This rule describes groups of records maintained by the agency
other than record systems as defined in rule 17.1(22). These records are
routinely available to the public. However, the agency's files of these records
may contain confidential information. In addition, some records may contain
information about individuals. All records are stored both on paper and in
automated data processing systems unless otherwise noted.
(1) Rule making. Rule-making records may
contain information about individuals making written or oral comments on
proposed rules. This information is collected pursuant to Iowa Code section
17A.4.
This information is not stored in an automated data processing
system.
(2) Board records. Agendas,
minutes, and materials presented to the state board of regents are available
from the office of the state board of regents, except those records concerning
closed sessions which are confidential under Iowa Code section
21.5(4) and other provisions of law. Board records
contain information about people who participate in meetings. This information
is collected pursuant to Iowa Code section
21.3.
This information is not stored on an automated data processing
system.
(3) Publications. News
releases, annual reports, project reports,
agency newsletters, etc., are
available through the institutions' offices for public information. Brochures
describing various
agency programs are available at local offices of the
agency.
Agency news releases, project reports, and newsletters may
contain information about individuals, including agency staff or members of
agency councils or committees.
(4) Statistical reports. Periodic reports for
various agency programs are available through the institutions' office for
public information.
(5) Grants.
Records on persons receiving grants are available through the institutions'
offices for public information. The records may contain information about
employees of a grantee.
(6)
Published materials. The agency 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.
(7) Policy manuals. The agency employees'
manual, containing the policies and procedures for programs administered by the
agency, is available in every office of the agency. Policy manuals do not
contain information about individuals.
(8) All other records that are not exempted
from disclosure by law. The agency maintains a variety of records which do not
generally contain information pertaining to named individuals.
(9) All other records that are not exempted
from disclosure by law.
(10) All
data processing systems used by the agency permit the comparison of personally
identifiable information in one record system with personally identifiable
information in another record system.
