Section 111.13.13. Availability of records.  


Latest version.
  •        13.13(1) General. Agency records are open for public inspection and copying unless otherwise provided by rule or law.

           13.13(2) Confidential records. The following records, categorized by agency program area, shall be held confidential. The statutory authority for confidentiality of each record system is given.

    Records

    Statutory Authority

     

     

    ADMINISTRATION

     

     

     

    Central blind registry (c)

    Iowa Code section 259.1

    Client financial documents

    Iowa Code section 259.1

    Employment applications

    Iowa Code section 22.7(11)

    Minutes, closed meetings, commission for the blind

    Iowa Code section 21.5(4)

    Performance evaluations

    Iowa Code section 19A.15

    Personnel records

    Iowa Code section 19A.15

    Personnel attendance records

    Iowa Code section 19A.15

    Portions of agency staff manuals or indexed general statements of policy when disclosure of the information would: (1) enable law violators to avoid detection; (2) facilitate disregard of requirements imposed by law; or (3) give a clearly improper advantage to persons who are in an adverse position to the agency

    Iowa Code sections 17A.2 and 17A.3

    Unemployment claims

    Iowa Code section 19A.15

     

     

    ADULT ORIENTATION AND ADJUSTMENT CENTER

     

     

     

    Orientation center student information

    Iowa Code section 259.1

    Orientation center student list

    Iowa Code section 259.1

    Orientation center student/alumni data base (c)

    Iowa Code section 259.1

     

     

    BUSINESS ENTERPRISE PROGRAM

     

     

     

    Closing vendor inventories

    Iowa Code section 259.1

    Individual operator management training records

    Iowa Code section 259.1

    Operator assignment selection records

    Iowa Code section 259.1

    Vendor equipment inventories

    Iowa Code section 259.1

    Vendor financial information

    Iowa Code section 259.1

     

     

    INDEPENDENT LIVING REHABILITATION SERVICES

     

     

     

    Case records

    Iowa Code section 259.1

    Client case number book

    Iowa Code section 259.1

    Client closure book

    Iowa Code section 259.1

    Client contact itineraries

    Iowa Code section 259.1

    Client master list

    Iowa Code section 259.1

    Client satisfaction survey

    Iowa Code section 259.1

    Library field contact report

    Iowa Code section 259.1

    Field operations staff reports

    Iowa Code section 259.1

     

     

    LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED

     

     

    American college testing service test materials

    Iowa Code section 22.7(19)

    American printing house for the blind availability inquiries

    Iowa Code section 22.7(13)

    Applications for library service

    Iowa Code section 259.1

    Book order records

    Iowa Code section 22.7(13)

    Book transcription completion records

    Iowa Code section 22.7(13)

    Braille thermoform request records

    Iowa Code section 22.7(13)

    Circulation records

    Iowa Code section 22.7(13)

    CMLS microfiche and printout book of library patron records

    Iowa Code section 22.7(13)

    EI cassette machine pilot project user listing

    Iowa Code section 22.7(13)

    Hand-thermoformed braille library patron list

    Iowa Code section 22.7(13)

    Instructional materials center purchase orders

    Iowa Code section 22.7(13)

    Interlibrary library patron loan records

    Iowa Code section 22.7(13)

    Iowa basic skills test materials

    Iowa Code section 22.7(19)

    Iowa federation of women’s clubs library patron request records

    Iowa Code section 22.7(13)

    Iowa Lions bible distribution list

    Iowa Code section 22.7(13)

    Library patron correspondence

    Iowa Code section 22.7(13)

    Library patron equipment inventory

    Iowa Code section 22.7(13)

    Library patron orders, monthly reports

    Iowa Code section 22.7(13)

    Library patron braille requests and production records

    Iowa Code section 22.7(13)

    Library patron braille request exchange list

    Iowa Code section 22.7(13)

    New library patron listing

    Iowa Code section 22.7(13)

    NLS subscription transaction records

    Iowa Code section 22.7(13)

    NLS updates on library patron service changes

    Iowa Code section 22.7(13)

    Out-of-state library patron duplication records

    Iowa Code section 22.7(13)

    Pioneer service reports

    Iowa Code section 22.7(13)

    Recording for the blind circulation records

    Iowa Code section 22.7(13)

    Tape purchase correspondence

    Iowa Code section 22.7(13)

    Textbook tracking materials

    Iowa Code section 22.7(13)

     

     

    VOCATIONAL REHABILITATION SERVICES

     

     

     

    Annual SGA closure list

    Iowa Code section 259.1

    Case records

    Iowa Code section 259.1

    Certification letters

    Iowa Code section 259.1

    Claim and verification requests

    Iowa Code section 259.1

    Client contact itineraries

    Iowa Code section 259.1

    Client master list

    Iowa Code section 259.1

    Client orientation schedule list

    Iowa Code section 259.1

    Client satisfaction survey

    Iowa Code section 259.1

    Department of personnel braille typing tests

    Iowa Code section 19A.15

    Monthly field operations staff reports

    Iowa Code section 259.1

    SSA responses to claim & verification requests

    Iowa Code section 259.1

     

     

    Note:  (c) indicates information is also stored on a computer database.

           13.13(3) Personally identifiable information. This subrule describes the nature and extent of personally identifiable information which is collected, maintained, and retrieved by the agency by personal identifier in record systems defined in rule 111—13.1(17A,22). For each record system, this subrule describes the legal authority for the collection of information. These record systems, categorized by agency program area, are:

    Records

    Legal Authority for

    Collection

    ADMINISTRATION

     

     

     

    Accounts payable vouchers

    Iowa Code section 259.1

    Central blind registry (c)

    Iowa Code section 259.1

    Client financial documents

    Iowa Code section 259.1

    Employment applications

    Iowa Code section 19A.15

    Performance evaluations

    Iowa Code section 19A.15

    Personnel records

    Iowa Code section 19A.15

    Personnel attendance records

    Iowa Code section 19A.15

    Unemployment claims

    Iowa Code section 19A.15

     

     

    ADULT ORIENTATION AND ADJUSTMENT CENTER

     

     

     

    Orientation center student information

    Iowa Code section 259.1

    Orientation center student list

    Iowa Code section 259.1

    Orientation center student/alumni database (c)

    Iowa Code section 259.1

     

     

    BUSINESS ENTERPRISE PROGRAM

     

     

     

    Closing vendor inventories

    Iowa Code section 259.1

    Individual operator management training records

    Iowa Code section 259.1

    Operator assignment selection records

    Iowa Code section 259.1

    Vendor equipment inventories

    Iowa Code section 259.1

    Vendor financial information

    Iowa Code section 259.1

     

     


    INDEPENDENT LIVING REHABILITATION SERVICES

     

     

     

    Case records

    Iowa Code section 259.1

    Client case number book

    Iowa Code section 259.1

    Client closure book

    Iowa Code section 259.1

    Client contact itineraries

    Iowa Code section 259.1

    Client equipment inventory cards

    Iowa Code section 259.1

    Library field contact report

    Iowa Code section 259.1

    Field operations monthly reports

    Iowa Code section 259.1

     

     

    LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED

     

     

    American printing house for the blind library patron availability inquiries

    Iowa Code section 216B.3

    Applications for library service

    Iowa Code section 216B.3

    Book order records

    Iowa Code section 216B.3

    Book transcription completion records

    Iowa Code section 22.7(13)

    Braille thermoform request records

    Iowa Code section 22.7(13)

    Circulation records

    Iowa Code section 216B.3

    CMLS microfiche and printout book of library patron records

    Iowa Code section 216B.3

    EI cassette machine pilot project user listing

    Iowa Code section 216B.3

    Hand-thermoformed braille library patron list

    Iowa Code section 216B.3

    Instructional materials center purchase orders

    Iowa Code section 216B.3

    Interlibrary library patron loan records

    Iowa Code section 216B.3

    Iowa federation of women’s clubs library patron request tracking

    Iowa Code section 216B.3

    Iowa Lions bible distribution list

    Iowa Code section 216B.3

    Library patron correspondence

    Iowa Code section 216B.3

    Library patron equipment inventory

    Iowa Code section 216B.3

    Library patron orders, monthly reports

    Iowa Code section 216B.3

    Library patron braille requests and production records

    Iowa Code section 216B.3

    Library patron braille request exchange list

    Iowa Code section 216B.3

    New library patron listing

    Iowa Code section 216B.3

    NLS subscription transaction records

    Iowa Code section 216B.3

    NLS updates on library patron service changes

    Iowa Code section 216B.3

    Out-of-state library patron duplication records

    Iowa Code section 216B.3

    Pioneer service reports

    Iowa Code section 216B.3

    Recording for the blind circulation records

    Iowa Code section 216B.3

    Tape purchase correspondence

    Iowa Code section 216B.3

    Textbook tracking materials

    Iowa Code section 216B.3

     

     

    VOCATIONAL REHABILITATION SERVICES

     

     

     

    Annual SGA closure list

    Iowa Code section 259.1

    Case records

    Iowa Code section 259.1

    Certification letters

    Iowa Code section 259.1

    Claim & verification requests

    Iowa Code section 259.1

    Client contact itineraries

    Iowa Code section 259.1

    Client orientation schedule list

    Iowa Code section 259.1

    SSA responses to claim & verification requests

    Iowa Code section 259.1

     

     

    Note:  (c) indicates information is also stored on a computer database.

           13.13(4) Open records. Agency records are open for public inspection and copying unless otherwise provided by rule or law. These record systems, categorized by agency program area, are routinely available to the public. They do not generally contain personally identifiable information or confidential information.

    Records

    ADMINISTRATION

    Acknowledgments of gifts and bequests contributions

    Administrative rules, public docket and rule-making records

    Advisory boards, commissions, associations, committees and task forces: correspondence, minutes

    and general information

    Aids and appliances, accounts receivable

    Annual reports

    Building blueprints

    Building equipment reference manuals and data

    Cooperative agreements

    CSAVR, correspondence and general information

    Dept. of education, correspondence, fiscal records and general information

    Dept. of personnel procedures manual

    Employee assistance fund information

    Employee handbook

    Equipment maintenance agreements

    Executive calendar, current and past

    Federal financial reports

    Federal funds request authorizations

    Federal government agencies, correspondence and reports

    Film and videotape information

    Fire evacuation procedures

    Fiscal information on special projects

    Forms, indexed

    General complaints and criticisms from the public

    General letters of appreciation from the public

    General requests and inquiries from the public

    General statements of agency policy, indexed

    Gift law, general information

    Iowa head injury committee

    Iowa management training system, general information

    Job opening announcements

    Legislators, listing

    Legislative correspondence and general information

    Mailing lists

    Maintenance work orders (c)

    Membership, payment approvals

    Minutes, Iowa commission for the blind

    Monthly financial reports, dept.   of revenue

    National council of state agencies for the blind, correspondence and general information

    New staff seminar schedules and evaluations

    Out-of-state travel authorization requests and approvals

    Personnel classifications, job descriptions and pay schedules

    Personnel instructional pamphlets

    Photographs and resumes, administrator and commission members

    Pool/gym agreements

    Position description questionnaires

    Press releases and news clippings

    Private organizations, correspondence and general information

    Product safety chemical data sheets

    Professional and technical associations, correspondence and general information

    Public records docket

    Publications

    Rehabilitation administrative management program, general information and correspondence

    Rehabnet, general information and memos

    Rental and lease agreements

    Sixtieth anniversary, general information

    Staff service certificates

    State government agencies, correspondence and reports

    State vehicle dispatcher monthly reports

    Statements of grant awards

    Studies, surveys and proposals

    28E agreements

    Utility consumption and cost data (c)

    BUSINESS ENTERPRISE PROGRAM

    Blueprints and equipment layouts

    Randolph-Sheppard Act

    State plan, Randolph-Sheppard Act

    Vendor forms

    INDEPENDENT LIVING REHABILITATION SERVICES

    CSAVR independent living committee

    Deaf-blind register

    Grant applications and instructional memos

    Independent living advisory committee, general information and minutes

    Independent living forms

    Independent living procedure memos and schedules

    In-service training grant, application and agendas

    Part C announcements and reference materials

    RCEP training advisory committee, general information and correspondence

    Reference materials on alternative techniques

    RSA 704 report

    RSA 7OB report

    Special project grant, 1983

    State plan for independent living services

    Statewide independent living council, general information and minutes

    Title VII, part b grant, reports and correspondence

    LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED

    Acquisition of bibles, general information

    American printing house for the blind federal quota orders

    American federation for the blind directory of agencies

    APH central automated resource list

    Application transfer technique study

    Bibliographies, by subject

    Bindery tracking records

    Book inspection survey

    Books proofread for sale, listing

    Braille alphabet cards

    Braille instruction manuals and sign booklets

    Brochures from other libraries for the blind

    Card catalog microfilming information

    Card catalog uniform entries authority

    Card file of print books about blindness

    Card file of cassettes processed

    Cassette books, number assignment record

    Catalog production and master records

    Censorship, general information

    Circulation, general information

    Comprehensive mailing list system (CMLS), general information

    Computer installation information

    Computer software and software manuals

    Copyright clearance records

    Deaf-blindness, general information

    Diebold repairs, general information

    Disabilities, general information

    Duplicators, general information

    EI cassette instructional video

    Eligibility, general information

    Equal employment opportunity, general information

    Equipment manuals

    Forms, inventory and masters (c)

    Free matter for the blind and physically handicapped, general information

    General library statistics

    Guidelines for tapists

    Health care facilities in Iowa, listing

    Historical collection of uncataloged examples of tactile systems

    Instructional materials center, general information

    Intention and completion forms for the American printing house for the blind

    Iowa computer-assisted network advisory board minutes, 1985

    Iowa federated women’s clubs, listing

    Iowa library directory

    Iowa libraries: a time to grow 1985-90 (program planning guide)

    Iowa Lions foundation

    Large-type format, general information

    Lead worker, general information

    Library automation report, 1983

    Library consumer advisory committee minutes and general information

    Library grants

    Library materials invoices

    Library staff procedures manuals

    Logs, various department systems

    Machines, general information

    Magazine inventory

    Magazine transaction merge procedures

    Magazines, reference materials on selection, transcription and subscription

    Mailing lists

    Marantz, general repair information

    Modems, general information

    Monthly reports on nonusers of library service

    National braille association bulletins

    NLS availability listings

    NLS automation reports

    NLS, general correspondence and information

    NLS removal authorization documentation

    Nonborrower purchase orders

    OCR scanners, general information

    Postal service, general information

    Publication catalogs

    Publishers, listing

    Radio reading for the blind, production information

    Reader enrollment and delivery systems (READS), general information

    Records management listing of library records

    Request for proposal for local area network

    Salvaging rigid talking book discs, instruction manual

    Shelving, general information

    Snowbirds, general information

    Space utilization report

    Speech/braille computer output, general information

    Titles received, book listing

    Training grant, general information

    Transcriber’s workshop, documentation and information

    Vendor listing

    World book encyclopedia, informational material

    XESS, listing of books removed from the collection

    Note:  In addition to the above records, a complete inventory of all materials available for circulation is maintained in the library’s card catalog.

    VOCATIONAL REHABILITATION

    Available readers and drivers listing

    Dept. of personnel, certified disabilities program

    Commissioner policies on service provision

    Computer technology reference materials

    Counselor instructional manual

    Field operations statistical reports

    504 subcommittee meeting records

    General resource materials on employment and vocational rehabilitation

    Health resources and information

    Information on U.S. civil service and personnel management

    In-service training agendas

    In-service training grant

    Job openings posting book

    Medical reference pamphlets and brochures

    Paratransit advisory committee reference materials

    Photographs

    RCEP training advisory committee reference listing

    Reference materials on Targeted jobs tax credit, Job training partnership Act and PWI programs

    Rehabilitation Act of 1973

    Rehabilitation services administration annual report on postemployment services and annual reviews

    Rehabilitation services administration federal regulations

    Rehabilitation services administration monthly cumulative caseload report

    Rehabilitation services administration quarterly cumulative caseload report

    Rehabilitation services administration program and cost report

    Social security disability and SSI reference materials

    Speeches by Kenneth Jernigan and Jacob tenBroek

    SSA administrative procedure letters

    SSA program instructions and resource materials

    Staff procedure memos

    Staff territory assignments

    State facilities plan

    State plan for vocational rehabilitation services

    Supported employment reference materials

    Telephone directories for DVRS and AEA personnel

    Transition committee minutes and reference materials

    Veterans administration resource materials

    Vocational rehabilitation guidelines and procedures

    Note:  (c) indicates information is also stored on a computer database.

    The following record systems, categorized by agency program area, are open to access by the public, but may contain personally identifiable or confidential information:

    Records

    Statutory Authority

     

     

    ADMINISTRATION

     

     

     

    Accounts payable vouchers

    Iowa Code section 259.1

    Accounting interagency correspondence and information

    Iowa Code sections 259.1 and 19A.15

    Applications for education leave and educational assistance

    Iowa Code section 19A.15

    Correspondence, general

    Iowa Code section 259.1

    Gifts and bequests trust account records

    Iowa Code section 216B.3

    Minutes, supervisors meetings

    Iowa Code section 259.1

     

     

    BUSINESS ENTERPRISE PROGRAM

     

     

     

    Closed vending facilities

    Iowa Code section 259.1

    Correspondence, general

    Iowa Code section 259.1

    Correspondence, vendor

    Iowa Code section 259.1

    Licenses

    Iowa Code section 259.1

    Minutes, state vendor committee

    Iowa Code section 259.1

    Vending facilities (all locations)

    Iowa Code section 259.1

     

     

    INDEPENDENT LIVING REHABILITATION SERVICES

     

     

     

    Agency contact documentation

    Iowa Code section 259.1

    Bistate independent living center

    Iowa Code section 259.1

    Client equipment inventory cards

    Iowa Code section 259.1

    General correspondence, 1981-84

    Iowa Code section 259.1

    Helen Keller national center, grant, reports, and

    correspondence

    Iowa Code section 259.1

     

     

    LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED

     

     

    Braillewriter equipment inventory

    Iowa Code section 216B.3

    Marantz equipment inventory and repair records

    Iowa Code section 216B.3

    Proofreader circulation assignments

    Iowa Code section 216B.3

    Tape exchange correspondence

    Iowa Code section 216B.3

    Volunteer braille and tape production records

    Iowa Code section 216B.3

     

     

    VOCATIONAL REHABILITATION

     

     

     

    General correspondence

    Iowa Code section 259.1

    Intra-office and interoffice memos

    Iowa Code section 259.1

    Lions typewriter acquisition list

    Iowa Code section 259.1

     

     

    Note:  (c) indicates information is also stored on a computer database.