What’s the Big Deal If…
I mail sensitive documents the same way as I would a birthday card?

PDF Version (PDF, 314 KB)

Why it is a big deal

  • The envelope might be inadvertently opened by someone who should not see its contents
  • That ‘someone’ now has sensitive information, including potentially personal information that they are not entitled to have
  • This could lead to fraud, identify theft and/or a misuse of that information

Scenario

During a file investigation, a Canada Revenue Agency (CRA) agent asks for a hard copy of a client’s file that contains Protected B information. Your office’s secure fax device has been sent for repairs. What should you do?

Possible actions (vote on the correct answer)

  • Option 1: Wait until the secure fax device has been repaired and returned
  • Option 2: Double-envelope the client’s file and mail it to CRA
  • Option 3: Use regular fax to send the information to CRA

Explanation

  • Option 2 is the correct answer
  • When using a double envelope, the outer envelope does not advertise or draw attention to the sensitivity of the information contained within
  • If it is opened inadvertently at CRA, there is another envelope inside that lets the individual know that contents are sensitive, and should be forwarded to the right person

Key take-aways

  • Always use the correct safeguards and guidelines for mailing sensitive information
  • When using double envelopes, mark the inner envelope with the appropriate security marking (e.g.Protected B). This identifies the sensitivity level to the addressee and helps them to apply the appropriate safeguards for its handling

More Information