Electronic Communication with the Department
Physical Media Transactions
Various ways you can communicate with the Department via physical media (eg CD-ROM, disk).
Contact details | Sending physical media | Physical media formats | Data file formats | Physical media confidentiality | Unacceptable use of physical media | Changes to physical media transaction guidelines | Want more information?
The Department of Health and Ageing has the facilities to transact with external stakeholders via physical media (e.g. CD-ROM, disk). If you decide to send information on physical media, contact the relevant departmental program area with which you transact to seek approval and to discuss the appropriate arrangements.
Contact details
When preparing to send physical media to the Department, please include relevant contact details on the Packaging (i.e. the envelope used to send the media to the Department)Front:
- the intended recipient (i.e. Departmental officer or section name);
- the address of the recipient (e.g. Mail Drop Point __, GPO Box 9848,
Canberra ACT 2601); and
- package number where applicable (e.g. package 1 of 2).
Back (sender's details):
- personal title (e.g. Mr, Ms, Dr, Prof. etc), first name and surname;
- position title (e.g. manager);
- organisation name;
- postal address;
- email address; and
- date and time the media was sent.
Physical Media (e.g. CD-ROM, disk):
- number of files contained on the media (e.g. 2 files);
- name of files (e.g. ABC1.doc; ABC2.doc; ABC3.doc);
- subject of data contained (e.g. ABC research results);
- date of the information (e.g. 12 May 2010);
- name of the person/organisation submitting the information; and
- contact e-mail address, phone number or fax number.
Any communication resulting from the physical media submitted to the Department will be directed to the contact email address unless an alternative method is specified.
Please note that the Department may need to forward your physical media to other Government agencies to manage the supplied information. If you do not wish this to occur please specify in your communication. Also, to ensure the physical media was successfully delivered to the Department, it is in your interest to request a confirmation receipt (e.g. email message, fax or phone call) from the relevant program area with whom you are transacting.
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Sending Physical Media
Before sending physical media to the Department, you should:confirm the exact postal address for the intended recipient;
- the media should be placed in a suitable plastic protective sleeve and cardboard envelope that will protect it from damage;
- keep backups of all data files submitted;
- ensure that no programs of any kind exist on the media;
- ensure that no surplus files exist on the media (i.e. files not relevant to the business transaction);
- ensure that the files are not password protected; and
- inquire about registered post if necessary.
Physical media formats
Once you have received approval to submit information on physical media to the Department, the media formats accepted are:- IBM PC compatible CD-ROM (650 megabytes)
- Apple Macintosh compatible CD-ROM (650 megabytes)
- Video Tape (VHS [Pal system]).
Data file formats
The files you send the Department on physical media (e.g. word processing documents, spreadsheets, images) will only be accepted if they conform to the formats specified. The reason for stipulating acceptable formats is to ensure the Department will be able to open the files you submit in an efficient manner.Top of page
Physical media confidentiality
The confidentiality of physical media sent to the Department cannot be guaranteed. Physical media sent via standard delivery channels (e.g. the post, courier) before reaching the Department's intended recipient are at risk of being handled/intercepted by third parties while in transit.Physical media received by the Department may be retained in an archival form as required by Commonwealth laws and regulations governing the retention of historical records of government agencies. Physical media may be accessed and used by an authorised officer of the Department when an appropriate need exists.
Please refer to the Department's privacy statement.
Unacceptable use of physical media
Do not send the Department physical media containing information that is:- harassing;
- threatening;
- designed to cause damage (e.g. containing a virus); or
- containing information that is illegal (e.g. obscene material).
Changes to Physical Media transaction guidelines
The Department has a right to revise these guidelines without notice. The revisions and modifications will be available on this site. If you wish to provide the Department with feedback about these guidelines, please visit the Enquiries and feedback page.Want more information?
If you would like to know more about transacting with the Department by physical media please please visit the Enquiries and feedback page.All general queries, not related to electronic transactions, please visit the Enquiries and feedback page also.
