Transferring Records

P4: Any physical transfer of records must use means that are appropriately secure and such transfers must be tracked to confirm that they actually reached the intended recipient.

How to Comply

Coordinate to ensure safe faxing

Contact the recipient in advance to ensure that the Level 3 or 4 confidential information is removed from the fax machine promptly. Do not fax to an unattended machine or to one in an open area.

Transfer records securely and confirm receipt

Options to meet this requirement:
In every case below, use a sealed envelope.

When you can or when the risk dictates [sensitivity, number of records], choose hand delivery or ensure tracking/delivery confirmation. Ensure that you put in a mailbox or FedEx box as opposed to leaving in a basket in an open area for someone else to do so.

-Hand deliver (make sure you hand it to the intended recipient )
-University mail (up to Level 3)
-US Mail (use tracking/delivery confirmation where practical)
-FedEX/UPS (use tracking/delivery… Read more about Transfer records securely and confirm receipt