Rule 3746-3-17 | Valid reasons for accessing confidential personal information.
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 agency's exercise of its powers or duties, for which only employees of the agency may access confidential personal information (CPI) 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 CPI 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 or eligibility for examination purposes;
(J) Investigation or law enforcement purposes;
(K) Administrative hearings;
(L) Litigation, complying with an order of the court, or subpoena;
(M) Monitoring of disciplinary cases and/or impairment program;
(N) Human resource matters (e.g. hiring, promotion, demotion, discharge, salary/compensation issues, leave requests/issues, time card approvals/issues);
(O) Complying with an executive order or policy;
(P) 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; or
(Q) Complying with a collective bargaining agreement provision.
Last updated October 6, 2023 at 3:05 PM
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