Section A9: Health, attendance, wellbeing and safety:

Appendix A9.5ii

Security standards

Security Advisers

Institute Directors must ensure that there are reasonable arrangements in place to manage security issues at each site. A security adviser should be designated along with a deputy. They should have clear instructions on all site security procedures and take responsibility for ensuring their implementation. He/she is to be trained as per BBSRC guidelines (as agreed by Institute Directors) and in security management. He/she will also be the main link with the BBSRC Security Advisor.

Site

As determined by the site risk assessment, sites should install electronic PC managed card operated access control, CCTV, and Intruder Alarms. Security alarms and CCTV should be monitored by an Alarm Receiving Centre (ARC) or on site Security Control Room (SCR).

Consideration should be given to the provision of manned guarding on a full/part time basis for any necessary given period; e.g. change in National Alert State.

Staff

All staff (permanent and temporary), tenants, visitors, students and contractors should be in possession of a security pass which is visible at all times when on Institute premises. Security passes for staff should include a photograph of the holder.

Visitors

All sites must have a visitor policy in place which should include a standard procedure for the reception of visitors. On arrival all visitors should be directed to the reception area where details can be taken and passes issued. Each visitor should have a host member who will be responsible for their presence on site.

Deliveries

Appropriate security and safety arrangements must be made for the reception/despatch of deliveries to/from the site.

Contractors

All temporary contractors are to be booked in/out of all sites on a daily basis by use of visitor booking system or, if fitted, ANPR (Auto Number Plate Recognition).

All contractors working in areas of a sensitive nature, or where important data is available, are to be security checked/screened for any extremist activities.

Contractors are to fulfil all site security, biosafety and health and safety instructions.

Vehicles

A record of all staff cars should be maintained for the purpose of ensuring only authorised vehicles are on site this data will be stored as per Data Protection Act 1998. The registration numbers of visitors' vehicles should be recorded as part of the reception procedure. Careful consideration should be given to the location of vehicle parking from a security standpoint. Institute vehicle keys in daily use should be kept in a key security cabinet.

Site keys

All sites should have an effective system for grading, control of issue, custody and return of keys. The number of key holders should be limited to the minimum possible. Copying of keys should be prohibited without proper authorisation. A duplicate set of keys should be kept off site. Keys graded "important" should be issued on signature and checked periodically and kept in a security key cabinet.

Building plans

Plans of building should indicate the sites of potentially hazardous materials and security controls. Updated plans should be lodged with the emergency services. Sites should hold plans in a secure and accessible place ready for immediate use in an emergency i.e. fire.

Telephones

There should be an alternative means of contacting the emergency services other than by the site telephone system, e.g. by separate direct line or by cell-phone. Alarms should be routed using Dualcom or BT Redcare or similar products if risk dictates.

An incident hot line number should be considered to allow messages to be left for staff in an emergency.

Out of hours

Appropriate Health, Safety, Biosafety and Security arrangements should be made for staff working outside working hours to ensure that their personal safety and the building security cannot be compromised.

Alert procedure

All sites should have a clearly understood, written procedure to deal with the National States of Alert. This procedure should be rehearsed at least once per year. The Security Adviser for the site or another nominated person should assume control in the event of any alert.

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Last updated by jc 12/11/11
Amendment 110 - November 2010