(A) The Ohio family and children first cabinet council state office shall establish and maintain the Ohio automated service coordination information system. The information system shall contain county family and children first council records detailing funding sources and information regarding families seeking services from a county council including:

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(1) Demographics including:

(a) Number and relationship of family members;

(b) Genders of youth;

(c) Ages of youth;

(d) Races of youth;

(e) Education of youth.

(2) Youth financial resource eligibility information;

(3) History and desired outcomes;

(4) Youth’s physical and behavioral health histories, when available;

(5) Names of youth’s insurers and physicians, when available;

(6) Individualized plans including:

(a) Referrals made to services;

(b) Services and supports received;

(c) Crisis plans;

(d) Safety plans.

(7) All relevant case file documents;

(8) Any other information related to families served, services provided, or the financial resources used to provide the services.

(B) Each county family and children first council shall enter and update information in the Ohio automated service coordination information system as information becomes available or within five business days of acquiring new information. Failure to enter information may result in the withholding of state funding.

(C) The data in the Ohio automated service coordination information system is confidential, and release of information is limited to those with whom the county family and children first council is permitted by law to share the information. Access to and use of data in the Ohio automated service coordination information system shall be limited to the extent necessary to carry out the duties of the family and children first cabinet council and the county family and children first councils established in section 121.37 of the Revised Code.

(D) Personnel having access to the Ohio automated service coordination information system shall be limited to those individuals who have been educated on the confidentiality requirements of the Ohio automated service coordination information system, who are informed of all penalties, who have been educated in security procedures, and who have provided acknowledgement of rules developed by the Ohio family and children first cabinet council.

(E) Each county family and children first council shall do both of the following:

(1) Establish and implement a policy establishing administrative penalties, up to and including dismissal from employment, for unauthorized access to, disclosure of, or use of data in the Ohio automated service coordination information system;

(2) Monitor access to and use of the Ohio automated service coordination information system to prevent and identify unauthorized use of the system.

(F) No direct access to the Ohio automated service coordination information system shall be requested by or on behalf of, nor approved for or granted to, any researcher conducting research.

(G) The Ohio family and children first cabinet council state office may adopt rules, in accordance with Chapter 119. Of the Revised Code, governing county family and children first councils’ access to, entry of, and use of information in the Ohio automated service coordination information system.