General security order_for_office

General Office Security Procedure

Presented M. Sunjib Anwar; MBA, SCSS
K.
by

Web: http://gravatar.com/sunjib28
Aim: On job training for 1
Employee Awareness &
development.

Introduction
Changes in law and order and social values have
brought about a dramatic change in human behavior.
Gone are the days without worries and anxieties of
Security! Now with the advancement of technology and
greater social unrest everyday we face some kind of
security threat in our working areas as well as personal
lives. Looking at the situation we all need to ask some
careful questions. How secure are we? How protected
are our loved ones? Are our assets truly protected from
hazards? The above questions justifies the need for
security awareness at an Office/Factory.

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Scope
We shall restrict our presentation on security aspects
of office/factory only. We shall cover safety, fire
protection and prevention in separate papers.

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Security of Personnel

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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.

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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.

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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.

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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.

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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.

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Security of Property

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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Information Security

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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”.

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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.

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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.

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Official Secret Act 1923

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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Rumor: Root of most problem is rumor. Rumor is publicity of
a wrong/distorted news without quoting/misquoting the
source. Rumor is faster than desired and positive news.
Rumor can be dangerous for an organization thus employees
should 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.

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Mail Control

Incident relating to breach of information security can take place
through mail services. There are scope for rumor, subversive
activities 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.

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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.

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Destruction of Waste Paper: Carbon copy,
waste copy of photocopy or computer print are the
source of information leakage. A lot of information is
unintentionally transmitted through these waste
papers. To avoid unintentional transmission of
message 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.

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Employee Awareness on security of Information: Employee
should 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?

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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?

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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?

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Security Awareness of Office Employees: Employee should ask
himself 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?

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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?

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Employee Awareness on Security of Property- Employee should
ask 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?

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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.

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