New York regulations
Title 9 Part 8203
Executive Department
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9 NYCRR 8203.1 - Definitions as used in this Part
No later Register activity identified in this check.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Source receipt
- Compiled text through
- May 15, 2022
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- No later Register activity identified in this check.
- Source snapshot
- Jun 6, 2026
(a)CYIMIS shall mean the Children and Youth Interagency Management Information System.
(b)Data subject shall mean a person about whom information has been collected by a participating agency.
(c)Participating agency shall mean a State agency which supplies information concerning a data subject to the council for inclusion in CYIMIS.
(d)Individual identifying data shall mean information concerning a data subject which reveals the identity of the data subject.
(e)Client specific data shall mean information pertaining to one data subject.
(f)Aggregate data shall mean information summarizing the characteristics of a group of individual records from which neither individual identifying data nor client specific data can be ascertained.
(g)Direct access shall mean the ability to withdraw data from the CYIMIS data base through electronic means, or to enter the secured area where CYIMIS data are stored for the purpose of withdrawing data.
(h)Encoded child data elements shall mean the encoded last name, the last four digits of a data subject's social security number and the participating agency client identification number.
(i)Encoded last name shall mean a code derived from a data subject's last name which is encoded by a participating agency before being furnished to the council.
(j)Participating agency client identification number shall mean a code assigned by a participating agency to a data subject before being furnished to the council.
(k)Participating agency identification number shall mean a code assigned by the council which identifies a participating agency.
(l)Council internal identification number shall mean a code assigned by the council to client-specific data.
9 NYCRR 8203.2 - Collection of data
No later Register activity identified in this check.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Source receipt
- Compiled text through
- May 15, 2022
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- No later Register activity identified in this check.
- Source snapshot
- Jun 6, 2026
(a)The council shall receive from participating agencies only those data which are relevant and necessary to accomplish the intended purposes of CYIMIS as such purposes are set forth in Executive Law, section 445.
(b)The council shall not collect individual identifying data. The council shall use encoded child data elements and council internal identification numbers to identify data subjects.
(c)All data shall be collected subject to applicable confidentiality statutes and regulations of the participating agencies.
(d)The council shall not collect data directly from any data subject.
9 NYCRR 8203.3 - Contents of data
No later Register activity identified in this check.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Source receipt
- Compiled text through
- May 15, 2022
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- No later Register activity identified in this check.
- Source snapshot
- Jun 6, 2026
(a)CYIMIS data shall be updated monthly.
(b)The council shall respond promptly to alleged errors in CYIMIS data brought to the council's attention. If the council determines that there is an error and that the council is responsible for such error, the council shall promptly take corrective action. If the council determines that there is an error and that the council is not responsible for such error, the council shall notify the participating agency which furnished the CYIMIS data of the alleged error.
(c)The council shall respond promptly to all corrections from participating agencies.
(d)Systematic and periodic audits shall be performed to ensure the accuracy and integrity of all CYIMIS data. Corrective action shall be promptly taken when errors or inaccuracies are discovered.
(e)Duplicate data tapes shall be created to protect against the loss of data due to mechanical failures, accidents or other emergencies.
9 NYCRR 8203.4 - Data distribution
No later Register activity identified in this check.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Source receipt
- Compiled text through
- May 15, 2022
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- No later Register activity identified in this check.
- Source snapshot
- Jun 6, 2026
(a)Data furnished by a participating agency to the council shall be available to such participating agency.
(b)Aggregate data shall be public information unless the council determines that access to such data would make the identity of a data subject easily traceable.
(c)The council shall respond to requests for individual identifying data by notifying the requester that CYIMIS does not maintain individual identifying data and that such data cannot be retrieved from CYIMIS.
(d)The date of the last update, performed by the participating agency, of the data submitted to the council shall appear on all data distributed to agencies or persons.
(e)The council shall keep an accounting of the data, nature and purpose of each distribution of data, and the name and address of the agency or person to whom data are distributed.
(f)All requests for data shall be in writing and in a format specified by the council.
9 NYCRR 8203.5 - Removal of coded identifiers
No later Register activity identified in this check.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Source receipt
- Compiled text through
- May 15, 2022
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- No later Register activity identified in this check.
- Source snapshot
- Jun 6, 2026
(a)The encoded child data elements shall be removed for each data subject within one month of the data subject's 25th birthday.
9 NYCRR 8203.6 - Commitment to confidentiality
No later Register activity identified in this check.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Source receipt
- Compiled text through
- May 15, 2022
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- No later Register activity identified in this check.
- Source snapshot
- Jun 6, 2026
(a)Only authorized council personnel shall have direct access to CYIMIS data. All such personnel shall be informed of, trained in and updated on the confidentiality laws, policies and practices of CYIMIS.
(b)All contractors involved with CYIMIS shall enter into a written agreement with the council requiring the contractor to comply with the same confidentiality laws, policies and practices as the council.
(c)Any person willfully violating or failing to comply with any provisions related to confidentiality contained in this Part shall be guilty of a misdemeanor.
9 NYCRR 8203.7 - Security safeguards
No later Register activity identified in this check.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Source receipt
- Compiled text through
- May 15, 2022
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- No later Register activity identified in this check.
- Source snapshot
- Jun 6, 2026
(a)Hardware installations, remote terminals and physical files shall be maintained in secured areas.
(b)Direct access to CYIMIS data through electronic means shall require the use of a user code.
(c)Audit trails shall be performed to document all data entry and inquiry activity.