Location: Bowdoin / IT / FYI / Information Security / Security For / Handling of Electronically Transmitted Information

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Handling of Electronically Transmitted Information

What function do you want to know about?

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



Document author:
ngrant
Last modified:
Oct 02, 2009