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ODHS/OHA Policy Update

Oct. 29, 2024

The following policies, processes and guidelines were approved or retracted by the ODHS/OHA Shared and Central Services Policy Committee in the third quarter of 2024. Policies are signed by Seth Lyon for ODHS and Kris Kautz for OHA. Staff are responsible for reviewing and understanding all agency policy. These updates are available on the Policy Committee Newsletters OWL page.

New policies

ODHS and OHA leadership approved two new policies during the third quarter of 2024. Two policies on digital accessibility were designed to improve the agencies’ response to accessibility concerns and to align with federal rules recently released. It took two years to compete the policies which were sponsored by OHA Deputy Kris Kautz and CIO Debbie Estabrook. The workgroup that developed the policies included representatives from agency Equity teams, Office of Contracts and Procurement, Office of Information Services, Communications and Operations. The policies change requirements around technology evaluation and procurement and support additional requirements around agency writing.

ODHSOHA 010-029 Digital Accessibility in Content Creation and Sharing

ODHSOHA 010-030 Digital Accessibility in Hardware, Software and Systems

Updated policies

ODHSOHA 040-015 Reduction of Expense: Changes to this policy were minimal, with little to no policy impact.

ODHSOHA 040-022 Air Ticket Purchase: Changes to this policy were minimal, with little to no policy impact.

ODHSOHA 080-013 Employee Wellness Policy: Aligned policy with recent changes to agency approach to wellness.

ODHSOHA 090-006 Information Security Risk Assessment: Clarified the kinds of risks the policy is designed to address, along with roles and responsibilities.

ODHSOHA 090-007 Information Technology Vulnerability Management: The applicability statement of this policy was modified. Changes were made to better reflect current OIS structure. Describes OIS requirements for monitoring and managing the vulnerability of agency technology.

ODHSOHA 090-012 Information System Maintenance: Extensive changes to align with external standards and requirements. Extensive realignment and clarification of roles and responsibilities.

ODHSOHA 090-015 Email security policy: Outlines how to ensure effective and safe use of email.

ODHSOHA 090-019 eDiscovery Program: This policy defines the rules and expectations around eDiscovery. We have made several changes over the past year, mainly moving to an online form. These documents were also created to make it clear who can request eDiscovery services and how to become an authorized requestor.

OHA 120-004 Major Reports and Publications: Outlines review requirements for publications produced by OHA

Updated processes, process maps and guidelines

ODHSOHA 040-022-01 Lowest Logical Airfare Guidelines

ODHSOHA 080-013-02 Guidelines for Approved Wellness Activities

ODHSOHA 090-002-08 Information System Audit and Monitoring Process Map

ODHSOHA 090-002-09 Information System Audit and Monitoring Process

ODHSOHA 090-003-08 Approval for System Access Process: Agency Partners

ODHSOHA 090-003-09 Approval for System Access Process Map: Agency Partners

ODHSOHA 090-003-10 Approval for System Access Process: Agency Contractors

ODHSOHA 090-003-11 Approval for System Access Process Map: Agency Contractors

The existing systems access processes was split into two and simplified. Exceptions are also available for these processes; contact ISPO for more information.

ODHSOHA 090-007-01 Continuous Vulnerability Management Process

ODHSOHA 090-007-02 Continuous Vulnerability Management Process Map

ODHSOHA 090-019-01 eDiscovery Program Process

Retracted policies, processes, and FAQs

ODHSOHA 040-004 Payroll Garnishment Policy: Because the Oregon Department of Administrative Services sets policy related to personnel, including leave and pay, this policy was determined to be redundant.

ODHSOHA 040-004-01 Payroll Garnishment Process: Because the Oregon Department of Administrative Services sets policy related to personnel, including leave and pay, this process was determined to be redundant.

ODHAOHA 080-013-01 Approval for Worksite Wellness Activities: Changes to the agencies’ approach to wellness activities made this process unnecessary.

If you need this message in another format or have questions, contact either ODHS Communications or OHA Communications.