Electronic dispatch of test reports by mail

safety precautions

We would like to fulfil the wish of our customers and give them the possibility to send the test reports by mail. This requires a certain standard of security. Our Test reports are confidential and shall not be accessible for the publicity. We are anxious to keep our computer safe from external influence. This starts with the access of our office and ends with sending of the reports.

Entrance area

The laboratory is in a building with one central entrance and a separately entrance for the laboratory.

-	The central entrance is open from Monday to Friday from 06.00 to 18.00 o’clock.

-	The door to the laboratory is always locked. As we ensure that always an employee control the entrance area, it’s very unlikely that an unauthorized person can access the computer at any time.

Computer

We are obligated to create our reports in paper form.

As our clients wish to receive the test reports immediately by mail, we build up the necessary infrastructure. This infrastructure can be explained as followed:

Scanner

-	The scanner runs in the local network.

-	The test reports will be scanned with this scanner.

-	None of these documents being saved on the scanner. All scanned data are only administrated on the computer.

-	Our employees ensure that all reports will be removed from the scanner after the reports have been send. Therefore, the reports can not be seen by third parties.

-	The scanning room is reachable only via the office.

Computer-configuration

-	The computer runs Windows 11 and is maintained continuously.

-	The computer is connected to a local network and has access to the internet.

-	The internet access is via router. This router is protected by login and password. The router does not have a static IP address. The router obtains the IP-address in combination with the lease. As the lease expires, the router automatically requests a new lease.

(see https://en.wikipedia.org/wiki/Dynamic_Host_Configuration_Protocol)

-	There has not been configurated a NAT (Network Address Translation) on the router. (see https://en.wikipedia.org/wiki/Network_address_translation)

-	The computer runs a firewall and an antivirus program
(see https://www.microsoft.com/en-gb/security/default.aspx)

Scan via computer and dispatch of the test reports

Our employees scanning the documents with an application on the computer. The

scanned document is being saved in a predefined folder. Our employees use this folder to send the report by mail. As the document has been send, they are deleted immediately by our employees. All test reports are generated in another network, which is not connected to the internet.

All reports are send unencrypted and aren’t protected by a password.

It’s up to our customers that only authorized persons have access to the mails.

Taken note of

Companyname

Contactperson

Street	07.04.2023	………………………..

ZIP / City

Please send us the signed copy by post.