PROCESS FOR SENDING SECURE FILES WITH DOD SAFE

CAUTION:  IF THIS IS YOUR FIRST TIME ATTEMPTING TO UPLOAD FILES, please review the attached training slides so that you are familiar with what the contents of the DOD safe system looks like before you get started. 

Any documents that have PII should never be sent via email or input in HESK.  If you need to transmit document to the DIRAUX such as new member applications, this can be done by uploading to DOD Safe.  Unless you have access to DOD safe from your job, then you will need to request a safe drop from the DIRAUX office via HESK.  Anybody in the DIRAUX office should be able to provide you with a DOD safe link.  REMEMBER, only transfer items that require that level of protection. 

When you get the notice with a link, you should be provided the following instructions.  If you don't get these instructions, know that these are the steps you need to follow:  

1) Please upload each action as one complete un-password protected scanned pdf packet (not separate documents). Multiple items can be included in this drop-off.  Do not include blank pages or instructions. Ensure only needed supporting documents are included.  Don't include excess documents not required.  If an unexpired passport is included in the packet for citizenship proof, no other documents are required unless the passport is expired. 

2) Check the box that says that there is PII in the scan. (It will not be a prompt, but there will only be a check block on the screen.)  If the system doesn't ask you for a passphrase, then you haven't encrypted the document properly.  Only one passphrase is required if you have multiple files. 

3) In a separate email to the DIRAUX, send the passphrase that was used so that we can open the file upon receipt.  

4) If we don't get a separate email with a passphrase, we will not attempt to open the file or pick up the drop off.  If these instructions aren't clear, please contact our office before attempting to send documents.