Pursuant to the requirements of division (B)(2) of section
of the Revised Code, this rule contains a list of valid reasons, directly
related to the bureau's exercise of its powers or duties, for which only
employees of the bureau may access confidential personal information (CPI)
regardless of whether the personal information system is a manual system or
following functions constitute valid reasons for authorized employees of the
bureau to access confidential personal information:
(1) Responding to a public records
(2) Responding to a
request from an individual for the list of CPI the bureau maintains on that
(3) Administering a
constitutional provision or duty;
(4) Administering a statutory provision or
(5) Administering an
administrative rule provision or duty;
(6) Complying with any state or federal
Processing or payment of claims or otherwise administering a program with
individual participants or beneficiaries;
(8) Auditing purposes;
(9) Licensure [or permit, eligibility,
filing, etc.] processes;
Investigation or law enforcement purposes;
(11) Administrative hearings;
(12) Litigation, complying with an order of
the court, or subpoena;
resource matters (e.g., hiring, promotion, demotion, discharge, salary/
compensation issues, leave requests/issues,
(14) Complying with an
executive order or policy;
Complying with a bureau policy or a state administrative policy issued by the
department of administrative services, the office of budget and management or
other similar state agency; or
Complying with a collective bargaining agreement provision.
To the extent that the general
processes described in paragraph (A) of this rule do not cover the following
circumstances, for the purpose of carrying out specific duties of the bureau,
authorized employees would also have valid reasons for accessing CPI in these
(1) Authorized bureau
employees may review CPI of individuals who have applied for workers'
compensation benefits as well as CPI regarding amenable employers.
(2) Authorized bureau employees may review
CPI of bureau employees and contractors in furtherance of auditing,
investigational and legal matters.
(3) Authorized bureau employees may review
CPI regarding bureau employee information, investment data and other financial
(4) Authorized bureau
employees in the IT division may review CPI in furtherance of their official IT
duties as defined by their job description.
(5) Authorized bureau employees may review
CPI of employers, including professional employer organizations, group
sponsors, and third party administrators, to investigate the impacts of
workers' compensation strategies, policies, and recommendations.
(6) Authorized bureau employees may review
CPI of providers as part of the bureau certification process.
(7) Authorized bureau employees may review
CPI of financial and other relevant information concerning MCOs as part of the
bureau certification process