About Us | Contact Us
View Cart

The User Level: Facsimiles!

By Vigilize | Thursday, March 25, 2010 - Leave a Comment

In today’s technology oriented environment, many organizations send and receive important documents via facsimile. As such, we suggest that you require that your users follow a few guidelines.

    • Management or supervisor authorization should be required prior to the transmission of confidential information that falls outside of the employee’s normal job functions.
    • Do not send critically classified information (e.g. Social Security numbers, account numbers, etc.) via fax unless specifically authorized to do so.
    • Cover sheets should be used to facilitate delivery of document(s) to the intended receiver. The cover sheet should include: recipient’s name, sender name and telephone number, date and time, description of the document, number of pages, name, phone and fax number of the recipient, and a confidentiality statement.
    • The fax cover sheet should include a confidentiality statement. Here’s an example:

 

        “This message is intended only for the use of the individual to whom, or entity to which, it is addressed and may contain information that is privileged, confidential, or exempt from disclosure under applicable law.
    If the reader of this message is not the intended recipient or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is prohibited. If you have received this communication in error, please notify us immediately by telephone.”

 

  • When possible, the sender should schedule to send a confidential fax to the recipient at a time when it can be immediately retrieved.
  • Take reasonable steps to ensure the fax is sent to the appropriate destination. Confirm with recipients the correct fax number. Pre-program and test destination numbers whenever possible to eliminate errors in transmission from misdialing. Regularly confirm that programming is correct by checking confirmation sheets for accuracy.
  • Should you become aware that a fax was sent to an incorrect recipient, contact the recipient and ask that the material be returned or destroyed.

 


 

Latest News
    Thanks for being interested in our Technology Planning Webinars! This year‘s annual update to our annual Technology Planning webinar will include a panel discussion, a review of the previous years’ movies that are already available, and a discussion about alternative tactics that have arisen from recent conferences as well as the impact of the AIO […]
    Welcome Cybersecurity Conference Attendees! Thanks for joining us for the Cybersecurity Conference today! We have created this page for you to have access to the deliverables from Dan’s talk.  
    What you need to know for compliance coast-to-coast. Back in 2020 we posted an article containing links to data breach laws from each state, and it has proven to be one of our more popular posts.  Because laws surrounding the use (and abuse) of technology are always evolving, we thought it was worth taking another […]
    Why It Rhymes With SEEM (And its Not the I Before E Rule) Another one of those Dan’s New Leaf Posts, meant to inspire thought about IT Governance . . . . It’s the Gestalt. The idea that the whole is greater than the sum of it’s parts. That’s not something that is often brought […]
    Another awareness poster for YOUR customers (and users).  Now that we have our own employees aware, maybe it’s time to start posting content for our customers! Download the large versions here: Awareness Poster (Portrait) Awareness Poster (Landscape)   You are welcome to print out and distribute this around your office. Interested in one of ours […]
    Questions about China’s new disclosure laws only highlight the uncertainty about disclosure in general… An article review. China recently made waves in the security world by announcing a new set of data security laws, one of which has added new fuel to a long running debate: how and when should security vulnerabilities be disclosed…and to […]
    Four Conditions … …For Why a Network Can be Anything But a Network! Another one of those Dan’s New Leaf Posts, meant to inspire thought about IT Governance . . . . I have to admit that infotex is being called into engineering meetings with larger organizations these days that are NOT community based banks.  We […]
    Another awareness poster for YOUR customers (and users).  Now that we have our own employees aware, maybe it’s time to start posting content for our customers! Download the large versions here: Awareness Poster (Portrait) Awareness Poster (Landscape)   You are welcome to print out and distribute this around your office. Interested in one of ours […]
    If Zero days need Zero clicks, are there any secure devices in the mix? Tanvee Dhir explores the Pegasus spyware. Another technical post, meant to inspire thought about IT Governance . . . . Introduction Over the past couple of weeks, we have seen multiple stories regarding a powerful piece of spyware called Pegasus sold […]