Information and Technology

Handling of Electronically Transmitted Information

What function do you want to know about?

• Transmitting by Fax
  
• Transmitting by Voice Mail
  
• Transmitting by Wireless or cellular technology
  
• All other electronic communications (email, FTP, website, connections to administrative applications, etc.)
  

Transmitting by Fax

Public

No special requirement.

Sensitive

Machine must have limited access such that only those authorized can view.  Otherwise, recipient must first agree that an authorized person will be present when the material is sent.

Restricted

Machine must have limited access such that only those authorized can view.  Otherwise, recipient must first agree that an authorized person will be present when the material is sent.  For receipt of faxes containing restricted information, unattended printing permitted only if physical access controls are used to prevent unauthorized viewing.  Printouts are to be picked up as soon as possible.

Transmitting by Voice Mail

Public

No special requirement.

Sensitive

No special requirement.

Restricted

Do not leave restricted information in voice message.  Request a call back.

Transmitting by Wireless or cellular technology

Public

No special requirement.

Sensitive

Be aware that wireless cellular technology are not very secure.  (Encryption suggested where applicable.)

Restricted

Strongly discouraged.

All other electronic communications (email, FTP, website, connections to administrative applications, etc.)

Public

No special requirement.

Sensitive

Encryption suggested.

Restricted

Encryption required.

Note:  It is expected that departments will (a) move toward encryption over time as new files are created or existing files modified and (b) encourage their vendors and exchange agencies to move in the same direction.

Handling of Printed Information (paper, microfiche, microfilm)
Handling of Electronically Stored (Computer-based) Information
Back to Handling Restricted Data Overview.

Last updated May 21, 2009