Iowa Admin. Code r. 281-56.27 - Personally identifiable information
This rule describes the nature and extent of the personally
identifiable information collected, maintained, and retrieved by the agency by
personal identifier in record systems as defined herein. The record systems
maintained by the
(1)
Personnel records. These
records contain information relating to initial application, job performance
and evaluation, reprimands, grievances, notes from and reports of
investigations of allegations related to improper employee behavior, and
reports of hearings and outcomes of reprimands and grievances. Pursuant to Iowa
Code section
22.7(11),
some of the information in personnel records may be confidential.
(2)
Job candidate case
records. An individual file is maintained for each person who has been
referred to or has applied for the services of the division . The file contains
a variety of personal information about the job candidate, which is used in the
establishment of eligibility and the provision of agency services. All
information is personally identifiable and is confidential.
(3)
Job candidate service record
computer database. This database contains personal data items about
individual job candidates. Data identifying the job candidate is confidential.
Data in the aggregate is not personally identifiable and thus is not
confidential.
(4)
Vendor
purchase records. These are records of purchases of goods or services
made for the benefit of job candidates. If the record contains the job
candidate 's name or other personal identifiers, the record is confidential.
Lists of non-job candidate vendors, services purchased, and the costs of those
services are not confidential when retrieved from a data processing system
without personally identifiable information.
(5)
Records and transcripts of
hearings or client appeals. These records contain personally
identifiable information about a client's case, appeal from or for some action,
and the decision that has been rendered. The personally identifiable
information is confidential. Some of the information is maintained in an index
provided for in Iowa Code section
17A.3(1)
"d. " Information is available after confidential personally
identifiable information is deleted.
(6)
All computer databases of client
and applicant names and other identifiers. The data processing system
contains client status records organized by a variety of personal identifiers.
These records are confidential as long as any personally identifiable
information is present.
(7)
All computer-generated reports that contain personally identifiable
information. The division may choose to draw or generate from a data
processing system reports that contain information or an identifier which would
allow the identification of an individual client or clients. This material is
for internal division use only and is confidential.
Notes
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