Paper/Physical Records

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

Track access to Level 4 information

Create a log of user access to level 4 data, identifying user name, date and time of access, and brief justification statement. Note access method (key or swipe).

Destroying Records

P6: Destruction of records must be accomplished by means that make it impossible to reconstruct the records.

Coordinating Faxes

P5: Level 3 or 4 records can be faxed to a non-public fax machine only if arrangements have been made so that the intended recipient will take the copies off the machine immediately upon receipt.

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.

Logging Access

P3: All access to records containing Level 4 data other than access for ordinary business purposes must be logged.

Limiting Access

P1: Access must be limited to those persons with valid business reasons to access the records.