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 Prepare for Identity Verification IconREQUEST RECORDS 
          External Users

Step-by-step process for external users to route access and consent forms on behalf of constituents:

1. Obtain a Request Code

· Contact DoD Privacy: Send an email to the following mailbox [PENDING] requesting a DoD Safe drop off code.

· Receive Request Code: The DoD Privacy Office will provide you with a request code via email or other secure communication. Please note that the code expires 7 days after issuance.

 

2. Prepare Files for Upload

· Review Request: Ensure consent is properly documented on DD Form 3214 and supporting documents are enclosed. The request must include a valid form of identification such as a copy of a photo ID or driver’s license. 

· Combine Files: If there are multiple documents in support of this request, combine them into a single PDF file for easier handling.

 

3. Access DoD SAFE

· Navigate to DoD SAFE: Go to the DoD SAFE website (safe.apps.mil).

· Select Drop-Off: Click on the “Drop-Off” option to start the file upload process.

 

4. Upload Files

· Add Files: Click on “Add Files” to upload the packet.

· Enter Recipient Information: Provide the mailbox address in step 1

· Add Description: Include a brief description of the files being uploaded, such as “Access and Consent Forms for [Constituent’s Name]”.

 

5. Encrypt Files

· Encrypt Files: Ensure files are encrypted before uploading. DoD SAFE supports encryption, and you can use tools like S/MIME or PGP for this purpose by checking the “Encrypt every file (REQUIRED FOR CUI, PII, AND PHI) box”.

 

6. Send Notification

· Send Drop-Off: Once the files are uploaded, click “Send Drop-off” to complete the process.

· Notification Email: The recipient address [PENDING] will receive an automated email with instructions on how to download the files.

 

7. Confirm Receipt

· Follow Up: The recipient will confirm receipt and provide processing timeline.

· Retain Confirmation: Keep a copy of the confirmation email or any correspondence as proof of submission.

 

8. Monitor and Follow Up

· Track Progress: Monitor the status of your request and follow up with the recipient office if necessary to ensure the request is processed in a timely manner.