|Document Title||Telephone and Fax Security Policy|
|Office/Unit||Information Technology Services|
June 2, 2004
|Approved by||President's Cabinet|
June 2, 2004
To establish a policy and procedure for transmission of protected information via telephone or fax machine that complies with Federal and State regulations.
It is the policy of SUNY Fredonia to protect the confidentiality and integrity of student, employee, and campus private information as required by State and Federal law, union contracts, professional ethics and accreditation agencies. This policy applies to both internal and external telephone requests for confidential information.
Circumstances– The following circumstances outline when information may be released via telephone, following verification of the caller’s identity.
Verification of Identity– The identity of the internal or external individual requesting information and the authority of the individual to have access to the information, if unknown, must be verified.
Sensitive Information– Personnel should not disclose sensitive information via telephone unless the conditions stated above (circumstances and verification of identity) and requirements under the Family Educational Rights and Privacy Act are met. Examples of sensitive information include, but are not limited to:
In cases where students have restricted their directory information, no information related to that individual may be released.
The following guidelines should be followed when faxing information.