S 3.15 Information on the use of fax machines for all employees

Initiation responsibility: IT Security Officer

Implementation responsibility: IT Security Officer

All employees must be informed about the special features of transmitting information by fax and about the fact that a fax message is not usually considered legally binding. When using conventional fax machines, clearly written operating instructions should be available at the fax machine. When using a fax server, the users should at least be provided with a quick reference guide for the fax client software used.

In particular, the following aspects must be specified, if necessary in the form of mandatory work instructions:

• Who is the person in charge of the fax system, and therefore who is responsible for manually distributing incoming faxes and serving as contact person in case of problems with faxes?
• Who is allowed to use the fax machine and/or the fax server?
• A uniform fax cover sheet must be used.
• The sending of confidential information by fax should be avoided. If this is not possible, then the recipient and the sender should contact each other by telephone before exchanging information requiring protection.
• Fax machines with an encryption option should be used when available to transmit confidential information
• Fax sending confirmations and/or transmission logs should be checked to ensure correct transmission and these documents should be attached to the fax (and archived, if necessary)
• When using a fax server with automatic distribution of incoming faxes, a printout of the incoming fax must be created and archived electronically for filing purposes
• Printouts of all outgoing faxes sent using a fax server must be created and archived electronically for filing purposes
• The address books and distribution lists must be checked regularly so that faxes are not accidentally sent to the wrong recipients.

Review questions:

• Are clearly written operating instructions available at the fax machine?
• Use of a fax server: Is at least one quick reference guide available for the fax client software used, which can be accessed by all users?
• Are there instructions on how to use fax machines correctly?