Iowa Admin. Code r. 871-77.11 - Personally identifiable information
This rule describes the nature and extent of the personally identifiable information collected, maintained, and retrieved by the division by personal identifier in record systems as defined herein. The record systems maintained by the division include the following:
(1)
Personnel records.
Personnel 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.
(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, as described in
rule 871-77.10(84H). 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. The job candidate service
record computer database contains personal data items about individual job
candidates. Data identifying a job candidate is confidential. Data in the
aggregate is not personally identifiable and thus is not
confidential.
(4)
Vendor
purchase records. Vendor purchase records are records of purchases of
goods or services made for the benefit of job candidates. If a 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. Records and transcripts of hearings or
client appeals 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 that would
allow the identification of an individual client or clients. This material is
for internal division use only and is confidential.
(8)
Personally identifiable
information and acceptance of federal requirements. Pursuant to Iowa
Code section 84H.1, the state of Iowa accepts
the social security system rules for the disability determination program of
the division. Failure to follow the provisions of the Act can result in the
loss of federal funds. All personally identifiable information is confidential
and may be released only with informed written consent, except as permitted by
federal law. Any contrary provision in Iowa Code chapter 22 must be waived in
order for the state to receive federal funds, services, and essential
information for the administration of vocational rehabilitation
services.
Notes
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