6 Office of the Saskatchewan Information and Privacy Commissioner. Guide to Faxing: Preventing Breaches with Safeguards and Responding to a Privacy Breach. 5 Feb. 2026. o The name of the intended recipient o The recipient’s fax number. o The total number of pages being sent. o A confidentiality clause that specifies that the faxed material is confidential, intended only for the stated recipient, and not to be used or disclosed by any other individual. The clause should state that if a fax is received in error, the recipient should immediately notify the sender and then return or securely destroy the fax. • After entering the fax number, doublecheck the number before hitting “send”. • Check the fax confirmation report to be certain that the fax went to the right place – check the number on the report against the confirmed recipient’s number. Also check the number of pages transmitted and received. If you have designated one employee for faxing, that individual should check each day’s fax history reports for errors or unauthorized faxes. • If the fax contains highly sensitive information follow-up with a call after the fax is sent to ensure it was received. • When faxing PI/PHI, stay by the machine to ensure that all materials were transmitted correctly and that fax isn’t left where others without a need-to-know are able to view its contents. 3. How to Treat Faxes you Receive (Administrative Safeguards) • Retrieve faxes immediately but only if clear from the cover page that you are not the intended recipient and deliver to the intended recipient or individual with a need-to-know. Do not review any content. • Never leave faxes sitting on or near the fax machine. • Take security precautions for faxes received after normal business hours. Ensure those without a need-to-know do not have access to the fax machine when it is unattended (e.g., cleaning staff). 4. Setting Up and Maintaining your Fax Machine (Technical and Physical Safeguards) • Ensure your fax machine prints a header at the top of each page that includes the fax number and date and time. Update the header when your fax number or office information changes. • Use a fax machine that has enhanced security features such as encryption or other heightened security measures.
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