Section 561.2.14. 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 2.2(17A,22). For each record system, this rule describes the legal authority for the 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. Records maintained by the department of natural resources, the environmental protection commission and the natural resource commission are in accordance with guidelines as set forth by the state records commission’s file system. An updated index is maintained by the department and is available for public inspection. Records are collected pursuant to authorities contained in Iowa Code chapters 106, 107, 109, 109B, 110, 110A, 110B, 111, 111A, 111B, 112, 321G, 458A, 460A and Iowa Code Title XI, subtitles 1, 2, 3, 4 and 6. Agency records may include but are not limited to the following:

       2.14(1) Department of natural resources.

        a.           Administration, organization, and management.

       (1)             Organization and management.

       (2)             Planning and programming.

       (3)             Administrative reports.

       (4)             Insurance and bonding.

       (5)             Departmental emergency planning.

       (6)             Correspondence and reference materials.

       (7)             Information and public relations.

        b.           Budgets, accounting and financial analysis.

       (1)             Budget information.

       (2)             Accounting.

       (3)             Cost accounting.

        c.           Office services and facilities management.

       (1)             Communications.

       (2)             Printing and reproduction.

       (3)             Records management.

       (4)             Motor pool operations.

       (5)             Facilities management.

       (6)             Engineering and construction.

        d.           Equipment, supplies, and services.

       (1)             Procurement.

       (2)             Property accountability.

        e.           Legislative and legal.

       (1)             Department legislative liaison.

       (2)             Bills, joint resolutions, amendments, messages and reports.

       (3)             Federal government.

       (4)             Administrative procedures.

       (5)             Attorney general opinions and research materials.

       (6)             Claims against the state.

       (7)             Lawsuits filed by the state.

       (8)             28E agreements.

        f.            Personnel and payroll.

       (1)             Employee personnel/payroll files.

       (2)             Merit rules.

       (3)             Payroll administration.

       (4)             Position classification.

       (5)             Preemployment.

       (6)             Certification and selection.

       (7)             Scheduling, assignments, working hours.

       (8)             Grievances.

       (9)             Training and education.

       (10)           Employee benefits and welfare.

       (11)           Employment relations.

       (12)           Equal employment opportunity.

       (13)           Management improvement programs.

       (14)           Delegation of authority and signature authorization.

        g.           Conservation and environment.

       (1)             Geology.

        1.            Surface and groundwater monitoring.

        2.            Water and mineral resources databases.

        3.            Natural resources GIS library.

        4.            Oil/gas exploration and drilling.

       (2)             Energy conservation.

        1.            Building energy management program database.

        2.            Technical engineering analysis.

        3.            Life cycle cost analysis.

        4.            State facilities energy use/energy management data.

        5.            Energy suppliers list.

        6.            Renewable energy facilities list.

       (3)             Water conservation.

       (4)             Land conservation.

       (5)             Soil conservation.

       (6)             Forestry management.

       (7)             Fish and game conservation.

       (8)             Recreation.

       (9)             Environmental technology.

       (10)           Air quality monitoring.

       (11)           Water quality monitoring.

       (12)           Land quality monitoring.

       (13)           Hazardous material planning.

        1.            Hazardous waste management.

        2.            Underground storage tanks.

        3.            Leaking underground storage tanks.

       (14)           Radioactive materials.

       (15)           Environmental—interdisciplinary.

Records are stored on paper, microfilm, microfiche, and, in some cases, automated data processing systems.

       2.14(2) Natural resource commission.

        a.           Tort claims investigations.

        b.           Numerous licensing files.

        c.           Lifetime licenses.

        d.           Boat registrations.

        e.           Docks, mooring, buoys or raft registrations.

        f.            Snowmobile registrations.

        g.           Miscellaneous mailing list (magazine, etc.).

        h.           Payroll and personnel information system.

        i.            Fur buyer reports.

        j.            Fish and game violations.

        k.           Safety certified students (hunter safety, snowmobile safety, boating safety).

        l.            Special events applications and permits.

        m.          Snowmobile accident reports.

        n.           Boating accident reports.

        o.           Drowning reports.

        p.           Timber buyer reports and bonds.

        q.           Work programs with ISU.

        r.           Timber management and forestry.

        s.           State park ranger violation reports.

        t.            Incident reports.

        u.           Donations.

        v.           Real estate acquisition.

        w.          Encroachments.

        x.           Campground host program.

        y.           Law enforcement intelligence network (LEIN) and turn in poachers (TIP).

        z.           Park leases and concessions.

All the above-listed records are collected pursuant to the authority of Iowa Code chapters 106, 107, 109, 109B, 110, 110A, 110B, 111, 111A, 111B, 112, 321G, 350, 456A, 461A, 462A, 464A, 465C, 481A, 482, 483A and 484A.

Records are stored on paper, microfilm, microfiche, and, in some cases, automated data processing systems.

       2.14(3) Energy bureau.

        a.           Payroll and personnel information system. Grants programs. See professional service agreements.

        b.           Building energy maintenance program. All of the above-listed records are collected pursuant to the authority of Iowa Code chapter 473. All are stored in paper form with those noted by an asterisk also stored in electronic form. None of the information can be matched, collated or compared.

       2.14(4) Geological survey bureau (Iowa City).

        a.           Payroll and personnel information system.

        b.           Professional and scientific employees—employment status information system. Publication mailing lists.

        c.           Geological core and cutting samplings.

        d.           Abandoned mine lands inventory. Geological data information.

        e.           Municipal water supply inventory.

        f.            National coal resources data.

        g.           Sedimentology programs.

        h.           Water resources information.

All of the above-listed records are collected pursuant to the authority of Iowa Code chapters 458A and 460A. All are stored in electronic form. Supplementary records in these categories are stored in paper form or on microfilm or microfiche. Information cannot be matched, collated or compared.