Pursuant to the requirements of division (B)(2) of section
1347.15 of the Revised Code,
this rule contains a list of valid reasons, directly related to the exercise of
the agency's powers or duties, for which only employees of the agency may
access confidential personal information regardless of whether the personal
information system is a manual system or computer system. Performing the
following functions constitute valid reasons for authorized employees of the
agency to access confidential personal information:
(A) Responding to a public records
request.
(B) Responding to a
request from an individual for the list of confidential personal information
the agency maintains on that individual.
(C) Administering a constitutional provision
or duty.
(D) Administering a
statutory provision or duty.
(E)
Administering an administrative rule provision or duty.
(F) Complying with any state or federal
program requirements.
(G)
Processing or payment of claims or otherwise administering a program with
individual participants or beneficiaries.
(H) Auditing purposes.
(I) Licensure, permit, registration, or
certification processes.
(J)
Investigation or law enforcement purposes.
(K) Administrative hearings.
(L) Litigation, complying with an order of
the court, or subpoena.
(M) Human
resource matters (e.g., hiring, promotion, demotion, discharge,
salary/compensation issues, leave requests/issues, time card
approvals/issues).
(N) Complying
with an executive order or policy.
(O) Complying with an agency policy or a
state administrative policy issued by the department of administrative
services, the office of budget and management or other similar state
agency.
(P) Complying with a
collective bargaining agreement provision.
