CHAPTER 147
Record Keeping System
147.01   Personal information system established; administration.
147.02   Purpose.
147.03   Management of personal information system.
 
CROSS REFERENCES
Photostat or microfilm recording - see Ohio R.C. 9.01
 
 
147.01 PERSONAL INFORMATION SYSTEM ESTABLISHED; ADMINISTRATION.
   (a)   There is hereby created a Municipal personal information system.
 
   (b)   Such system shall control the collection of personal information by the Municipality, excepting therefrom activity by Municipal officials which pertains to enforcement of criminal laws, including police efforts to prevent, control or reduce crime or to apprehend criminals, including information obtained by a Municipal Prosecutor or County Prosecutor and further including information obtained by the Criminal Courts, including the Mayor's Court.
 
   (c)   The Safety-Service Director is hereby appointed to be directly responsible for the system.
 
   (d)   Prior to January 31, of each year, the Safety-Service Director will file a notice with the Ohio Personal Information Control Board as required by Ohio R.C. 1347.03.
 
   (e)   Each Department of the Municipality shall keep such records as are necessary for its proper functioning and under the supervision of the Safety-Service Director each department head shall be responsible for proper record keeping so as to comply Ohio R.C. Chapter 1347 and with any ordinance adopted by the Municipality. Nothing in this chapter prohibits the department head from delegating authority to another person in his department.
(Ord. 1064. Passed 12-20-76.)
147.02 PURPOSE.
   Personal information records comprising the Municipal personal information system shall be kept by the following departments for the following purposes:
   (a)   Fire Department. For the purpose of obtaining information necessary to furnish the Municipality with proper fire protection and emergency services and for the proper functioning of such Department.
   (b)   Water Department. For the purpose of obtaining information necessary to assure the users of the Crestline Water Distribution System with water, to allow determination of water usage, to allow for collection of rates charged for usage and such other information as necessary for the proper functioning of the Department.
   (c)   Street Department. For the purpose of obtaining information necessary for maintaining a good and adequate system of streets, alleys and other public thoroughfares and for the proper functioning of the Department.
   (d)   Sewer Department. To provide the Municipality with a good and adequate waste sewage disposal system, including information needed for determining an adequate rate system and collections procedure and all other information as is necessary for the proper functioning of the Department.
   (e)   Police Department. For the purpose of obtaining information necessary for the proper functioning of the Department in addition to the collection of information exempted by Ohio R.C. Chapter 1347 and Section 147.01 (b).
   (f)   The Department of Community Development. For the purpose of obtaining information necessary to properly plan for and put into effect projects for Community Development, to obtain Federal or State grants or matching funds, to apply for Federal or State grants or matching funds, to fulfill the conditions of contracts with any agency or department of the United States of America or the State. Such Department may also obtain information necessary to comply with any law or administrative regulation or ruling of the United States of America or the State or any agency or department thereof. The Department may also obtain such information as is necessary for the proper functioning of the Department.
   (g)   The Building Department. For the purpose of obtaining information necessary to enforce the various zoning, building, housing and other Codes of the Municipality and such other information as is necessary for the proper functioning of the Department. As far as is applicable, the Department shall be exempted as provided by Ohio R.C. Chapter 1347.
   (h)   Clerk of Council. For the purpose of obtaining information necessary to perform the duties imposed on the office by law and all other information which is necessary for the proper functioning of the office.
   (i)   The Mayor, Safety-Service Director and Law Director. For the purpose of obtaining necessary information to properly perform their respective duties and when applicable certain information so obtained may be exempt as provided by Ohio R.C. Chapter 1347.
   (j)   Income Tax Department. For the purpose of obtaining information necessary to insure collection of the income tax due to the Municipality, including necessary information to determine if income tax is owed the Municipality.
   (k)   Other. In addition to all other information permitted to be collected by this chapter, the Municipality, through its proper officers, employees, agency or department may obtain such personal information as is necessary for the following reasons:
      (1)   To comply with the various laws of the United States of America and the State.
      (2)   To employ proper officers or employees for the various departments of the Municipality.
      (3)   To properly compensate officers and employees of the Municipality.
      (4)   To properly promote, demote, dismiss or discipline officers or employees.
      (5)   For the proper functioning of Municipal affairs.
         (Ord. 1064. Passed 12-20-76.)
147.03 MANAGEMENT OF PERSONAL INFORMATION SYSTEM.
   (a)   The Safety-Service Director is hereby appointed to be directly responsible for the personal information system.
 
   (b)   Any employee who initiates or otherwise contributes to any disciplinary or other punitive action against any individual who brings to the attention of appropriate authorities, the press, or any member of the public, evidence of unauthorized use of information contained in the system shall be disciplined as follows: For a first offense, not less than three days or more than ten days suspension without pay; for a second offense, not less than five days nor more than a thirty day suspension without pay; third offense, not less than a thirty days suspension without pay. All disciplinary action under this section shall be by the Mayor.
 
   (c)   Prior to obtaining any personal information, other than name and address of a person, any employee of the Municipality covered by this chapter shall first advise such person as to whether or not such person is legally required to or may refuse to supply the information requested.
 
   (d)   No employee of the Municipality shall collect any personal information from any person other than is necessary and relevant to the functions of the agency or particular department of the agency as is required for the proper functioning of the Municipality or the particular department or which is required by laws of the United States of America, the State or by administrative ruling or regulations of either the United States of America or the State.
 
   (e)   A copy of this chapter shall be given to the Mayor, Safety-Service Director, Clerk of Council, Law Director, every Department Head and each and every other person having any responsibility in the operation of the system or for the use of personal information maintained in the system.
 
   (f)   Only personal information that is necessary and relevant to the functioning of the particular department shall be collected. Such information shall be collected and such information shall be accurate, complete and timely so as to assure fairness in any determination with respect to the person on the basis of the information.
 
   (g)   Personal information no longer necessary for the proper functioning of a particular department shall be eliminated and all personal information with the system shall be kept in a safe place accessible only to authorized personnel.
 
   (h)   No personal information from the Municipal personal information system shall be released to any person or agency outside the Municipal personal information system, except:
      (1)   Such disclosures consistent with newly developed programs, or where the health, safety or welfare of the public is involved or for any other purpose that the Director of the Ohio Personal Information Board determines to be consistent with the intent and purpose of Ohio R.C. Chapter 1347.
      (2)   Such disclosure is with the consent of or at the request of the person involved.
      (3)   Such disclosure is consistent with provisions relating to the disclosure of personal information contained in Ohio R.C. 1347.07.
      (4)   Such disclosure is of information exempted by Ohio R.C. Chapter 1347 and Section 147.01(b).
   (i)   Right of access to information within the Municipal personal information system and methods of resolving disputes concerning personal information therein will be as set forth in Ohio R.C. Chapter 1347.
(Ord. 1065. Passed 12-20-76.)