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.
