193—13.13 (17A,22,544A) 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 193—13.1(17A,22). For each record system, this rule describes the legal authority for the collection of that information. Most records are stored on paper only, but information from paper records may also be stored in electronic form and some records may also be stored only in electronic form. 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 is also placed on the board Web site. The record systems maintained by the agency are:
	 13.13(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.
	 13.13(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.
	 13.13(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.
	 13.13(4) Licensure. Records pertaining to licensure by examination may include:
	  a.   	 Transcripts from education programs. This information is collected pursuant to Iowa Code sections 542B.13, 542C.5, 543B.15, 543D.9, 544A.8 and 544B.9.
	  b.   	 Applications for examination. This information is collected pursuant to Iowa Code sections 542B.13, 542C.5, 543B.20, 543D.7, 544A.8 and 544B.9.
	  c.   	 References. These may be requested from applicants pursuant to Iowa Code section 542B.13 or 544A.8.
	  d.   	 Past criminal and disciplinary record. This information is collected pursuant to Iowa Code sections 542B.13, 542C.4, 543B.15, 543D.12, 544A.27 and 544B.9.
	  e.   	 Examination scores. This information is collected pursuant to Iowa Code sections 542B.14, 542C.5, 543B.20, 543D.8, 544A.8 and 544B.9.
	  f.   	 Social security numbers of license applicants and licensees as required by Iowa Code section 252J.8(1).
	 13.13(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 sections 542B.21, 542C.5, 543B.15, 543D.10, 544A.8 and 544B.15.
	  b.   	 Verification of licensure by another board. This information is collected pursuant to Iowa Code sections 542B.20, 542C.5, 543B.21, 543D.11, 544A.8 and 544B.10.
	  c.   	 Verification of experience and other licensure qualifications.
	 13.13(6) Firm and business entity registrations and renewals. This information is collected pursuant to Iowa Code section 542C.18, 543B.28, and 544A.21.
	 13.13(7) Renewal forms. This information is collected pursuant to Iowa Code sections 542B.18, 542C.5, 543B.28, 543D.16, 544A.10 and 544B.13. Some renewal forms are only stored in data processing systems when licensees renew electronically.
	 13.13(8) Continuing education records. This information is collected pursuant to Iowa Code section 272C.2.
	 13.13(9) Trust account records. This information is obtained under the authority of Iowa Code section 543B.46, which may include records such as consents to audit trust accounts, transactional records, bank account and ledger records, examination reports, examiner exit interviews, correspondence and related records.
	 13.13(10) Errors and omissions insurance records. This information is obtained under the authority of Iowa Code section 543B.47.