Printing, Copying and Fax Transmission

Printing, Copying, and Fax Transmission Policy for Bloomex Company

Destruction of Waste Copies

• Handling Malfunctions: If a printer, copier, or fax machine jams or malfunctions while handling Sensitive or Confidential information, users must stay with the device until all copies of the sensitive information are removed or made unreadable.
• Disposal of Paper Copies: All paper copies containing sensitive information must be disposed of securely by shredding or other methods approved by the Enterprise IT Department.

Faxing Precautions

• On-Hand Authorization: Sensitive materials must not be faxed unless an authorized staff member is present at the receiving Bloomex site to handle the materials properly.
• Avoiding Untrusted Intermediaries: Sensitive information should not be faxed through untrusted intermediaries, such as hotel staff or rented mailbox service staff.
• Internet Faxing: Confidential information may be faxed via the Internet only if the connection is protected by encryption systems approved by the Enterprise IT Department.
• Cover Pages: All faxes must include a standard cover page with language approved by the Bloomex General Counsel.
• Document Follow-Up: Third-party signatures on contracts, purchase orders, and similar legal documents sent by fax must be followed up with the exchange of original documents.

Printer Precautions

• User Presence: When printing sensitive information, the user must be present at the printer to prevent unauthorized access, or direct the output to a printer located in an area restricted to authorized employees.

Copy Machine Precautions

• Copyright Compliance: Making multiple copies of material from magazines, journals, newsletters, and other publications is prohibited unless permission from the copyright owner is obtained or if it is deemed reasonable and customary.
• Data Purging: Copy machines that handle sensitive information and contain hard drives must have their hard drives purged of all data before the machines are removed from the department.

Leasing and Repair Services

• Vendor Agreements: Only third-party vendors who have signed a Bloomex non-disclosure agreement are authorized to repair fax machines, printers, and copy machines.
• Storage Device Purging: Third-party vendors responsible for machines with storage devices (e.g., copy machines or printers with hard drives) must agree to purge the storage device of all Bloomex information before removing the device from the department.

This policy ensures the secure handling and disposal of sensitive information throughout the printing, copying, and faxing processes, protecting both the integrity of the information and Bloomex’s compliance with security protocols.