3301-2-06 Maintenance of personal information which is accurate, relevant, timely and complete.

(A) Employees who use a personal information system shall monitor the contents of the records and report to the personal systems security coordinator the existence of personal information which appears inaccurate, irrelevant, untimely or incomplete.

(B) The personal systems security coordinator shall keep a record of the reported incidence of error in each personal information system. If it appears the reported errors are characteristic of the system as a whole, the coordinator shall establish procedures to correct existing records and record-keeping methods.

(C) In order to maintain personal information which is accurate, relevant, timely and complete, employees of the department shall, in the performance of their normal duties:

(1) Verify the accuracy of personal information which does not appear reasonable or is doubtful, vague or inconsistent;

(2) Correct inaccurate personal information;

(3) Limit the collection and maintenance of subjective personal information to only that information which is required to accomplish the purpose of the system and, when feasible, verify such information with the data subject;

(4) Not include in, or allow to remain in, a personal information system personal information known to be inaccurate, untimely, unnecessary or irrelevant;

(5) Update personal information systems which provide an historical account or for which an outcome is anticipated; and

(6) Make no determination based on personal information in a personal information system if the data is known or suspected to be incomplete.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07, 1347.05
Rule Amplifies: 1347.05
Prior Effective Dates: 3/1/83