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OCFS Intranet

Frequently Asked Questions

Build 18 Frequently Asked Questions



1. Question: My iPhone tends to run out of battery halfway through the day. Can I connect it in to my OCFS PC to recharge it?

Answer: No.  Connecting your iPhone or any other personally-owned portable device can create a risk to your PC and the network.  All State staff, including contractors, volunteers and interns, are reminded that attaching any personally-owned storage devices, including but not limited to hard drives, USB thumb drives and Smart Phones (collectively referred to as portable storage devices) to state computers is prohibited.   In addition to the prohibition on attaching personally-owned portable storage devices to state-owned computers, all staff are reminded that PPM 1904.00 forbids users from storing any of OCFS’s confidential information on any personally-owned devices, or on portable storage or web services, except as approved by the OCFS Information Security Officer (ISO).  See OCFS Policy PPM 1905.00.


2. Question: I have an OCFS fatality report that I would like to work on at home. Can I bring the document home using my personally-owned USB thumb drive?


Answer: No.  Users may not store any of OCFS’s confidential information on any personally-owned device, such as a USB drive.  Any exceptions must be approved by the OCFS Information Security Office (ISO).   Confidential information may only be an OCFS-issued portable device, such as a USB drive or laptop, if it has encryption enabled. See OCFS Policy PPM 1905.00


3. Question: I would like to use Google Drive, or a similar services such as DropBox, to store a document that I have been working on. This document has names of individuals in receipt of preventive services.


Answer:  No.  Uploading or storing confidential data to web or cloud storage services, including but not limited to Google Drive or DropBox is prohibited.  See OCFS Policy PPM 1905.00.


4. Question: I would like to install a program on my OCFS PC so that I can listen to music from the Internet during the day. Is that ok?


Answer: No, downloading or installing any unapproved software is prohibited.  In addition, use of the HSEN for they recreational streaming of video or music is prohibited.   PPM 1900.00 also restricts the use of state resources only where there is no additional cost or impact to the State.  Occasional and incidental personal use of information technology IT resources is permitted, provided such use is limited in amount, scope and duration and does not impede the ability of the individual or other users.  Such use must not utilize excessive bandwidth, resources, or storage.


5. Question: Can I use email to send confidential case information to a co-worker?


Answer: When transmitting confidential information, users are to utilize the CONNECTIONS application whenever possible.  The CONNECTIONS application is secure, and offers “Reminder TODO” functionality which can be utilized to share information related to a child with authorized individuals.  Transmitting confidential information via this method is not only secure, but is retained in the system of record.  Our CONNECTIONS implementation team can assist CONNECTIONS users who are unfamiliar with this functionality.    If users are unable to access the CONNECTIONS application, they may utilize the state-provided Office 365 email, provided the proper steps are taken to ensure secure transmission.  To transmit confidential information via email, HSEN users should utilize the encryption functionality available by placing “Encrypt:” in the subject line.  Please note that emails sent encrypted using this method to users within the HSEN subnet will be automatically be decrypted upon receipt.  Recipients not  on the HSEN will be required to log into a secure web service to decrypt the message.