For the purposes of this chapter, the
following definitions apply:
(1) "Access" as
a noun means an instance of copying, viewing, or otherwise perceiving whereas
"access" as a verb means to copy, view, or otherwise perceive.
(2) "Acquisition of a new computer system"
means the purchase of a "computer system," as defined in this rule, that is not
a computer system currently in place nor one for which the acquisition process
has been initiated as of the effective date of this chapter.
(3) "Computer system" means a "system," as
defined by section 1347.01 of the Revised Code,
that stores, maintains, or retrieves personal information using electronic data
"Confidential personal information" (CPI) has the meaning as defined in
division (A)(1) of section
1347.15 of the Revised Code and
identified by this chapter that reference the federal or state statutes or
administrative rules that make personal information maintained by the agency
(5) "Employee of the
state agency" means each employee of a state agency regardless of whether the
employee holds an elected or appointed office or position within the state
agency. "Employee of the state agency" is limited to the specific employing
contact" means contact with the information that is secondary or tangential to
the primary purpose of the activity that resulted in the contact.
(7) "Individual" means a natural person or
the natural person's authorized representative, legal counsel, legal custodian,
or legal guardian.
owner" means the individual appointed in accordance with division (A) of
section 1347.05 of the Revised Code to
be directly responsible for a system.
(9) "Person" means a natural
(10) "Personal information"
has the same meaning as defined in division (E) of section
1347.01 of the Revised
(11) "Personal information
system" means a "system" that "maintains" "personal information" as those terms
are defined in section
1347.01 of the Revised Code.
"System" includes manual and computer systems.
(12) "Research" means a methodical
investigation into a subject.
"Routine" means commonplace, regular, habitual, or ordinary.
(14) "Routine information that is maintained
for the purpose of internal office administration, the use of which would not
adversely affect a person" as that phrase is used in division (F) of section
1347.01 of the Revised Code
means personal information relating to employees and maintained by the agency
for internal administrative and human resources purposes.
(15) "System" has the same meaning as defined
by division (F) of section
1347.01 of the Revised
(16) "Upgrade" means a
substantial redesign of an existing computer system for the purpose of
providing a substantial amount of new application functionality, or application
modifications that would involve substantial administrative or fiscal resources
to implement, but would not include maintenance, minor updates and patches, or
modifications that entail a limited addition of functionality due to changes in
business or legal requirements.
Incorporation by reference. This chapter
includes references to certain matter or materials. The text of the
incorporated materials is not included in the regulations contained in this
chapter. The materials are hereby made a part of the regulations in this
chapter. For materials subject to change, only the specific version specified
in the regulation are incorporated. Material is incorporated as it exists on
the effective date of this rule. Except for subsequent annual publication of
existing (unmodified) Code of Federal Regulation compilations, any amendment or
revision to a reference document is not incorporated unless and until this rule
has been amended to specify the new dates.
(1) Availability. Information and copies of
the United States Code (U.S.C.) may be obtained by writing to: "Superintendent
of Documents, Attn: New Orders, PO Box 371954, Pittsburgh, PA 15250-7954." The
full text of the United States Code is also available in electronic format at
http://www4.law.cornell.edu/uscode/. The USC compilations are also available
for inspection and copying at most public libraries and "The State Library of
Incorporated material. 5
; "Records maintained on individuals"; published December 31, 1974;
as amended July 7, 2004,
, 118 Stat. 814