DHS Staff Tools | OCR | Overview

Document Management

Overview

The DHS Office of Communications Resources (OCR) produces and coordinates the publishing of most DHS forms.

This site outlines how DHS staff and members of the public can obtain copies of forms in the languages and formats they need. It also provides links where copies of many DHS forms and publications can be downloaded.

• Inform clients and the community about DHS work and services
• Allow people to apply for DHS benefits and services
• Help staff determine client eligibility for programs and services

OCR also converts more than one million pieces of paper into electronic documents each month. Imaging this information makes it more readily available to the people who need it and saves money on storage costs.

Services OCR provides:

• Produces forms and other materials in alternate formats, such as large print or Braille. See our alternate formats page for more information.
• Produces DHS forms in English or other languages.
• Completes revisions of existing forms. OCR staff also designs new forms as needed by DHS programs. To request these services, use the DHS 1001 Project Request Form and submit it to OCR.
• Images DHS records into electronic formats for storage and access by DHS staff.
• Organizes and maintains the physical storage of documents for DHS. Organizational activities include:
  
  • Sending physical records to archival storage;
  • Requesting physical records from archival storage;
  • Destruction of physical records from archival storage.

Electronic records

The DHS Office of Document Management converts more than one million pieces of paper — applications, bills, claims, checks and more — into electronic documents each month.

Imaging this information makes it more readily available to the people who need it and saves money on storage costs.

Access to this information is available to DHS employees only. If you need a user name and password, contact the DHS HelpDesk at 503-945-5623 or on the department's GroupWise email system.

To learn more about this system, contact Tony Thomas, Interim Deputy Administrator at 503-378-3528 or by email at anthony.d.thomas@state.or.us.

DHS business cards, letterhead and envelopes

The DHS Office of Document Management no longer orders business cards, letterhead or envelopes. Requests for these items should first go to the person in each DHS office who has been designated by the manager to order them.

Orders should then be sent to Oregon Corrections Enterprises using the appropriate forms that are found on the DHS forms Web site.

Information about requirements for business cards and letterhead can be found in the DHS policies. The policy site also includes links to samples of the different types of business cards that are available.

Contact:
E-mail: OCE Print Shop
1-800-776-7712

If you have questions or comments about this site send email to DHS-Web (groupwise) or dhs-web@state.or.us