SOP_NUMBER: 105.08
TITLE: Fax Machines and Lines
REFERENCE_CODE: IVF02-0005
DIVISION: Executive
TOPIC_AREA: 105 Policy-Information Technology
EFFECTIVE_DATE: 2004-11-01
WORD_COUNT: 339
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105563
URL: https://gps.press/sop-data/105.08/

SUMMARY:
This policy establishes procedures for requesting, purchasing, maintaining, and using fax machines and fax lines across all GDC facilities and offices. It requires Division Director approval for new or additional fax line requests, specifies that facilities purchase fax equipment using their allocated equipment funds, and prohibits personal use of fax equipment and lines. The policy also clarifies that GDC reserves the right to monitor all communications transmitted through fax and other telecommunications services.

KEY_TOPICS: fax machines, fax lines, telecommunications, equipment procurement, equipment inventory, personal use prohibition, monitoring communications, Division Director approval, facility equipment budget, fax machine repairs

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**`Functional Area: `**<br>`Support Services`<br>`Telecommunications`|**`Reference Number: `**<br>`IVF02-0005`|**`Revises`**<br>**`Previous`**<br>**`Effective Date:`**<br>`4/15/04`|
|**`Subject:`**<br>`Fax Machines/Lines`|||
|**`Authority:`**<br>`Donald/Bell`|**`Effective Date:`**<br>`11/01/04`|`Page`**`1`**` of`<br>**`2 `**|

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I. POLICY:

   A. All requests for additional fax lines in existing
      facilities/offices will be submitted to the respective
      Division Director for initial approval prior to
      Telecommunications Office action.

   B. The Georgia Department of Corrections reserves the right
      investigate, retrieve and read any communication or data
      composed, transmitted or received through voice services,
      online connections and/or stored on their respective
      servers.

II. APPLICABILITY:

   All GDC facilities and offices.

III. RELATED DIRECTIVES:

   OPB Revised Policy on the Acquisition and Use of
   Telecommunications Services and Equipment dated July 23, 2004

IV. DEFINITIONS:

   None

V. ATTACHMENTS:

   None

VI. PROCEDURE:

   A. All fax machines are now purchased by the individual
      facility/office using equipment money allocated to their
      site.

```

|Functional Area:<br>Support Services<br>Telecommunications|Prev. Eff. Date:<br>4/15/04|Page 2 of<br>2|
|---|---|---|
|`Functional Area:`<br>`Support Services`<br>`Telecommunications`|`Effective Date:`<br>`11/01/04`|`Reference Number:`<br>`IVF02-0005`|


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B. New or replacement fax machines must be decaled by the
   respective unit and placed on their inventory (depending
   on price of machine).

C. Repairs to fax machines must be requested by the
   individual facility/office directly to a local vendor and
   repairs paid for from the respective facility/office’s
   budget.

D. All new or additional fax line requests must have the
   approval of the Division Director prior to
   Telecommunications order processing.

E. Fax lines are telephone lines, consequently the same
   dialing procedures apply. Local transmissions will be
   made by dialing 9+area code + number or 9 + number
   outside of the metro Atlanta area. Long distance
   transmissions will be made by dialing 9+1+area code +
   number.

F. Fax equipment and lines are provided by the State of
   Georgia and are for State business purposes only.
   Personal use of fax equipment or lines is prohibited.
   Employees using fax equipment for personal use may be
   subject to disciplinary action and will be required to
   reimburse the State for any associated costs.

```