Be aware of sending large Secure Mail (CJSM) amounts of material which system). may, when aggregated, When sending on secure require encryption. networks, best practice is to use password protection of files. Can I fax it? Yes, but make sure the Yes, but make sure the Only via appropriate Only via appropriate recipient is expecting your recipient is expecting your secure equipment. secure equipment. fax and check their fax fax and check their fax number. number. Can I post it? Yes, via 1st or 2nd Yes, doubled enveloped Only via appropriate Only via appropriate post. via Royal Mail Special departmental distribution departmental distribution NB: Items posted to Delivery, obtaining a service. service. Northern Ireland should signature upon delivery. not have any markings which designate that they come from a government department. Can I take papers out of This is to be avoided if This is to be avoided if This is to be avoided, but This is to be avoided, but the office or work on them possible, consider other possible, but if necessary, is possible in rare and is possible in rare and at home if they cannot be alternatives. If you take you must have the prior exceptional circumstances exceptional circumstances worked on remotely? such material out of the agreement of your line no other option exists. where no other option office it must be carried in manager (or the SRO in You must obtain the prior exists. You must have the a container (ideally a the context of reviews). If agreement of your Head of prior agreement of your lockable one) which does you take such material out Management Unit. Head of Management Unit not allow anyone to see of the office it must be and Departmental Security the material. carried in a container Officer and a risk (ideally a lockable one) assessment must also be which does not allow undertaken beforehand. anyone to see the material.
Be aware of sending large amounts of material which may, when aggregated, require encryption. Secure Mail (CJSM) system). When sending on secure networks, best practice is to use password protection of files. Can I fax it? Yes, but make sure the recipient is expecting your fax and check their fax number. Yes, but make sure the recipient is expecting your fax and check their fax number. Only via appropriate secure equipment. Only via appropriate secure equipment. Can I post it? Yes, via 1st or 2nd post. NB: Items posted to Northern Ireland should not have any markings which designate that they come from a government department. Yes, doubled enveloped via Royal Mail Special Delivery, obtaining a signature upon delivery. Only via appropriate departmental distribution service. Only via appropriate departmental distribution service. Can I take papers out of the office or work on them at home if they cannot be worked on remotely? This is to be avoided if possible, consider other alternatives. If you take such material out of the office it must be carried in a container (ideally a lockable one) which does not allow anyone to see the material. This is to be avoided if possible, but if necessary, you must have the prior agreement of your line manager (or the SRO in the context of reviews). If you take such material out of the office it must be carried in a container (ideally a lockable one) which does not allow anyone to see the material. This is to be avoided, but is possible in rare and exceptional circumstances no other option exists. You must obtain the prior agreement of your Head of Management Unit. This is to be avoided, but is possible in rare and exceptional circumstances where no other option exists. You must have the prior agreement of your Head of Management Unit and Departmental Security Officer and a risk assessment must also be undertaken beforehand.
rtm_data_info_security_guidance_for_reviewers_july_2016.docx