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Home >
Texas Cancer Registry >
Texas Cancer Registry Data Security Information
Texas Cancer Registry Data Security
Information
Texas Cancer Registry Data Security Information
Dear Texas Cancer Registrars,
The Texas Cancer Registry (TCR) has over the past few months implemented several important
data security improvements in our continuous effort to ensure protected health information (PHI)
and individually identifiable health information (IIHI) are handled safely and securely. We want
to provide you with a recap of some important changes that affect how you and/or your facility
electronically interact with the TCR.
New Fax Numbers for Arlington, Tyler and Houston
We have new fax numbers for our Arlington, Tyler and Houston locations. They are:

Arlington Fax - 817-264-4583

Tyler Fax - 903-877-5950 (University of Texas Health Science Center at Tyler)

Houston Fax - 713-767-3284
Arlington serves the needs of our registrars and facilities in Health Service Regions 2 and 3;
Tyler serves Health Service Region 4; and Houston serves Health Service Regions 5 and 6. If
you are unsure of which Health Service Region you are in or how to contact our Regional Office
staff members, visit the TCR Website at: http://www.dshs.state.tx.us/tcr/contact-tcr.shtm.
Submitting Cancer Cases via the WS_FTP Server
When submitting cancer case files via the WS_FTP server, several security measures must be
followed to ensure your cases arrive and are processed in a timely, secure manner.
All files containing PHI and IIHI must be encrypted and password protected when placed on the
WS_FTP server. This includes cancer case submissions. If you use SandCrab Lite, your files
are automatically encrypted and no further action is needed by you. If you use commercial
software or are placing any other type of file with PHI or IIHI on the WS_FTP server (for
example a Disease Index), you must take steps to encrypt and password protect the file.
The Department of State Health Services uses AxCrypt, which is freeware, for files we produce
and need to encrypt and password protect. You are not required to use AxCrypt and there are
numerous software products available to accomplish this purpose, however, use of AxCrypt on
both ends of the file transmission would make it easier for both parties. Please consult with your
facility’s Information Security Officer (ISO) on which software product is approved and/or
available to you and to receive instructions on proper use.
The TCR presently has capability to decrypt files created in AxCrypt and WinZip. If your
facility's solution involves some other software product, the files you submit to the TCR must be
able to be decrypted without the download of specialized software (i.e., must be self-extracting).

File decryption passwords must be provided to the TCR Help Desk for cancer case
submissions using commercial software or the intended recipient for all other types of
files. Passwords can be provided by phone or email. If using email, the email should not
contain any links to file locations, either at your facility or the TCR, and should not use
the words “password,” “de-encryption,” “decryption,” “security” or similar language in
the subject line.

When naming files containing cancer case submissions please start the file name with
your 3-digit Facility ID number. This makes it easy to identify the source facility of the
file.

When naming cancer case submission files please also do not re-use the same file name
for multiple submissions as that leads to the misconception that duplicate files are being
submitted.

It is of paramount importance that you place files containing your cancer case
submissions in your facility’s “submissions” folder. Files in the “submissions” folders
are automatically identified by our system and swept for upload processing. Files placed
in any other location may be missed and automatically deleted after 3 calendar days
resulting in the need to resubmit. If you do not receive an upload confirmation letter
within three calendar days of submission, you should contact the TCR Help Desk to
determine what may have occurred.
For additional information and detail on submitting cancer case files via the WS_FTP server
please visit the TCR Website at: http://www.dshs.state.tx.us/tcr/ws-ftp.shtm.
For additional information and detail regarding acceptable encryption methods please visit the
TCR Website at: http://www.dshs.state.tx.us/tcr/Texas-Cancer-Registry-Acceptable-EncryptionMethods/.
If you need assistance resolving a file submission problem please call the TCR Help Desk via
our toll free number at 1-800-252-8059 or email Pam Jatzlau at pam.jatzlau@dshs.state.tx.us.
Other WS_FTP Security Actions
All files placed on the WS_FTP server are automatically deleted using a secure “shredding”
process after 3 calendar days. Therefore, you must notify the intended recipient immediately if
you place any file on the WS_FTP server and provide the password for decrypting that file by a
secure means (separate email or phone call). Likewise, if you are notified that a file has been
placed in your subdirectory on the WS_FTP server you should move that file to another secure
location on your facility’s network or computer system to ensure it is not removed after the 3 day
limit expires.
We appreciate our registrars and all that you do. If you have any questions or the TCR can be of
assistance to you please contact your Regional Office for assistance.
04.11.11
Contact TCR
Last updated June 03, 2011
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