(A) As used in this section:

(1) “Family” means a parent, brother, sister, spouse, son, daughter, grandparent, aunt, uncle, or cousin.

(2) “Payment” means activities undertaken by a service provider or government entity to obtain or provide reimbursement for services provided to a person.

(3) “Treatment” means the provision of services to a person, including the coordination or management of services provided to the person.

(B) All certificates, applications, records, and reports made for the purpose of this chapter, other than court journal entries or court docket entries, that directly or indirectly identify a resident or former resident of an institution for persons with intellectual disabilities or person whose institutionalization has been sought under this chapter shall be kept confidential and shall not be disclosed by any person except in the following situations:

(1) It is the judgment of the court for judicial records, and the managing officer for institution records, that disclosure is in the best interest of the person identified, and that person or that person’s guardian or, if that person is a minor, that person’s parent or guardian consents.

(2) Disclosure is provided for in other sections of this chapter.

(3) Disclosure is of a record deposited with the Ohio history connection pursuant to division (C) of section 5123.31 of the Revised Code and the disclosure is made to the closest living relative of the person identified, on the relative’s request.

(4) Disclosure is needed for the treatment of a person who is a resident or former resident of an institution for persons with intellectual disabilities or a person whose institutionalization has been sought under this chapter or is needed for the payment of services provided to the person.

(5) Disclosure is needed for a guardianship proceeding under Chapter 2111 of the Revised Code.

(C) The department of developmental disabilities shall adopt rules with respect to the systematic and periodic destruction of residents’ records.

(D) Upon the death of a resident or former resident of an institution for persons with intellectual disabilities or a person whose institutionalization was sought under this chapter, the managing officer of an institution shall provide access to the certificates, applications, records, and reports made for the purposes of this chapter to the resident’s, former resident’s, or person’s guardian if the guardian makes a written request. If a deceased resident, former resident, or person whose institutionalization was sought under this chapter did not have a guardian at the time of death, the managing officer shall provide access to the certificates, applications, records, and reports made for purposes of this chapter to a member of the person’s family, upon that family member’s written request.

(E) No person shall reveal the contents of a record of a resident except as authorized by this chapter.