Director's Message

May 11, 2007

To: All DHS employees

From: Bruce Goldberg, M.D., Director

"I get up every morning determined to both change the world and have one heck of a good time. Sometimes this makes planning my day difficult."
~E. B. White

Assuring confidentiality of our clients' information is one of our most important responsibilities. We are doing a lot of good work to protect confidential information, but we must continue to remain vigilant. One of the bills being considered by the Oregon Legislature this session is Senate Bill 583¹, which provides protections against identity theft. Currently the bill is in the Ways and Means Committee. I'm particularly pleased that DHS staff were part of the team that helped write this bill. DHS takes protection of personal information seriously, whether it is information about employees or clients, and already takes many of the steps listed in SB 583 to protect confidential information.

We also take steps to keep staff up to date on ways to protect confidential information. Each month our Information Security Office e-mails all employees a newsletter called "Privacy/Security Update" with tips and recommendations for improving the handling of mail, filing or shredding of records, use of computer passwords, and many other steps we can take to ensure we protect confidential information. The newsletter also includes updates on privacy laws and policy changes that affect the way we serve clients. And the effort is working.

Of most importance is the loss of trust our clients experience when we don't treat their confidential information with the respect and security it deserves. Our work is all about making it possible for people to lead independent, healthy and safe lives. Release of confidential information can have a big impact on a person's safety, whether it is financial safety, personal safety or simply a person's right to privacy. For that reason, we need to continue to make every effort to prevent mail from being misdirected, laptop computers with client files from being stolen, personal conversations with clients from being overheard, and confidential e-mails from being forwarded. And we need to stay up to date on new laws, such as SB 583, if it passes, to be sure we meet their requirements.

We also need to be aware of the many small ways in which our actions can protect an individual's confidential information. For example, when we are talking with a client over the phone or in a meeting, are we making every effort to ensure the conversation is private? We may not be mentioning someone's social security number, but the topics under discussion may include personal details about their lives or health problems that not only are protected by federal law, but simply as a matter of common courtesy ought not to be shared with others.

How we handle confidential information about our clients is a very important part of our job, and one we need to constantly monitor. The next time you receive a "Privacy/Security Update" from ISO, I encourage you to take a few minutes to brush up on the latest news. Protecting confidential information is a topic we must continue to take very seriously.

1. The original version of this message erroneously stated that the bill had been passed by the Legislature. (Click here to return to the corrected place in the message.)

To provide feedback email: DHS.Directorsoffice@state.or.us

This message is intended for all department employees. Please read it electronically, if possible. Managers and supervisors are asked to share the message each week with employees who do not have email access.