How to Secure a Fax Machine

Fax machines have been common in the business world since Xerox introduced the Magnafax Telecopier in 1966. Since then, sending documents over telephone lines has been a convenient practice, yet one that presents the possibility that private documents can be read by an unwanted third party. Securing sensitive information transmitted via fax machine is a matter of setting up a system of controls and limiting access to the machine. This will control who can use the machine, as well as who can view the documents received.

• 1

  Select a location with a lockable door. This area should be a closet or office with limited access. The location will have a telephone connection and electrical outlet to power the fax machine and allow the machine to receive data.

• 2

  Determine who has access to the room. This should be done by a management team that plans and implements policy and controls for your business. The individuals that are given access to the fax machine should sign a confidentiality agreement if necessary.

• 3

  Select a locking mechanism for the area you would like to secure. Determine if you are going to have a punch code lock, which records and tracks the individuals who access the room. There can also be one person in charge of the key, with access limited to people who sign-out the key on a manual record.

• 4

  File and document who accesses the room via the logs created. Archive the logs so you can easily reference them if any review of entry becomes necessary.