Electronic Communication with the Department
System-to-System (STS) Transactions
Guidelines for System-to-System (STS) Transactions with the Department.
Contact details | STS data formats | System data confidentiality | Unacceptable use of STS transactions | Changes to STS Transaction guidelines | Want more information?
The Department of Health and Ageing maintains a number of computer systems used to facilitate data flow between the Department and external stakeholders (e.g. health care providers, medical institutions).
For the purposes of these guidelines, a system-to-system transaction is defined as the provision of formatted data for loading into a departmental computer system. Such data can be provided via a number of methods including: a direct system-to-system link; physical media (e.g. CD-ROM, disk) and email.
If you are required to submit data to the Department there are increasing opportunities to do so electronically; however, you should first contact the program area with which you transact to discuss appropriate arrangements.
Contact detailsWhen submitting data to the Department please include relevant details, such as:
- personal title (e.g. Mr, Ms, Dr, Prof. etc), first name and surname
- position title (e.g. Manager)
- organisation name
- e-mail address
- postal address
- phone number
- fax number
- date and time the information was dispatched.
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STS data formatsThe electronic data format specifications for systems administered by the Department vary in their file, record and field structures; therefore, if you choose to submit system data electronically, you should first contact the program area administering the system to provide you with the correct data format specifications and acceptable physical media options via which to submit your data (e.g. CD-ROM, disk, cartridge).
System data confidentialityTo assist in ensuring that your data is kept confidential, please submit the information to the correct destination (e.g. designated email address, postal address); this will also ensure the data is actioned efficiently.
The confidentiality of the data you send to the Department cannot always be guaranteed. Depending on the medium you choose to submit your data (e.g. email, post) there is a possibility that a third party may intercept the information while in transit.
The Department is conducting research to provide clients with encrypted methods of submitting data and the subsequent guidelines will be communicated on this site.
Data received by the Department may be retained in an archival form as required by Commonwealth laws and regulations governing the retention of records of government agencies. The data may be accessed and used by an authorised officer of the Department when an appropriate need exists.
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Unacceptable use of STS transactionsDo not send the Department data containing information that is:
- designed to cause damage (e.g. virused);
- containing information that is illegal (e.g. obscene material).
Changes to STS transaction guidelinesThe Department has a right to revise these guidelines without notice. The revisions will be available on this site. If you wish to provide the Department feedback about these guidelines please visit the Enquiries and feedback page.
Want more information?If you would like to know more about transacting electronically with the Department, please visit the Enquiries and feedback page.
All general queries, not related to electronic transactions, please visit the Enquiries and feedback page also.