What is the state shuttle service?
The state mail shuttle service is operated by the Department of Administrative Services (DAS). Visit their Web site for more information.
Where does the state shuttle pickup mail in my building?
The shuttle service does not provide desk-to-desk pick-ups and deliveries. If you are located in a large building, it's likely the pick-up/drop-off point is the mailroom; if your office is small, the reception area might serve that function. Buildings that house several agencies might have more than one pick-up point, as well as more than one scheduled stop. If you are unsure where to place your mail for pick-up or how to locate your deliveries, call the state shuttle service at 503-373-1327 or 503-373-1715.
Do I need to separate my mail needing USPS postage from interagency mail?
Yes. Every shuttle pick-up spot has mail tubs clearly marked to distinguish between USPS mail and interagency mail. Bundle your accountable mail by putting bands around your certified letters, express mail, foreign mail, etc. This helps identify mail very quickly when your driver brings it back to the metering area in the plant.
How quickly is interagency mail delivered?
It depends on where the mail originates and where it is going. Mail is sorted immediately when it arrives at the plant. If its destination is to an office or mailroom that receives a delivery after that time, the mailpiece will go out that day. If you put interagency mail in the shuttle system in Eugene, Corvallis, Albany or in one of our Portland area stops, it will not be brought back and sorted until the end of the day. In this case, the mail will be delivered to its destination the next business day.
Can I send registered mail through the shuttle?
No. Registered mail must be processed at the post office.
How does the shuttle service handle certified mail from the post office that is addressed to my office?
The shuttle service picks up State of Oregon post office box mail every morning between 7 and 8 a.m. The post office presents the mail to the driver in bundles according to box number. The driver signs for certified mail as an agent of the state of Oregon. The driver then returns to the plant and puts all this mail on the correct route, along with a signature slip from someone at the receiving office. Signature slips are on file at the plant. Accountable mail is not tracked electronically from pick-up at the post office through final delivery to addressee.
How is confidential material I send through the shuttle system protected from loss or disclosure?
If your mail is confidential or sensitive in nature, it must be addressed, labeled and packaged appropriately and securely. If given adequate address information, including complete return address information, the shuttle service will transport your mail and parcels from one address to another. However, keep in mind that the responsibility for safeguarding personal information rests with you. Shuttle trucks are locked at all times and the plant is a secure building. Staff have undergone background checks as a condition of employment. A barcode-enabled package tracking system will be acquired very early in the 2007-09 biennium; this will provide certification of delivery and signature validation. Until this service is in place, it is important that you follow very clear addressing guidelines when sending confidential material. It is also a good idea to notify the intended receiver that you are putting material in the shuttle, and tell him/her when to expect delivery. If a package or envelope goes astray early in the sorting/delivery process it can usually be located quickly. The more time that elapses before you report the missing mail, the harder it is to track and find.
Does the shuttle go to all state offices, contracted offices and all DHS offices?
No. Before sending something on the DAS Shuttle Service, check the shuttle stops and schedule.
Is mail handled/processed the same at each location?
No, it is not. Each location has its own process and its own relationship with delivery services such as UPS. Some locations have DAS shuttle service and some do not. Some share space and a front desk with other DHS programs.
Are there additional steps when sending something to the Human Services Building (HSB) in Salem?
Yes. Each program area within HSB is assigned an E code to expedite delivery within that large building of 1500 staff who represent all DHS program areas. Be sure to note the proper E code on mail sent to the HSB.
How do I find the address for a DHS office?
All DHS field office locations can be found on the Local Offices section of the DHS Web site.
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