HomeMy WebLinkAbout062 - FAX Machine .4E) MINISTRATI \/ E ORE3ER N (:3 _ 62
• TO : All Departments April 14, 1989
FROM : Gary Crutchfield I t ' Manager
SUBJECT : FAX MACHINE .
The following Administrative Order is effective immediately :
I . PURPOSE : The purpose of this Administrative Order is to establish a
policy and procedure for use of the city's FAX machine, located in the
City Manager's office at City Hall .
II . POLICY : A FAX machine is intended principally to provide a means of
immediate transmission of the written word . As such , it is to be used in
those instances where the information cannot be efficiently transmitted
verbally by telephone and the written information is needed by the
receiving party sooner than it would be received via the postal service .
In any case , the number of pages transmitted should be kept to the
minimum necessary .
III . PROCEDURES :
• A . TRANSMISSION : The following procedure shall be used to transmit
a document to another party .
1 ) A fully completed copy ( except Send Date and Time ) of the
attached form must accompany the document when it is
delivered to the City Manager' s office .
2 ) Only authorized personnel within the City Manager' s office
will operate the FAX machine . To the extent practical , a
document will be transmitted within two hours of the time it is
delivered to the City Manager' s office .
3 ) The sender of the document will be provided a copy of the
Transmission Confirmation Report ( TCR ) which will confirm the
transmission as well as the time it consumed and the time of day
it occurred .
4 ) The City Manager' s office will maintain a record of all
transmitted messages ( for at least 90 days ) and each
department will be periodically charged for its respective use
of the FAX machine .
B . RECEIVING : To receive a FAX transmission from another party ,
the party must use the city ' s FAX number : 509-545- 3403 . The
department should notify the City Manager' s office by telephone
that a document of a given number of pages is expected to be
• transmitted at an approximate time of a given day . The City
Manager' s office, upon receipt of the anticipated document , will
notify the department by telephone that the document has arrived .
It is the department' s responsibility to obtain the document .
GC : ps
. .
Adshm
i P.O. BOX 293, 412 WEST CLARK, PASCO, WASHINGTON 99301
FAX COMMUNICATIONS
TO :
FAX # :
PHONE # :
FROM :
PHONE # :
FAX # : ( 509 ) 545 - 3403
NO . OF PAGES TO FOLLOW :
SEND DATE : TIME :
SUBJECT / COMMENTS :
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