Iowa Code r. 877-33.11 - 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 877-33.10 (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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