S 1.37 Suitable siting of a fax machine

Initiation responsibility: IT Security Officer, Building Services Manager

Implementation responsibility: Building Services, User, Person in Charge of the Fax System

Fax machines should be installed in areas which are not freely accessible by the public. It is advisable to monitor entry to this area or use of the fax machine.

This can be reasonably achieved by installing fax machines in rooms which are constantly occupied (e.g. office, secretary's office, mail centre). Outside working hours or during the absence of the authorised users, the fax machine should be locked (in a room or cabinet). In this context, it is important to prevent incoming fax messages from being read or removed by unauthorised persons (see S 2.48 Designating authorised fax operators).

Review questions:

• Are all fax machines installed in an area which cannot be accessed freely by the public?
• Is the fax machine protected in such a manner that it cannot be used or incoming fax messages cannot be read by unauthorised persons outside working hours or during the absence of authorised users?