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Director's Message February 20, 2004To: DHS Employees From: Jean I. Thorne, Director In this week's message: 1. Service integration and security In the next few weeks, our Information Security Office will distribute a video called "SECURE IT!" which is designed to raise your awareness of information security issues in the department.As one of Oregon's largest state agencies, we are responsible for a vast amount of confidential information about our clients and employees. New federal and state laws on privacy and information security require very specific standards to be met. Moreover, recent audits of our department have shown the need for considerable improvement in this area. It is critically important that we and our partners understand our duty to ensure that the information we hold is protected from unauthorized disclosure or compromise. To do this, we must take reasonable measures every day to protect confidential and sensitive information. Service integration? Some of you have asked how we can raise our level of information security while we continue to work toward integrating our services. By the nature of service integration, it would seem that we would be compelled to share client information among various DHS departments and with outside agencies. The answer is simple. First, we should not consider service integration an end unto itself. It is a very powerful tool that we should use, but only where it makes sense to use it. It should not drive our processes, but rather be available as a way to simplify them to meet client needs. Second, the SECURE IT! video covers such issues as avoiding discussion of client information in areas where you can be easily overheard, placing confidential papers out of sight or locking them away, and using password-protected screen savers on your computers. It does not mean you are prohibited from sharing information through proper channels. If you decide that a particular case calls for an integrated approach, you may provide another department or outside organization the appropriate level of information they need to handle the case. Of course, you must comply with state and federal regulations and use the principles of information security highlighted in the video. Several of these principles are simply common-sense suggestions, and I'm sure many of you are practicing them already. But I think the information in the video (displaying some newly discovered DHS talent) will serve as a good reminder to keep doing those things, and will be a source of some new suggestions as well. I hope you will give the video and discussion session that supplements it your full attention. Please use them to reflect on your current security practices and to create solutions within your own units that ensure a secure environment for both client and staff information. And finally, in the context of this increased level of security, I urge you to continue using a service-integration approach when you deem it to be in the best interest of your clients. We continue to meet with the Governor's office and the legislative leadership in our efforts to minimize the effects of the Measure 30 cuts on our clients. Of course, we will not be able to avoid the loss or reduction of many programs. As of this date, we anticipate that certain reductions in Children, Adults and Families (CAF) programs will occur as of May 1. For instance, regular emergency assistance will be eliminated, as will day care services for students in two- and four-year higher education programs. There will also be a reduction of the child welfare "System of Care" funds. We are working very hard, however, to keep the services for the Oregon Health Plan (OHP) Plus population intact, and also to avoid losing any of the individuals currently covered under OHP Plus. But unless there is some yet-undiscovered strategy, I am sorry to say that it appears the Oregon Health Plan Standard will be eliminated sometime this summer. Once again, I remind you that all of these actions need final approval from the Governor and the Legislature. I will, of course, keep you informed as to our progress in all of these areas. I'd like to dispense with the normal quotation this week and instead share a portion of an email sent to me by a DHS employee who responded to my message last week about the Governor's Food Drive. It's quite inspiring, and I think it's aptly placed in this week's "Food for thought" section. "While working a 10 hour/4 day workweek a few years back, I volunteered at [a] food bank on my day off. What an incredible, eye-opening experience for me. Hunger knows no boundaries. I will never forget the tears of desperation, the tears of frustration, and the tears of gratitude I experienced first hand, or the children clutching boxes of cereal, an apple, or a jar of peanut butter like it was gold and the joy/relief it brought to the parents to see their kids with the prospect of a good meal that day. Talk about a reality check. I was also so impressed with the volunteers that worked those 3 hours a day, 5 days a week, rain or shine, some hardly able to function themselves, stocking shelves and freezers, picking up bread from the local stores, packing food boxes, carrying out orders and loading cars. The compassion and passion for helping others was incredible. It was really a coming together of some unbelievable forces. I also won't forget how hard it was on the volunteers to have to say, "we're all out" at the end of the month and not be able to fill a sack with just basics. For this experience I will forever be grateful and cognizant of my responsibility to help in any way I can. I look forward to working that 9-12 shift when I retire, but in the meantime I intend to 'take those small steps every day of every year' as you so appropriately suggested in your email." View the current issue of DHS Staff news on the Web. Back to top |
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