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

Initiation responsibility: IT Security Management

Implementation responsibility: IT Security Management

All employees are to be informed about the special features of fax transmissions and of the fact that the legal validity of a fax message is greatly limited. Fax machines should be accompanied by a clearly written set of operating instructions. The following must be specified in particular (as part of work regulations, if required):

• The person responsible for fax machines, distribution of incoming fax messages, and counselling on facsimile-related problems

• The persons authorised to operate fax machines

• The inexpediency of transmitting confidential information via fax

• The requirement for using a standard fax cover sheet

• The requirement for the sender and recipient to co-ordinate the exchange of confidential facsimile information by telephone before actual transmission

• The possible requirement for checking transmissions for correctness and entering them in a protocol.

Additional controls:

• Are all employees adequately informed on the correct use of fax machines, and are all new employees appropriately instructed in this respect?