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 2.2(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. Records
maintained by the department of natural resources, the environmental protection
commission and the natural resource commission are in accordance with
guidelines as set forth by the state records commission's file system. An
updated index is maintained by the department and is available for public
inspection. Records are collected pursuant to authorities contained in Iowa
Code chapters 106, 107, 109, 109B, 110, 110A, 110B, 111, 111A, 111B, 112, 321G,
458A, 460A and Iowa Code Title XI, subtitles 1, 2, 3, 4 and 6. Agency records
may include but are not limited to the following:
(1)
Department of natural
resources.
a.
Administration,
organization, and management.
(1)
Organization and management.
(2)
Planning and programming.
(3)
Administrative reports.
(4)
Insurance and bonding.
(5)
Departmental emergency planning.
(6) Correspondence and reference
materials.
(7) Information and
public relations.
b.
Budgets, accounting and financial analysis.
(1) Budget information.
(2) Accounting.
(3) Cost accounting.
c.
Office services and facilities
management.
(1)
Communications.
(2) Printing and
reproduction.
(3) Records
management.
(4) Motor pool
operations.
(5) Facilities
management.
(6) Engineering and
construction.
d.
Equipment, supplies, and services.
(1) Procurement.
(2) Property accountability.
e.
Legislative and
legal.
(1) Department legislative
liaison.
(2) Bills, joint
resolutions, amendments, messages and reports.
(3) Federal government.
(4) Administrative procedures.
(5) Attorney general opinions and research
materials.
(6) Claims against the
state.
(7) Lawsuits filed by the
state.
(8) 28E
agreements.
f.
Personnel and payroll.
(1)
Employee personnel/payroll files.
(2) Merit rules.
(3) Payroll administration.
(4) Position classification.
(5) Preemployment.
(6) Certification and selection.
(7) Scheduling, assignments, working
hours.
(8) Grievances.
(9) Training and education.
(10) Employee benefits and welfare.
(11) Employment relations.
(12) Equal employment opportunity.
(13) Management improvement
programs.
(14) Delegation of
authority and signature authorization.
g.
Conservation and
environment.
(1) Geology.
1. Surface and groundwater
monitoring.
2. Water and mineral
resources databases.
3. Natural
resources GIS library.
4. Oil/gas
exploration and drilling.
(2) Energy conservation.
1. Building energy management program
database.
2. Technical engineering
analysis.
3. Life cycle cost
analysis.
4. State facilities
energy use/energy management data.
5. Energy suppliers list.
6. Renewable energy facilities
list.
(3) Water
conservation.
(4) Land
conservation.
(5) Soil
conservation.
(6) Forestry
management.
(7) Fish and game
conservation.
(8)
Recreation.
(9) Environmental
technology.
(10) Air quality
monitoring.
(11) Water quality
monitoring.
(12) Land quality
monitoring.
(13) Hazardous material
planning.
1. Hazardous waste
management.
2. Underground storage
tanks.
3. Leaking underground
storage tanks.
(14)
Radioactive materials.
(15)
Environmental-interdisciplinary.
Records are stored on paper, microfilm, microfiche, and, in
some cases, automated data processing systems.
(2)
Natural resource
commission.
a. Tort claims
investigations.
b. Numerous
licensing files.
c. Lifetime
licenses.
d. Boat
registrations.
e. Docks, mooring,
buoys or raft registrations.
f.
Snowmobile registrations.
g. Miscellaneous mailing list (magazine,
etc.).
h. Payroll and personnel
information system.
i. Fur buyer
reports.
j. Fish and game
violations.
k. Safety certified
students (hunter safety, snowmobile safety, boating safety).
l. Special events applications and
permits.
m. Snowmobile accident
reports.
n. Boating accident
reports.
o. Drowning
reports.
p. Timber buyer reports
and bonds.
q. Work programs with
ISU.
r. Timber management and
forestry.
s. State park ranger
violation reports.
t. Incident
reports.
u. Donations.
v. Real estate acquisition.
w. Encroachments.
x. Campground host program.
y. Law enforcement intelligence network
(LEIN) and turn in poachers (TIP).
z. Park leases and concessions.
All the above-listed records are collected pursuant to the
authority of Iowa Code chapters 106, 107, 109, 109B, 110, 110A, 110B, 111,
111A, 111B, 112, 321G, 350, 456A, 461A, 462A, 464A, 465C, 481A, 482, 483A and
484A.
Records are stored on paper, microfilm, microfiche, and, in
some cases, automated data processing systems.
(3)
Energy bureau.
a.
Payroll and personnel information
system. Grants programs. See professional service
agreements.
b.
Building
energy maintenance program. All of the above-listed records are
collected pursuant to the authority of Iowa Code chapter 473. All are stored in
paper form with those noted by an asterisk also stored in electronic form. None
of the information can be matched, collated or compared.
(4)
Geological survey bureau (Iowa
City).
a. Payroll and personnel
information system.
b. Professional
and scientific employees-employment status information system. Publication
mailing lists.
c. Geological core
and cutting samplings.
d. Abandoned
mine lands inventory. Geological data information.
e. Municipal water supply
inventory.
f. National coal
resources data.
g. Sedimentology
programs.
h. Water resources
information.
All of the above-listed records are collected pursuant to the
authority of Iowa Code chapters 458A and 460A. All are stored in electronic
form. Supplementary records in these categories are stored in paper form or on
microfilm or microfiche. Information cannot be matched, collated or
compared.
