193F—25.13(17A,22) 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 193F—25.1(17A,22). For each record system, this rule describes the legal authority for the collection of that information. Records are stored on paper and in electronic form. The board’s records retention schedule shall permit the destruction of paper records once the records are converted to an electronic format. Data regarding licensees is stored in a data processing system that permits the comparison of personally identifiable information in one record system with personally identifiable information in another system. Some information may also be placed on the board’s website or in its newsletter or shared with others to display in databases, national registries, and similar systems. The record systems maintained by the agency are:
	25.13(1) Information in complaint and investigation files maintained by the board for purposes of licensee discipline. This information is required to be kept confidential pursuant to Iowa Code section 272C.6(4). However, it may be released to the licensee once a disciplinary proceeding is commenced by the filing of formal charges and the notice of hearing. Only charges and final orders are maintained electronically.
	25.13(2) Information on nonlicensee investigation files maintained by the board. This information is a public record except to the extent that certain information may be exempt from disclosure under Iowa Code section 22.7(18) or other provision of law.
	25.13(3) The following information regarding licensee disciplinary proceedings:
	a. 	Formal charges and notices of hearing.
	b. 	Complete records of open disciplinary hearings. If a hearing is closed pursuant to Iowa Code section 272C.6(1), the record is confidential under Iowa Code section 21.5(4).
	c. 	Final written decisions, including informal stipulations and settlements.
	25.13(4) Licensure. Records pertaining to licensure by examination may include:
	a. 	Transcripts from education programs. This information is collected pursuant to Iowa Code section 543D.9.
	b. 	Applications for examination. This information is collected pursuant to Iowa Code section 543D.7.
	c. 	Past criminal and disciplinary record. This information is collected pursuant to Iowa Code section 543D.12.
	d. 	Examination scores. This information is collected pursuant to Iowa Code section 543D.8.
	e. 	Social security numbers of license applicants and licensees as required by Iowa Code section 252J.8(1).
	25.13(5) In addition to the above records, records pertaining to licensure by reciprocity or comity may include:
	a. 	Disciplinary actions taken by other boards. This information is collected pursuant to Iowa Code section 543D.10.
	b. 	Verification of licensure by another board. This information is collected pursuant to Iowa Code section 543D.11.
	c. 	Verification of experience and other licensure qualifications.
	25.13(6) Renewal forms. This information is collected pursuant to Iowa Code sections 542.6, 542B.18, 543B.28, 543D.16, 544A.10, 544B.13, and 544C.3(5). Some renewal forms are only stored in data processing systems when licensees renew electronically.
	25.13(7) Continuing education records. This information is collected pursuant to Iowa Code section 272C.2.
[ARC 4379C, IAB 3/27/19, effective 5/1/19]