< back to guidelines

Guidelines – Facsimile Transmissions

Section 38 of the Freedom of Information and Protection of Privacy (FOIP) Act, R.S.A. 2000, c. F-25 requires Athabasca University (AU) to protect personal information by making reasonable security arrangements against such risks as unauthorized access, collection, use, disclosure or destruction.

To comply with the privacy rules of the FOIP Act, and to ensure confidential or personal information transmitted or received by fax is protected, the following security precautions will be taken:

Sending

• Include on the cover page the sender's name, telephone and fax numbers, the recipient's name, telephone and fax numbers, the number of pages being sent, and a confidentiality statement.
  
• Mark the document "Confidential."
• Notify the recipient when the fax will be transmitted and confirm with them that the fax machine receiving the document(s) is in a secure area, that they are or will be available to receive the fax immediately, or that the material will be secured upon arrival. If they are not or will not be available to receive the fax, or that the material will not be secure upon arrival, you should consider arranging a time and date when they are available to send the fax.
• Visually verify the correct fax number is displayed on the screen before proceeding with a manual transmission.
• When using preprogrammed fax numbers, double-check the fax number(s) before sending. If necessary, phone to confirm the destination fax number and recipient.
• For very sensitive material, consider confirming receipt of the faxing information by calling the recipient or having the recipient call the sender upon receipt of the document(s).
• Check the fax transmission report to confirm the transmission was dispatched properly.
• Ensure fax number master lists and pre-programmed lists are current and accurate.

NOTE: Confidentiality Statement - This fax is intended only for the use of the individual to whom it is addressed to and may contain information that is privileged and confidential. If you are not the intended recipient, you are hereby notified any dissemination, distribution or copying of this communication is strictly prohibited. If you have received this fax in error, please notify us immediately by telephone and then destroy the original. Thank you.

Receiving

• Locate fax machines in a secure area with controlled access.
• Check the number of pages actually received to ensure the number recorded on the fax cover sheet is the same.
• Notify a sender immediately of a fax received in error and return or destroy the received document.
• If a computer is used to receive faxes, automatically route faxes to a directory that can only be access by authorized persons.

---

Office of the University Secretariat, July 2006