Iowa Admin. Code r. 111-13.13
13.13(2) Confidential records. The following records, categorized by agency program area, shall be held confidential. The statutory authority for confidentiality of each record system is given.
| Records | Statutory Authority |
| ADMINISTRATION | |
| Central blind registry (c) | Iowa Code section 259.1 |
| Client financial documents | Iowa Code section 259.1 |
| Employment applications | Iowa Code section 22.7(11) |
| Minutes, closed meetings, commission for the blind | Iowa Code section 21.5(4) |
| Performance evaluations | Iowa Code section 19A.15 |
| Personnel records | Iowa Code section 19A.15 |
| Personnel attendance records | Iowa Code section 19A.15 |
| Portions of agency staff manuals or indexed general statements of policy when disclosure of the information would: (1) enable law violators to avoid detection; (2) facilitate disregard of requirements imposed by law; or (3) give a clearly improper advantage to persons who are in an adverse position to the agency | Iowa Code sections 17A.2 and 17A.3 |
| Unemployment claims | Iowa Code section 19A.15 |
| ADULT ORIENTATION AND ADJUSTMENT CENTER | |
| Orientation center student information | Iowa Code section 259.1 |
| Orientation center student list | Iowa Code section 259.1 |
| Orientation center student/alumni data base (c) | Iowa Code section 259.1 |
| BUSINESS ENTERPRISE PROGRAM | |
| Closing vendor inventories | Iowa Code section 259.1 |
| Individual operator management training records | Iowa Code section 259.1 |
| Operator assignment selection records | Iowa Code section 259.1 |
| Vendor equipment inventories | Iowa Code section 259.1 |
| Vendor financial information | Iowa Code section 259.1 |
| INDEPENDENT LIVING REHABILITATION SERVICES | |
| Case records | Iowa Code section 259.1 |
| Client case number book | Iowa Code section 259.1 |
| Client closure book | Iowa Code section 259.1 |
| Client contact itineraries | Iowa Code section 259.1 |
| Client master list | Iowa Code section 259.1 |
| Client satisfaction survey | Iowa Code section 259.1 |
| Library field contact report | Iowa Code section 259.1 |
| Field operations staff reports | Iowa Code section 259.1 |
| LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED | |
| American college testing service test materials | Iowa Code section 22.7(19) |
| American printing house for the blind availability inquiries | Iowa Code section 22.7(13) |
| Applications for library service | Iowa Code section 259.1 |
| Book order records | Iowa Code section 22.7(13) |
| Book transcription completion records | Iowa Code section 22.7(13) |
| Braille thermoform request records | Iowa Code section 22.7(13) |
| Circulation records | Iowa Code section 22.7(13) |
| CMLS microfiche and printout book of library patron records | Iowa Code section 22.7(13) |
| EI cassette machine pilot project user listing | Iowa Code section 22.7(13) |
| Hand-thermoformed braille library patron list | Iowa Code section 22.7(13) |
| Instructional materials center purchase orders | Iowa Code section 22.7(13) |
| Interlibrary library patron loan records | Iowa Code section 22.7(13) |
| Iowa basic skills test materials | Iowa Code section 22.7(19) |
| Iowa federation of women’s clubs library patron request records | Iowa Code section 22.7(13) |
| Iowa Lions bible distribution list | Iowa Code section 22.7(13) |
| Library patron correspondence | Iowa Code section 22.7(13) |
| Library patron equipment inventory | Iowa Code section 22.7(13) |
| Library patron orders, monthly reports | Iowa Code section 22.7(13) |
| Library patron braille requests and production records | Iowa Code section 22.7(13) |
| Library patron braille request exchange list | Iowa Code section 22.7(13) |
| New library patron listing | Iowa Code section 22.7(13) |
| NLS subscription transaction records | Iowa Code section 22.7(13) |
| NLS updates on library patron service changes | Iowa Code section 22.7(13) |
| Out-of-state library patron duplication records | Iowa Code section 22.7(13) |
| Pioneer service reports | Iowa Code section 22.7(13) |
| Recording for the blind circulation records | Iowa Code section 22.7(13) |
| Tape purchase correspondence | Iowa Code section 22.7(13) |
| Textbook tracking materials | Iowa Code section 22.7(13) |
| VOCATIONAL REHABILITATION SERVICES | |
| Annual SGA closure list | Iowa Code section 259.1 |
| Case records | Iowa Code section 259.1 |
| Certification letters | Iowa Code section 259.1 |
| Claim and verification requests | Iowa Code section 259.1 |
| Client contact itineraries | Iowa Code section 259.1 |
| Client master list | Iowa Code section 259.1 |
| Client orientation schedule list | Iowa Code section 259.1 |
| Client satisfaction survey | Iowa Code section 259.1 |
| Department of personnel braille typing tests | Iowa Code section 19A.15 |
| Monthly field operations staff reports | Iowa Code section 259.1 |
| SSA responses to claim & verification requests | Iowa Code section 259.1 |
NOTE: (c) indicates information is also stored on a computer database.
13.13(3) Personally identifiable information. This subrule describes the nature and extent of personally identifiable information which is collected, maintained, and retrieved by the agency by personal identifier in record systems defined in rule 111—13.1(17A,22). For each record system, this subrule describes the legal authority for the collection of information. These record systems, categorized by agency program area, are:
| Records | Legal Authority for Collection |
| ADMINISTRATION | |
| Accounts payable vouchers | Iowa Code section 259.1 |
| Central blind registry (c) | Iowa Code section 259.1 |
| Client financial documents | Iowa Code section 259.1 |
| Employment applications | Iowa Code section 19A.15 |
| Performance evaluations | Iowa Code section 19A.15 |
| Personnel records | Iowa Code section 19A.15 |
| Personnel attendance records | Iowa Code section 19A.15 |
| Unemployment claims | Iowa Code section 19A.15 |
| ADULT ORIENTATION AND ADJUSTMENT CENTER | |
| Orientation center student information | Iowa Code section 259.1 |
| Orientation center student list | Iowa Code section 259.1 |
| Orientation center student/alumni database (c) | Iowa Code section 259.1 |
| BUSINESS ENTERPRISE PROGRAM | |
| Closing vendor inventories | Iowa Code section 259.1 |
| Individual operator management training records | Iowa Code section 259.1 |
| Operator assignment selection records | Iowa Code section 259.1 |
| Vendor equipment inventories | Iowa Code section 259.1 |
| Vendor financial information | Iowa Code section 259.1 |
| INDEPENDENT LIVING REHABILITATION SERVICES | |
| Case records | Iowa Code section 259.1 |
| Client case number book | Iowa Code section 259.1 |
| Client closure book | Iowa Code section 259.1 |
| Client contact itineraries | Iowa Code section 259.1 |
| Client equipment inventory cards | Iowa Code section 259.1 |
| Library field contact report | Iowa Code section 259.1 |
| Field operations monthly reports | Iowa Code section 259.1 |
| LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED | |
| American printing house for the blind library patron availability inquiries | Iowa Code section 216B.3 |
| Applications for library service | Iowa Code section 216B.3 |
| Book order records | Iowa Code section 216B.3 |
| Book transcription completion records | Iowa Code section 22.7(13) |
| Braille thermoform request records | Iowa Code section 22.7(13) |
| Circulation records | Iowa Code section 216B.3 |
| CMLS microfiche and printout book of library patron records | Iowa Code section 216B.3 |
| EI cassette machine pilot project user listing | Iowa Code section 216B.3 |
| Hand-thermoformed braille library patron list | Iowa Code section 216B.3 |
| Instructional materials center purchase orders | Iowa Code section 216B.3 |
| Interlibrary library patron loan records | Iowa Code section 216B.3 |
| Iowa federation of women’s clubs library patron request tracking | Iowa Code section 216B.3 |
| Iowa Lions bible distribution list | Iowa Code section 216B.3 |
| Library patron correspondence | Iowa Code section 216B.3 |
| Library patron equipment inventory | Iowa Code section 216B.3 |
| Library patron orders, monthly reports | Iowa Code section 216B.3 |
| Library patron braille requests and production records | Iowa Code section 216B.3 |
| Library patron braille request exchange list | Iowa Code section 216B.3 |
| New library patron listing | Iowa Code section 216B.3 |
| NLS subscription transaction records | Iowa Code section 216B.3 |
| NLS updates on library patron service changes | Iowa Code section 216B.3 |
| Out-of-state library patron duplication records | Iowa Code section 216B.3 |
| Pioneer service reports | Iowa Code section 216B.3 |
| Recording for the blind circulation records | Iowa Code section 216B.3 |
| Tape purchase correspondence | Iowa Code section 216B.3 |
| Textbook tracking materials | Iowa Code section 216B.3 |
| VOCATIONAL REHABILITATION SERVICES | |
| Annual SGA closure list | Iowa Code section 259.1 |
| Case records | Iowa Code section 259.1 |
| Certification letters | Iowa Code section 259.1 |
| Claim & verification requests | Iowa Code section 259.1 |
| Client contact itineraries | Iowa Code section 259.1 |
| Client orientation schedule list | Iowa Code section 259.1 |
| SSA responses to claim & verification requests | Iowa Code section 259.1 |
NOTE: (c) indicates information is also stored on a computer database.
13.13(4) Open records. Agency records are open for public inspection and copying unless otherwise provided by rule or law. These record systems, categorized by agency program area, are routinely available to the public. They do not generally contain personally identifiable information or confidential information.
Records
ADMINISTRATION
Acknowledgments of gifts and bequests contributions
Administrative rules, public docket and rule-making records
Advisory boards, commissions, associations, committees and task forces: correspondence, minutes
and general information
Aids and appliances, accounts receivable
Annual reports
Building blueprints
Building equipment reference manuals and data
Cooperative agreements
CSAVR, correspondence and general information
Dept. of education, correspondence, fiscal records and general information
Dept. of personnel procedures manual
Employee assistance fund information
Employee handbook
Equipment maintenance agreements
Executive calendar, current and past
Federal financial reports
Federal funds request authorizations
Federal government agencies, correspondence and reports
Film and videotape information
Fire evacuation procedures
Fiscal information on special projects
Forms, indexed
General complaints and criticisms from the public
General letters of appreciation from the public
General requests and inquiries from the public
General statements of agency policy, indexed
Gift law, general information
Iowa head injury committee
Iowa management training system, general information
Job opening announcements
Legislators, listing
Legislative correspondence and general information
Mailing lists
Maintenance work orders (c)
Membership, payment approvals
Minutes, Iowa commission for the blind
Monthly financial reports, dept.
of revenue
National council of state agencies for the blind, correspondence and general information
New staff seminar schedules and evaluations
Out-of-state travel authorization requests and approvals
Personnel classifications, job descriptions and pay schedules
Personnel instructional pamphlets
Photographs and resumes, administrator and commission members
Pool/gym agreements
Position description questionnaires
Press releases and news clippings
Private organizations, correspondence and general information
Product safety chemical data sheets
Professional and technical associations, correspondence and general information
Public records docket
Publications
Rehabilitation administrative management program, general information and correspondence
Rehabnet, general information and memos
Rental and lease agreements
Sixtieth anniversary, general information
Staff service certificates
State government agencies, correspondence and reports
State vehicle dispatcher monthly reports
Statements of grant awards
Studies, surveys and proposals
28E agreements
Utility consumption and cost data (c)
BUSINESS ENTERPRISE PROGRAM
Blueprints and equipment layouts
Randolph-Sheppard Act
State plan, Randolph-Sheppard Act
Vendor forms
INDEPENDENT LIVING REHABILITATION SERVICES
CSAVR independent living committee
Deaf-blind register
Grant applications and instructional memos
Independent living advisory committee, general information and minutes
Independent living forms
Independent living procedure memos and schedules
In-service training grant, application and agendas
Part C announcements and reference materials
RCEP training advisory committee, general information and correspondence
Reference materials on alternative techniques
RSA 704 report
RSA 7OB report
Special project grant, 1983
State plan for independent living services
Statewide independent living council, general information and minutes
Title VII, part b grant, reports and correspondence
LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED
Acquisition of bibles, general information
American printing house for the blind federal quota orders
American federation for the blind directory of agencies
APH central automated resource list
Application transfer technique study
Bibliographies, by subject
Bindery tracking records
Book inspection survey
Books proofread for sale, listing
Braille alphabet cards
Braille instruction manuals and sign booklets
Brochures from other libraries for the blind
Card catalog microfilming information
Card catalog uniform entries authority
Card file of print books about blindness
Card file of cassettes processed
Cassette books, number assignment record
Catalog production and master records
Censorship, general information
Circulation, general information
Comprehensive mailing list system (CMLS), general information
Computer installation information
Computer software and software manuals
Copyright clearance records
Deaf-blindness, general information
Diebold repairs, general information
Disabilities, general information
Duplicators, general information
EI cassette instructional video
Eligibility, general information
Equal employment opportunity, general information
Equipment manuals
Forms, inventory and masters (c)
Free matter for the blind and physically handicapped, general information
General library statistics
Guidelines for tapists
Health care facilities in Iowa, listing
Historical collection of uncataloged examples of tactile systems
Instructional materials center, general information
Intention and completion forms for the American printing house for the blind
Iowa computer-assisted network advisory board minutes, 1985
Iowa federated women’s clubs, listing
Iowa library directory
Iowa libraries: a time to grow 1985-90 (program planning guide)
Iowa Lions foundation
Large-type format, general information
Lead worker, general information
Library automation report, 1983
Library consumer advisory committee minutes and general information
Library grants
Library materials invoices
Library staff procedures manuals
Logs, various department systems
Machines, general information
Magazine inventory
Magazine transaction merge procedures
Magazines, reference materials on selection, transcription and subscription
Mailing lists
Marantz, general repair information
Modems, general information
Monthly reports on nonusers of library service
National braille association bulletins
NLS availability listings
NLS automation reports
NLS, general correspondence and information
NLS removal authorization documentation
Nonborrower purchase orders
OCR scanners, general information
Postal service, general information
Publication catalogs
Publishers, listing
Radio reading for the blind, production information
Reader enrollment and delivery systems (READS), general information
Records management listing of library records
Request for proposal for local area network
Salvaging rigid talking book discs, instruction manual
Shelving, general information
Snowbirds, general information
Space utilization report
Speech/braille computer output, general information
Titles received, book listing
Training grant, general information
Transcriber’s workshop, documentation and information
Vendor listing
World book encyclopedia, informational material
XESS, listing of books removed from the collection
NOTE: In addition to the above records, a complete inventory of all materials available for circulation is maintained in the library’s card catalog.
VOCATIONAL REHABILITATION
Available readers and drivers listing
Dept. of personnel, certified disabilities program
Commissioner policies on service provision
Computer technology reference materials
Counselor instructional manual
Field operations statistical reports
504 subcommittee meeting records
General resource materials on employment and vocational rehabilitation
Health resources and information
Information on U.S. civil service and personnel management
In-service training agendas
In-service training grant
Job openings posting book
Medical reference pamphlets and brochures
Paratransit advisory committee reference materials
Photographs
RCEP training advisory committee reference listing
Reference materials on Targeted jobs tax credit, Job training partnership Act and PWI programs
Rehabilitation Act of 1973
Rehabilitation services administration annual report on postemployment services and annual reviews
Rehabilitation services administration federal regulations
Rehabilitation services administration monthly cumulative caseload report
Rehabilitation services administration quarterly cumulative caseload report
Rehabilitation services administration program and cost report
Social security disability and SSI reference materials
Speeches by Kenneth Jernigan and Jacob tenBroek
SSA administrative procedure letters
SSA program instructions and resource materials
Staff procedure memos
Staff territory assignments
State facilities plan
State plan for vocational rehabilitation services
Supported employment reference materials
Telephone directories for DVRS and AEA personnel
Transition committee minutes and reference materials
Veterans administration resource materials
Vocational rehabilitation guidelines and procedures
NOTE: (c) indicates information is also stored on a computer database.
The following record systems, categorized by agency program area, are open to access by the public, but may contain personally identifiable or confidential information:
| Records | Statutory Authority |
| ADMINISTRATION | |
| Accounts payable vouchers | Iowa Code section 259.1 |
| Accounting interagency correspondence and information | Iowa Code sections 259.1 and 19A.15 |
| Applications for education leave and educational assistance | Iowa Code section 19A.15 |
| Correspondence, general | Iowa Code section 259.1 |
| Gifts and bequests trust account records | Iowa Code section 216B.3 |
| Minutes, supervisors meetings | Iowa Code section 259.1 |
| BUSINESS ENTERPRISE PROGRAM | |
| Closed vending facilities | Iowa Code section 259.1 |
| Correspondence, general | Iowa Code section 259.1 |
| Correspondence, vendor | Iowa Code section 259.1 |
| Licenses | Iowa Code section 259.1 |
| Minutes, state vendor committee | Iowa Code section 259.1 |
| Vending facilities (all locations) | Iowa Code section 259.1 |
| INDEPENDENT LIVING REHABILITATION SERVICES | |
| Agency contact documentation | Iowa Code section 259.1 |
| Bistate independent living center | Iowa Code section 259.1 |
| Client equipment inventory cards | Iowa Code section 259.1 |
| General correspondence, 1981-84 | Iowa Code section 259.1 |
| Helen Keller national center, grant, reports, and correspondence | Iowa Code section 259.1 |
| LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED | |
| Braillewriter equipment inventory | Iowa Code section 216B.3 |
| Marantz equipment inventory and repair records | Iowa Code section 216B.3 |
| Proofreader circulation assignments | Iowa Code section 216B.3 |
| Tape exchange correspondence | Iowa Code section 216B.3 |
| Volunteer braille and tape production records | Iowa Code section 216B.3 |
| VOCATIONAL REHABILITATION | |
| General correspondence | Iowa Code section 259.1 |
| Intra-office and interoffice memos | Iowa Code section 259.1 |
| Lions typewriter acquisition list | Iowa Code section 259.1 |
NOTE: (c) indicates information is also stored on a computer database.