(A) The Ohio speech and hearing
professional board shall appoint one employee to be directly responsible for
the custody and security of each personal information system maintained by the
board. Said employee shall:
(1) Inform all employees who have any responsibility for
the operation or maintenance of said system or the use of personal information
maintained in the system, of the applicable provisions of Chapter 1347. of the
Revised Code and rules adopted thereunder; and
(2) Inform all persons requested to supply personal
information for a system whether or not he/she is legally required to provide
such information; and
(3) Restrict the collection, maintenance and use of
personal information to only that which is necessary and relevant to functions
of the board as required or authorized by statute, ordinance, code or rule;
and
(4) Provide a person, who is asked to supply personal
information that will be placed in an interconnected or combined system, with
information relevant to the system, including the identity of the other
agencies or organizations that have access to the information in the system;
and
(5) Allow a person who is the subject of a record in a
personal information system to inspect the record pursuant to section 1347.08
of the Revised Code. Upon the request and verification that the person
requesting access to the record is the subject of information contained in the
system, the employee shall:
(a) Inform the person of
any personal information in the system of which he/she is the
subject:
(b) Permit the person, or
his/her legal guardian, or an attorney who presents a signed authorization made
by the person, to inspect all personal information in the system of which
he/she is the subject, except where prohibited by law;
(c) Inform the person of
the uses made of the personal information and identify other users who have
access to the system;
(d) Allow a person who
wishes to exercise his/her rights as provided by this rule to be accompanied by
one individual of his/her choice;
(e) Provide, for a
reasonable charge, copies of any personal information the person is authorized
to inspect.
(6) Investigate disputes concerning the accuracy,
relevance, timeliness or completeness of personal information pursuant to
section 1347.09 of the Revised Code and paragraph (D) of this
rule.
(7) Take all reasonable precautions to protect personal
information maintained by the Ohio speech and hearing professionals board from
unauthorized modification, destruction, use or disclosure.
(B) The Ohio speech and hearing professionals board shall
reprimand in writing any employee who initiates or otherwise contributes to any
disciplinary or other punitive action taken against another individual who
brings to the attention of appropriate authorities, the press, or a member of
the public, any evidence of unauthorized use of any material contained in the
personal information system. A copy of the reprimand shall be entered in the
employee's personnel file.
(C) The Ohio speech and hearing professionals board shall
monitor its personal information system by:
(1) Maintaining the personal information system with the
accuracy, relevance, timeliness, and completeness necessary to assure fairness
in any determination made by the board which is based on information contained
in the system; and
(2) Eliminating unnecessary information from the
system.
(D) The Ohio speech and hearing professionals board shall
investigate upon request, the accuracy, relevance, timeliness or completeness
of personal information, which is disputed by the subject of a record contained
in the system, within ninety days after receipt of a request from the
disputant; and
(1) Notify the disputant of the results of the
investigation and any action the board intends to take with respect to the
disputed information; and
(2) Delete any information that the board cannot verify or
finds to be inaccurate; and
(3) Permit the disputant, if he/she is not satisfied with
the determination made by the board to include within the system:
(a) A brief statement of
his/her position on the disputed information, such statement being limited to
one hundred words, with the board's executive director assisting the
disputant to write a clear summary of the dispute; or
(b) A notation that the
disputant protests that the information is inaccurate, irrelevant, outdated, or
incomplete; with the Ohio speech and hearing professionals board maintaining a
copy of the disputant's statement of the dispute.
(E) The Ohio speech and hearing professionals board shall
not place personal information into an interconnected and combined system,
unless said system contributes to the efficiency of the agencies or
organizations authorized to use the system in implementing programs which are
required or authorized by law.
(F) The Ohio speech and hearing professionals board shall
not use personal information placed into an interconnected or combined system
by another state or local agency or an organization, unless the personal
information is necessary and relevant to the performance of a lawful function
of the board.
