Section 17.19.14. Personally identifiable information.

This rule describes the nature and extent of personally identifiable information which is collected, maintained, and retrieved by the agency by personal identifier in record systems as defined in rule 17—19.1(17A,22). For each record system, this rule describes the legal authority for collection of that information, the means of storage of that information and indicates whether a data processing system matches, collates, or permits the comparison of personally identifiable information in one record system with personally identifiable information in another record system. Some of the record systems described in the accompanying chart as “open” may contain confidential information under subrule 19.13(2). The record systems maintained by the agency are:

Abbreviations are used in the chart as follows:

	Code	Meaning
	O/C	The record is partly open and partly confidential.
	O	The records are open for public inspection.
	C	The records are confidential and are not open to the public.
	PI	Personally identifiable information.
	NA	Not Applicable.

DESCRIPTION OF RECORD	TYPE OF RECORD	LEGAL AUTHORITY FOR CONFIDENTIALITY	PERSONALLY IDENTIFIABLE INFORMATION	LEGAL AUTHORITY FOR PI INFORMATION
Record of Commission and Statutory Committees	O/C	Iowa Code 21.5(4)	No	NA
Rule Making	O	NA	No	NA
Declaratory Rulings	O	NA	No	NA
Rules and Policy Manuals	O	NA	No	NA
State Plans	O	NA	No	NA
Publications	O	NA	No	NA
Statistical Reports	O	NA	No	NA
Financial and Administrative Records	O	NA	No	NA
Contracts and Interagency Agreements	O	NA	No	NA
Grant Records ●       Title III ●       Title V ●       Discretionary ●       USDA ●       Title IV	O O O O O	NA NA NA NA NA	No No No No No	NA NA NA NA NA
Program Records ●       Notice of Grant Awards ●       Senior Community Service Employment	O O/C	NA 20 CFR 674.203b-3	No Yes	NA 20 CFR 674.203b-3
			name address age race eligibility info. area medical info. phone no.
●       Elder Abuse ●       Retired Iowan Employment ●       Elderlaw ●       Retired Senior Volunteer ●       Elderly Services ●       Insurance Information ●       Alzheimer’s Disease ●       JTPA ●       Long-Term Care Coordinating Unit ●       Housing ●       Advocacy	O O O O O O O O O O O	NA NA NA NA NA NA NA NA NA NA NA	No No No No No No No No No No Yes	NA NA NA NA NA NA NA NA NA NA Iowa Code 231.23
			name address
●       Training Information	O	NA	Yes	Iowa Code 231.23
			name address
Care Review Committees	O	NA	Yes	Iowa Code 231.44
			name address county PSA phone no. training info.
Older Iowan Legislature	O	NA	Yes name address PSA district phone no.	Iowa Code 231.23
State Advisory Council	O	NA	Yes name address phone no. PSA	Iowa Code 231.23
Ombudsman Complaints	C	Iowa Code 135C.37, 231.42	Yes	Iowa Code 135C.37 231.42
		name address county facility level of care lic. administrator patient pay status complainant complaint description cat. receiver of complaint investigator method & date verification scope of facility complaint
Newsletter Mailing Lists, Conference Lists, Interested Individuals and Group Lists, Resource Lists	O	NA	Yes name address telephone no.	Iowa Code 231.23
Centenarians Registry	O	NA	Yes name address area county facility phone no. birth date death date sex	Iowa Code 231.23

       19.14(1) Litigation files. These files or records contain information regarding litigation or anticipated litigation, which includes judicial and administrative proceedings. The records include briefs, depositions, docket sheets, documents, correspondence, attorney’s notes, memoranda, research materials, witness information, investigation materials, information compiled under the direction of the attorney, and case management records. The files contain materials which are confidential as attorney work product and attorney-client communications. Some materials are confidential under other applicable provisions of law or because of a court order. Persons wishing copies of pleadings and other documents filed in litigation should obtain them from the clerk of the appropriate court which maintains the official copy.

       19.14(2) Personnel files. The agency maintains files containing information about employees, families and dependents, and applicants for positions with the agency. The files include payroll records, biographical information, medical information relating to disability, performance reviews and evaluations, disciplinary information, information required for tax withholding, information concerning employee benefits, affirmative action reports, and other information concerning the employer-employee relationship. Some of this information is confidential under Iowa Code section 22.7(11).

[ARC 8489B, IAB 1/27/10, effective 1/7/10]