Department of Administrative Services - Personal Information Systems - Personal information systems.


Published: 1981-09-01

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(A) Rules 123-2-01 to 123-2-13 of the Administrative Code shall apply to all personal information systems maintained by the department unless exempted in paragraph (C) or (D) of this rule. A "personal information system" is any group of organized records that contains personal information which can be retrieved by a name, identifying number, symbol, or other identifier assigned to a person.

(B) The department maintains a personal information system which it deposits or stores in a record center or stores in or has processed by a data center. The department does not maintain a personal information system, belonging to another state agency, which is stored in or processed by the state data center.

(C) The following types of personal information systems are exempted from the provisions of Chapter 1347. of the Revised Code, rules 123:3-1-01 to 123:3-1-07 and 123:3-1-99 of the Administrative Code and rules 123-2-01 to 123-2-13 of the Administrative Code.

(1) Collected archival records in the custody of or administered under the authority of the Ohio historical society;

(2) Published directories;

(3) Reference materials;

(4) Newsletters; or

(5) Routine information that is maintained for the purpose of internal office administration, the use of which would not adversely affect a person.

(D) Personal information systems that are comprised of investigatory material compiled for law enforcement purposes are exempt from the provisions of Chapter 1347. of the Revised Code, rules 123:3-1-01 to 123:3-1-07 and 123:3-1-99 of the Administrative Code and rules 123-2-01 to 123-2-13 of the Administrative Code, except for section 1347.03 of the Revised Code and rules 123:3-1-03 and 123-2-04 of the Administrative Code.