441—9.18(17A,22) Personally identifiable information—aging programs. 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 441—9.1(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 17—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	
	9.18(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.
	9.18(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; Editorial change: IAC Supplement 6/28/23]