This rule describes the nature and extent of personally
identifiable information which is collected, maintained, and retrieved by the
agency by personal identifier in record systems as defined in rule 3.1(17A,22).
For each record system, this rule describes the legal authority for the
collection of that information, the means of storage of that information and
indicates whether a data processing system matches, collates, or permits the
comparison of personally identifiable information in one record system with
personally identifiable information in another record system. The record
systems maintained by the agency are:
(1)
Litigation files. These
files or records contain information regarding litigation or anticipated
litigation, which includes judicial and administrative proceedings. The records
include briefs, depositions, docket sheets, documents, correspondence,
attorney's notes, memoranda, research materials, witness information,
investigation materials, information compiled under the direction of the
attorney, and case management records. The files contain materials which are
confidential as attorney work product and attorney-client communications. Some
materials are confidential under other applicable provisions of law or because
of a court order Persons wishing copies of pleadings and other documents filed
in litigation should obtain these from the clerk of the appropriate court which
maintains the official copy.
(2)
Personnel files. The agency maintains files containing
information about employees, families and dependents, and applicants for
positions with the agency. The files include payroll records, biographical
information, medical information relating to disability, performance reviews
and evaluations, disciplinary information, information required for tax
withholding, information concerning employee benefits, affirmative action
reports, and other information concerning the employer-employee relationship.
Some of this information is confidential under Iowa Code sections
22.7(11) and
22.7(18).
