Iowa Admin. Code r. 11-4.15 - Other groups of records

This rule describes groups of records maintained by the department other than record systems retrieved by individual identifiers as defined in rule 11-4.1 (8A,22). The records listed may contain information about individuals. These records are routinely available to the public, subject to costs. Unless otherwise designated, the authority for the department to maintain the record is provided by Iowa Code chapter 8A. All records may be stored on paper, microfilm, tape or in automated data processing systems unless otherwise noted.

(1) Rule-making records. Official documents executed during the promulgation of department rules and public comments. This information is collected pursuant to Iowa Code chapter 17A.

(2) Board and commission records. Agendas, minutes, and materials presented to boards and commissions within the department are available from the department except those records concerning closed sessions which are exempt from disclosure under Iowa Code section 21.5(4) or which are otherwise confidential by law. These records may identify individuals who participate in meetings. This information is collected pursuant to Iowa Code section 21.3. These records may also be stored on audiotapes.

(3) Publications. Publications include but are not limited to news releases, annual reports, project reports, and newsletters which describe various department programs.

(4) Information about individuals. Department news releases, final project reports, and newsletters may contain information about individuals, including staff or members of boards or commissions.

(5) Statistical reports. Periodic reports of activity for various department programs are available from the department.

(6) Appeal decisions and advisory opinions. All final orders, decisions and opinions are open to the public except for information that is confidential according to rule 11-4.5 (8A,17A,22) or subrule 4.13(2). These records, collected under the authority of Iowa Code chapters 8A, 19B, 20, 70A, 85, 85A, 85B, 91A, 97A, 97B, 97C, and 509A, may contain confidential information about individuals.

(7) Published materials. The department uses many legal and technical publications in its work. The public may inspect these publications upon request. Some of these materials may be protected by copyright laws.

(8) Published manuals. The department uses many legal and technical publications in its work. The public may inspect these publications upon request. Some of these materials may be protected by copyright law.

(9) Mailing lists and contact lists. The department maintains lists including names, mailing addresses, and telephone numbers of state employees, commission members, officials in government of other states, and members of the general public. These lists may be used for distribution of informational material, such as newsletters, policy directives, or educational bulletins. These lists are also used to provide contacts for coordination of services or as reference information sources.

(10) Publication sales files. The general services enterprise maintains records of persons purchasing legal publications. Records are used to produce mailing lists for renewal notification and publication mailings. Records are maintained by ZIP code. These are paper records except for mailing list production.

(11) Bid/purchasing process. The department maintains records of specifications, proposals, bid documents, awards, contracts, agreements, leases, performance bonds, requisitions, purchase orders, printing orders, supply orders, and correspondence.

(12) Project files. The department maintains plans, specifications, contracts, studies, drawings, photos, blueprints, requests for services, abstracts, lease/rental files, 28E agreements, space administration, and facilities records.

(13) Property/equipment files. The department maintains records of inventory, assignments, distribution, maintenance, requests, operations, shipping/receiving reports, and adjustments.

(14) Education program records. Educational records include a library of training courses and reference materials, a library of course documentation, TSO data sets, Iowa interagency training system, class registrations of state employees, and files of course evaluations.

(15) Data processing files. Data processing files include operations logs, database user requests, job number maintenance/update, data entry format book, integrated data dictionary, computer output forms designations, system software, hardware/software configurations, problem determination/resolution records, and incident reports.

(16) Federal surplus property records. Donee files include applications for eligibility and records of distribution, transfer orders of property from other federal agencies, and auction files. Auction records are filed by auction date only, but award forms may contain names of individuals purchasing property.

(17) Administrative records. Administrative records include the following:

a. Reports: weekly, monthly, annual, biennial, statistical, analysis, activity.

b. Correspondence: public, interdepartmental, internal.

c. Policies and procedures.

d. Organizational charts or table of authorized positions.

e. Memberships: professional/technical organizations.

f. Budget and financial records.

g. Accounting records: accounts receivable, accounts payable, receipts, invoices, claims, vouchers, departmental billings.

h. Requisition of equipment and supplies.

(18) Legislative files. Legislative files include pending bills, enrolled bills, legislative proposals, and copies of amendments.

(19) Printing files. Printing files include print requisition, plates, negatives, samples, typesetting, artwork, and production logs.

(20) All other records. Records are open if not exempted from disclosure by law.

Notes

Iowa Admin. Code r. 11-4.15

Amended by IAB October 10, 2018/Volume XLI, Number 8, effective 11/14/2018 Amended by IAB May 17, 2023/Volume XLV, Number 23, effective 6/21/2023