(A) Chapter 3353-1 of the Administrative Code shall apply to all personal information systems maintained by the agency unless exempted in paragraph (C) or (D) of this rule. A "personal information system" is any group of organized records that contains personal information which can be retrieved by a name, identifying number, symbol, or other identifier assigned to a person.
(1) "Personal information" means any information that describes anything about a person, or indicates actions done by or to a person, or indicates that a person possesses certain personal characteristics, and that contains, and can be retrieved from a system by a name, identifying number, symbol, or other identifier assigned to a person.
(2) "System" means any collection or group of related records that are kept in an organized manner and that are maintained by the agency, and from which personal information is retrieved by the name of the person or by some identifying number, symbol, or other identifier assigned to the person. System includes both records that are manually stored and records that are stored using electronic data processing equipment.
(B) The agency maintains a personal information system which it deposits or stores in a record center or stores in or has processed by a data center.
(C) The following types of personal information systems are exempted from the provisions of Chapter 1347. of the Revised Code and Chapter 3353-1 of the Administrative Code:
(1) Collected archival records in the custody of or administered under the authority of the Ohio historical society;
(2) Published directories;
(3) Reference materials;
(4) Newsletters; or
(5) Routine information that is maintained for the purpose of internal office administration, the use of which would not adversely affect a person.
(D) Personal information systems that are comprised of investigatory material compiled for law enforcement purposes by the agency are exempted from the provisions of Chapter 1347. of the Revised Code and Chapter 3353-1 of the Administrative Code except for section 1347.03 of the Revised Code and rule 3353-1-03 of the Administrative Code.