DHS mail processing and privacy
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Overview
DHS clients and personnel expect us to protect their confidential, sensitive information. That information may be in a computer system, used in verbal conversation, or on paper sent from one office to another through the mail. No matter what the medium, DHS is required to protect this information.
This site provides tools and resources to ensure successful delivery of envelopes and parcels via the state shuttle and other mail services. In addition, the site is designed to:
- Ensure that reasonable safeguards are applied to confidential, sensitive information while in transit, allowing us to maintain compliance with federal rules.
- Reduce risk of unintended disclosure of confidential, sensitive information.
- Improve delivery and tracking of sensitive documents.
Handling confidential and sensitive mail
There are a number of ways to protect confidential, sensitive information while in mail transit. The following recommendations will increase that protection and improve delivery and tracking.
- Recipient Address: Note the specific intended recipient, the address and the program area within that particular location. Use first and last name of the intended recipient. Write legibly or use printed labels. Look up the recipient's address. Don’t assume that the person you usually send things to is still in the same office, position or desk. You also can't assume that something addressed generically to the Department of Human Services building on Summer St. in Salem will reach the intended recipient.
- Return Address: Be specific. Clearly write the sender’s name and originating location. Provide the full name of the individual, office/program and address of the sender.
- Return Documents: Be specific and give clear instructions if something in the letter or packet should be returned to the sender. (e.g., application, eligibility documentation, signed authorization.)
- Forms: When designing a new form or revising an old one, consider whether to print a return address on the form. If the form or document is used by more than one location, consider providing a space for each office to write, type or stamp their location to ensure return delivery.
- Interoffice Envelopes: Cover or scratch out the previous recipient and sender names. Give enough information, including full name of intended recipient, to ensure successful delivery. Always include a return address and contact name.
- Shuttle Service: Before sending something on the DAS Shuttle Service, check the shuttle stops and schedule. The shuttle does not serve all DHS offices. You must provide a street address; the shuttle does not deliver to PO boxes.
- Packaging: Provide sufficient packaging to protect the contents from any physical damage and from inadvertent disclosure of sensitive information.
- Client Files in Transit:
- See the above packaging requirement.
- Stamp or in some way note that the material is confidential and sensitive.
- Create a tracking process. Log outgoing and incoming client files.
- When sending or receiving a client file, make a note in the appropriate records system such as FACIS, TRACS or ACCESS.
- Follow up. When sending a client file, phone or send an e-mail message to the intended recipient. Inform that person or office that you have sent a file from your office; also tell the recipient the expected date of arrival and the tracking number if using a traceable service. If a file you are expecting does not arrive in the anticipated amount of time, use the tracking number to check its status, and/or phone the sender.
- Ordering check stock: Review the DHS check stock ordering procedure for secure mailing instructions.
If you have questions or need more information about DHS privacy practices, phone the Privacy Program at 503-945-5780 or e-mail a privacy representative at dhs.privacyhelp@state.or.us.
If you have questions or comments about this site, please send email
to DHS-Web (groupwise) or dhs-web@state.or.us
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