8320.01 - CRITERIA FOR PERSONAL INFORMATION SYSTEM

This guideline identifies the criteria relevant to the development of the District's Personal Information ("PI") system. The District's PI system shall be maintained and operated in accordance with the provisions of R.C. Chapter 1347. Only personal information that is necessary and relevant to the effective operation of the District shall be collected, maintained and used.

"Personal information" means any information that describes anything about a person, or that indicates actions done by or to a person, or that indicates that a person possesses certain personal characteristics, and that contains, and can be retrieved from a system by, a name, identifying number, symbol, or other identifier assigned to a person.

The Superintendent is directly responsible for the operation of the PI system, including preparing and implementing rules that provide for the operation of the information system. To that end, the following components shall be included in the operation of the system:

1. Identification of the person responsible for the PI system.
2. Rules that provide for the operation of the system.
3. Procedures for informing each employee who has responsibility for the operation or maintenance of the PI system, or the use of personal information maintained in the system, of the applicable provisions of R.C. Chapter 1347 and the rules adopted for the operation of the PI system.
4. Identification of the disciplinary measures to be applied to any employee who initiates or otherwise contributes to any disciplinary or other punitive action against any individual who brings to the attention of appropriate authorities, the press, or any member of the public, evidence of unauthorized use of information contained in the PI system. The disciplinary action identified shall be consistent with State and Federal law and any applicable collective bargaining agreement(s), and may include action up to and including termination. 
5. Procedures for informing each person who is asked to supply personal information for the system whether the person is legally required to provide the information or may refuse to supply the information.
6. Procedures for monitoring the accuracy, relevance, timeliness, and completeness of the personal information in the system.
7. Direction to maintain the personal information in the system with accuracy, relevance, timeliness, and completeness.
8. Identification of the reasonable precautions to be taken to protect personal information in the system from unauthorized modification, destruction, use, or disclosure.
9. Direction to collect, maintain, and use only personal information that is necessary and relevant to the functions that the District is required or authorized to perform, and to eliminate personal information from the system when it is no longer necessary and relevant to those functions. 

Each employee who has any responsibility for the operation or maintenance of the PI system, or the use of personal information maintained in the system, shall be provided a copy of any rules that are promulgated regarding the system and shall be trained in how to comply with the rules and the relevant provisions of the law.

© Neola 2012