TARRY HOUSE, INC.

 

Subject:  Electronic Transmission Policy (Fax Machine Use)                                                                

Procedure Number:  M.L. 12

Site: All

 

Issued By: Executive Director

Effective: 7/03/01

Approved By: The Board of Trustees

Revised: 1/5/06

Reference Policy: M.L.13

Reviewed: 12/19/02; 12/19/04; 1/5/06; 2/28/08

 

Standards Reference:

CARF: Section 1.C.

ODMH: 5122-30-22

 

             I.      Policy

 

To ensure that electronically transmitted information (faxes, is used properly and in accordance with Tarry House, Inc. policies and methods of operation.  See Policy M.L. 13 for policy and procedure related to emailing etc.

 

          II.      Procedure

 

1.      The electronically transmitted information systems (faxes and audio recordings) of Tarry House, Inc. is part of the business equipment and technology system and should be used for company purposes only. 

2.      Personal business should not be conducted by means of the electronically transmitted systems.

3.      Employees should disclose information or messages that are electronically transmitted only to authorized employees.

4.      Employees do not have a personal privacy right in any matter created, received, or sent from Tarry House, Inc.  Tarry House, Inc., in its discretion reserves the right to monitor and to access any matter created, received, or sent via fax.  Utilizing the fax machine should only be for business reasons.

5.      The provision of Tarry House, Inc.’s no solicitation/no distribution rules apply to the use of the fax machine.

6.      Staff may receive faxes of appropriate nature with the permission of his/her supervisor.

7.      No “faxed” information should be created or sent that may constitute intimidating, hostile, or offensive material on the basis of sex, race, color, religion, national origin, sexual orientation, or disability.  Tarry House’s policy against sexual harassment applies fully to faxed material and any violation of that policy is grounds for discipline up to and including discharge. 

8.      Tarry House, Inc. expressly reserves the right to, retrieve, and read, any communication that is, received, or sent via fax to ensure compliance with this and other company policy.

9.      Any employee who becomes aware of misuse of the fax machine or information sent should promptly contact the Executive Director.

10.  All faxes sent need to contain the following confidentiality statement:

 

“This fax may contain confidential information from Tarry House, Inc. Information contained in this fax is intended for the person or entity named above.  If you are not the intended recipient of this communication, you are hereby notified that any dissemination, distribution and/or copying of the contents is strictly prohibited.  In addition, you are strictly prohibited from taking any action in reliance on the contents of this fax.  If you have received this communication in error, please destroy it immediately and notify the sender.  Thank you for your cooperation.”

 

 

____________________________________________________                                  ______________                                        Executive Director                                                                                                  Date