General Office Security Procedure Presented M. Sunjib Anwar; MBA, SCSS K. byWeb: http://gravatar.com/sunjib28 Aim: On job training for 1 Employee Awareness & development.
IntroductionChanges in law and order and social values havebrought about a dramatic change in human behavior.Gone are the days without worries and anxieties ofSecurity! Now with the advancement of technology andgreater social unrest everyday we face some kind ofsecurity threat in our working areas as well as personallives. Looking at the situation we all need to ask somecareful questions. How secure are we? How protectedare our loved ones? Are our assets truly protected fromhazards? The above questions justifies the need forsecurity awareness at an Office/Factory. Aim: On job training for 2 Employee Awareness & development.
Scope We shall restrict our presentation on security aspects of office/factory only. We shall cover safety, fire protection and prevention in separate papers. Aim: On job training for 3 Employee Awareness & development.
Security of PersonnelAim: On job training for 4Employee Awareness &development.
Individual’s Responsibility: Every employee should behave in such a manner that he does not pose threat to another employee or does not get involved in conflict that may endanger life of another employee. Each employee must remain alert so that he/she remains aware of personal safety and can take care of property under his/her personal responsibility/care. Each employee must remain careful and aware about likely accidents, fire and various types of natural and man made hazards and their protective and preventive measures. All employees should be careful and aware about sabotage and likely terrorist threats and their protective and preventive measures.Aim: On job training for 5Employee Awareness &development.
Use of Identity Card: Every employee should wear personal identity card during office time and keep it exposed during entry and exit. Employees found without identity card will be asked by security personnel and the matter will be intimated to P&A department. Visitors should also display visitor card and restrict to the floor mentioned in visitor card. If a visitor is found in another floor will be subject to question by other employees or security guard who ever sees him. Aim: On job training for 6 Employee Awareness & development.
Employees departure during office hour: No employee should depart from office during office hour without proper authority. An out pass with departure and tentative arrival time approved by proper authority to be handed over to security personnel. Security personnel will keep a note and inform P&A department in case of deviation of this practice. Aim: On job training for 7 Employee Awareness & development.
Entry of Employees to Office after Duty hour- Normally after office hours employees will be discouraged to enter into office. However, if any one wants to enter into office following procedure to be followed: Employee should produce written permission form proper authority and show it to security personnel and enter his name in employee entry/exit register. If employee can not produce written permission he may be treated as a visitor and necessary entry may be made in the visitor register. The following day the matter will be intimated to P&A department by security personnel. Casual Workers, Cleaners and other visitors will be issued with visitor card or their name will be recorded in the visitor register. No one shall get access into office without documentary entry. Aim: On job training for 8 Employee Awareness & development.
Internal Breach of Safety and Security: All employees should be careful about acts of internal breach of security and inform P&A and Security department if they can observe any such situation. All employees should refrain from acts of breach of safety and security and inform P&A department and security department if any. All employees must be aware of Safety and Security instruction, sign and symbols and should comply with the instructions as applicable to them. Non compliance will be informed to HR department by security personnel.Aim: On job training for 9Employee Awareness &development.
Security of PropertyAim: On job training for 10Employee Awareness &development.
Responsibility of Individual to Property: Each employee is responsible for safe custody of his personal property, desk, drawer, shelf, locker, machine and equipment under his charge. Each department Head is responsible for equipment, machine, desk, drawer, locker, store etc. which are not under the personal charge of any employee of his department. Aim: On job training for 11 Employee Awareness & development.
Property In/Out: In: All official property should have challan for entry into the office, security personnel will check challan and make necessary entry in the property control register and then allow entry of the property. Out: No property will be allowed to take out of the office without gate pass signed by appropriate authority (Specimen signature of authorized and designated persons will be sent to security personnel before hand). Personal Property may not need gate pass but it should be shown to security person during entry /Exit and security person should be able to identify the same. Repairable/Returnable property also to be recorded in the in/out register.Aim: On job training for 12Employee Awareness &development.
Security of Perimeter, Building and Machineries: An employee must remain careful about the vulnerability of building, Door and Windows. He should always close/lock door and windows before he departs. Each employee should remain careful about misuse, damage and wastage of property and take preventive measures as necessary. In case any emergency repair/maintenance is needed and observed by any employee, it should be brought to the notice of P&A and security department.Aim: On job training for 13Employee Awareness &development.
Bag/Luggage Brief Case: For Security reasons, Carrying of large bag/brief case by employees are discouraged. In case any employee carries bag/brief case, it is better to show it to the security person on duty. This is appreciated as modesty of the employee and help remain above doubt. This should not embarrass any one as this is for his own safety and for official procedure as well. Seniors may site personal example to encourage young and new employees. Aim: On job training for 14 Employee Awareness & development.
Search: Search is a routine affair in a factory/office. However, since the subject is sensitive, it should be done very carefully. A clear cut policy to be followed to avoid heart burning and confusion. All employees should be searched after working hour while leaving Depot/Factory. Search will be carried out by male and female security personnel for respective male and female workers. Cleaners must be searched before they depart after working at Factory/Offices. Vehicle and bag should be searched so that security is not breached.Aim: On job training for 15Employee Awareness &development.
Fire Safety: Special precaution to be taken against fire of Cigarette, kitchen and electrical short circuit. Smoking inside office/factory to be strictly prohibited (Smoking room may be ear marked if management permits, to avoid unexposed smoking in undesired areas). All employees must ensure that fire of kitchen is put out before leaving the office/factory. A separate fire order will be circulated and precaution and prevention against fire will be taken accordingly. Safety sign and symbols to be followed strictly. Aim: On job training for 16 Employee Awareness & development.
Security of Safe and Vault: To ensure security of Safe and vault the following measure can be under taken: The vault should be chained and locked with a heavy structure so that it can not be removed. Key of the vault should be with 2 persons. No single individual should be able to open it alone. The building, door, window, bolt, lock, grill etc. to be strong and safe against burglary. Cash/Vault room should be covered with CCTV Camera and burglar alarm.Aim: On job training for 17Employee Awareness &development.
In charge Cash/Vault Room will ensure that unauthorized person and unknown person does not enter into cash/vault room. There should be intercom and calling bell system between cash room and security guard room. There should be charge light inside cash/vault room. Once the job is over, the employees of cash room should depart after proper locking of vault and room and with intimation to security guard. Security of lock and key of vault to be ensured. Record for receipt and deposit of key of vault to be maintained in a key record register.Aim: On job training for 18Employee Awareness &development.
Information SecurityAim: On job training for 19Employee Awareness &development.
Classification of Information: Depending on the importance, information are classified as under: Top Secret: Information or material illegal/ unauthorized disclosure of which will cause exceptional and fatal damage to the company is “Top secret.” Secret: Information or material illegal/unauthorized disclosure of which will cause serious damage to the company is “Secret”. Confidential: Information or material illegal/ unauthorized disclosure of which will be detrimental for the company is “Confidential”. Restricted: Information/ or material illegal/ unauthorized disclosure of which is undesired for the interest of the company is “Restricted”. Aim: On job training for 20 Employee Awareness & development.
Category of files/Documents: For the preservation of records a file/document will be treated as category A, B and C as under: Category-A: Permanent Records: This category shall include vital records of permanent value which are irreparable and have to be preserved with the utmost care. Following types of records shall be classified as Category-A. Files containing discussions/orders on policy, legislation, agreement, rules and regulations. Files containing orders, establishing important precedents, general instructions and rulings that are frequently required for future reference. Personal Files. Permanent Files to be recorded indexed or printed and at least 3 copies including original to be preserved in Cooperate Record Room.Aim: On job training for 21Employee Awareness &development.
Category-B: Records to be retained 12 or 20 years. This category shall include all those files which are not important enough to be preserved permanently but important enough to be preserved of 12 or 20 years depending upon the extent for a period of their utility. Example- Service Documents of employees. Category-C: Records to be retained for 3 years. This category shall include:- Files which have limited utility and which may be required only for a few years after they have been recorded. Papers of routine and general nature, which are not likely to be required after a period exceeding 3 years.Aim: On job training for 22Employee Awareness &development.
Official Secret Act 1923Aim: On job training for 23Employee Awareness &development.
Short Title, Extent and Application: This act may be called official secret Act 1923. It extends to the whole of Bangladesh and applies to all the citizens of Bangladesh and persons in the Service of the republic wherever they may be. Each office must maintain a register showing 12 months against name of each employee and each employee must sign on register at the beginning of each month. This will signify that they read and understood the contents and its meaning in the Secret act 1923 and comply with the instruction of the act. He is also liable to be punished under this act if he non- adheres/complies with this act.Aim: On job training for 24Employee Awareness &development.
Use of Telephone: As there are dangers of cross-connection, so important and confidential matters should not be discussed through telephone. Even during normal conversations if voice is kept low, unintentional disclosure of information can be avoided. If one can feel or realize that line is cross connected during conversation, then it is wise to dial again to avoid cross-connection. Aim: On job training for 25 Employee Awareness & development.
Use of Wireless: Conversation through wireless can be heard publicly thus it is unwise to convey important/confidential message through wireless. If urgent message to be passed through wireless, then Code word and Code language can be used.Aim: On job training for 26Employee Awareness &development.
Use of Fax: All employees should be careful that sketch, photo design can not be transmitted through fax as such use should be closely monitored recorded and controlled. Register to be maintained to keep record of fax message received and transmitted. It should be ensured that unauthorized person does not send and receive message through Fax machine. Aim: On job training for 27 Employee Awareness & development.
Control of Photography: Lot of valuable information about product, machine can be disclosed. Photography within Office/Factory will be prohibited. If needed photography may be done with the knowledge of the management. It is better to discourage unofficial photography inside office/factory. Aim: On job training for 28 Employee Awareness & development.
Use of Photocopy: All employees should be careful that sketch, photo, document and design can be copied through photocopier. So use of photocopy machine to be closely monitored, accounted and controlled. A register to be maintained to keep record of photocopy. All copies (Good/bad) to be recorded and bad copies to be destroyed on the spot or afterwards by a responsible person to avoid making/stealing extra copies. Photocopy should not be allowed without proper control. Photocopy machine should not be left un attended. Aim: On job training for 29 Employee Awareness & development.
Computer: IT Department will ensure information security of the whole company. However individual computer user will do the following: Screen Saver to be used when leaving computer for a short while. Individual user will use password and its confidentiality to be maintained. People use password but make it public which should not be practiced. Code word, Code language to be used to maintain information security. Access level may be maintained for access to different information and information to be shared only on need to know basis. Preview and Print to be controlled. Adequate measure to be taken so that no one gets access to computer when unattended. Aim: On job training for 30 Employee Awareness & development.
Rumor: Root of most problem is rumor. Rumor is publicity ofa wrong/distorted news without quoting/misquoting thesource. Rumor is faster than desired and positive news.Rumor can be dangerous for an organization thus employeesshould be made aware of rumor and its consequences. Rumor must be clarified and killed on first instant. Spread of rumor to be discouraged. If heard/found any rumor/unanimous letter etc. an employee should not publicly discuss and gossip rather he should report to P&A or security department. Any employee is found to spread rumor must be identified and reported against him to P&A or Security department. People should be taught not to react on first receipt of any rumor.Aim: On job training for 31Employee Awareness &development.
Mail ControlIncident relating to breach of information security can take placethrough mail services. There are scope for rumor, subversiveactivities and sabotage through mail. Private Mail: Mail checking is sensitive but employees should be made aware that it is needed for their security. All employees should cooperate with security department on this issue. All private letters to be checked by security organization and employees should cooperate with them when situation demands. Aim: On job training for 32 Employee Awareness & development.
Official Mail: Official mail also to be controlled, recorded and properly distributed to avoid missing of letter, draft, cheque and important documents. Each office should have mail record register. Each department /office should have a person to be designated for record keeping of receipt and dispatch of letter. There should be a proper accountability of letter received/dispatched every day from an office.Aim: On job training for 33Employee Awareness &development.
Destruction of Waste Paper: Carbon copy,waste copy of photocopy or computer print are thesource of information leakage. A lot of information isunintentionally transmitted through these wastepapers. To avoid unintentional transmission ofmessage following to be done: Waste copy/carbon copy to be counted and destroyed with shredder or cut into small pieces so that can not be read again. Intact copy should not be thrown into waste paper box.Aim: On job training for 34Employee Awareness &development.
Employee Awareness on security of Information: Employeeshould ask himself the following: Am I aware of rumor? Am I aware of information security? Am I careful while sharing information about my company/office to others? Do I remain cautious about the fact that information should be shared on need to know basis? Do I remember that information may be leaked unwillingly/ unintentionally? Do I suspect some one if I find that some one seeks information which does not concern him? Am I aware of the security of fax, phone and wireless? Do I follow the procedure for control and destruction of carbon, photocopy and other duplications?Aim: On job training for 35Employee Awareness &development.
General Security Awareness of Employees: Employee should ask himself the following: Am I aware of the risk from bomb, IED (Improvised Explosive Device) or explosives? Am I aware of threat from Biological and Chemical attack? Am I aware of the movement and activities of the suspected people? Am I aware of likely awkward situations and its probable consequences? Do I become curious about unknown visitors or strangers? Can I differentiate between seeing and observing? Do I have the habit of observing suspicious persons, material or information? Do I get alert, if I find an unknown visitor or a stranger unnecessarily tries to be chummy with me?Aim: On job training for 36Employee Awareness &development.
If an unknown person or a stranger ask about telephone number, address, family details of our management members or senior officials. In such cases, do I become careful and cautious? If a visitor/stranger meet me or some other employee at the stair, lift or office floor without proper visitor card or security clearance- Do I challenge him? If I see any employee visiting office in an odd hour, or his movement and activity seems suspicious- Do I observe him? Do I remain aware, careful and alert about other people and situations surrounding me? Do I take care of my personal belongings such as money, money bag, sunglass, mobile phone etc. and keep them under lock and key before I leave my desk, drawer and admiral unattended? Am I aware about safety risk from fire, poisons or combustible gas and follow necessary safety precautions?Aim: On job training for 37Employee Awareness &development.
Security Awareness of Office Employees: Employee should askhimself the following: Do I entertain visitor/guests as per the office instruction? If I notice any case of breach of discipline? Do I inform it to either P&A or security department? When I come across an employee of other company, do I keep an eye and remain careful? When I hear rumor, do I share it with P&A or security department? Do I remain aware of terrorists, extortionists or dacoits and take adequate precautions? Do I observe suspicious activities of unknown people or strangers in the office? When I see any un attended bag, briefcase etc.- do I inform it to P&A or security department? Aim: On job training for 38 Employee Awareness & development.
Once I come across, droplets of oil, vapor, cloud, spray device, dead animals or un attended and parked vehicle in front of my office- Do I inform P&A or security department? Do I ensure that fire of kitchen is put out before I leave office? Before I lit fire in the kitchen, do I open the door, window etc to make the room free of explosive gases? Before lighting fire near patrol vapory and combustible gases- do I take adequate precaution? Do I extinguish the cigarette completely? Am I aware of the causes and remedies of fire? Am I aware of the risk of electricity and poisonous gas?Aim: On job training for 39Employee Awareness &development.
Employee Awareness on Security of Property- Employee shouldask himself the following: Do I produce Gate Pass/Challan to the guard during entry/Exit of company property? During entry/Exit to and from office do I open and show my bag/briefcase to the guard? Do I observe safety rules while handling explosive/ dangerous material in my office? When some one carry explosive and dangerous material in front of me and do not follow safety rules – do I challenge him? Do I avoid, neglect and misuse of company property and do I challenge any one if I find some one doing so?Aim: On job training for 40Employee Awareness &development.
Conclusion Practice of Safety and security measures in an office is the responsibility of all concerned. Breach of safety and security will bring disaster for every body. This will cause irreparable damage to life and property to individuals as well as to the organization as a whole. Disaster takes place seldom as such we fail to appreciate its consequences before hand. Once we confront with a disaster we get caught unaware and pay for it heavily. As such we should seriously implement the safety and security measures in our offices.Aim: On job training for 41Employee Awareness &development.
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