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Can I use third-party project management tools that collect personal information in Ohio? What are the requirements?

Using Third-Party Project Management Tools that Collect Personal Information in Ohio

If you are planning to use third-party project management tools that collect personal information in Ohio, you must comply with the state’s rules regarding personal information systems. The Ohio facilities construction commission, the Ohio vision professionals board, and the Ohio air quality development authority have specific requirements for access restrictions, acquisition of new computer systems, upgrading existing computer systems, and logging requirements for confidential personal information in computerized personal information systems [1.1][2.1][3.1].

To comply with these rules, third-party project management tools that collect personal information must include a mechanism for recording specific access by employees or agents of the commission or board to confidential personal information in the system. The commission and the board shall require employees or agents who access confidential personal information within computer systems to maintain a log that records that access [1.1][2.1][3.1].

Additionally, access to confidential personal information that is kept electronically shall require a password or other authentication measure [1.1][3.1]. The Ohio facilities construction commission, the Ohio vision professionals board, and the Ohio air quality development authority shall determine the level of access required for an employee to fulfill his/her job duties. The determination of access to confidential personal information shall be approved by the employee’s supervisor and the information owner prior to providing the employee with access to confidential personal information within a personal information system [1.1][2.1][3.1].

Conclusion

To use third-party project management tools that collect personal information in Ohio, you must comply with the state’s rules regarding personal information systems. The Ohio facilities construction commission, the Ohio vision professionals board, and the Ohio air quality development authority have specific requirements for access restrictions, acquisition of new computer systems, upgrading existing computer systems, and logging requirements for confidential personal information in computerized personal information systems. Third-party project management tools that collect personal information must include a mechanism for recording specific access by employees or agents of the commission or board to confidential personal information in the system. The commission and the board shall require employees or agents who access confidential personal information within computer systems to maintain a log that records that access. Access to confidential personal information that is kept electronically shall require a password or other authentication measure. The Ohio facilities construction commission, the Ohio vision professionals board, and the Ohio air quality development authority shall determine the level of access required for an employee to fulfill his/her job duties. The determination of access to confidential personal information shall be approved by the employee’s supervisor and the information owner prior to providing the employee with access to confidential personal information within a personal information system [1.1][2.1][3.1].

Source(s):
Jurisdiction

Ohio