the agency 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 agency 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) Investigation or law enforcement purposes;

(10) Litigation, complying with an order of the court, or subpoena;

(11) Human resource matters (e.g., hiring, promotion, demotion, discharge, salary/compensation issues, leave requests/issues, time card approvals/issues);

(12) Complying with an executive order or policy;

(13) Complying with an agency 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

(14) Complying with a collective bargaining agreement provision.

(15) Complying with any federal program requirements of programs administered by the agency;

(16) Administering any program with individual participants or beneficiaries.

Effective: 12/16/2010
R.C. 119.032 review dates: 12/16/2015
Promulgated Under: 119.03
Statutory Authority: ORC 1347.15
Rule Amplifies: ORC 1347.15