Access - Access Procedure

At times employers may wish to restrict employee access to the premises and/or access to 'sensitive' parts of their premises. Such restrictions must be clearly advised so that those involved are in no doubt regarding the requirements. This is particularly relevant to computer suites and to those organisations vulnerable and attractive to terrorists, or to industrial espionage. Electronic access equipment may not only provide additional security but may also provide an attendance record, and even payroll input.

Commentary
Controls over access may be best implemented by a written procedure covering both employees and visitors.

Access Procedure

1. Employees access the premises of [the Organisation] using the electronic card keys in the externally sited mechanisms adjacent to the entrances. A personal access card (with an individual number) is issued on employment - and its use is restricted to the particular employee to whom it was issued. The card must be inserted in the control mechanism on every occasion on which an employee enters or leaves the premises.

2. If an employee loses their card this must be reported to the [personnel administrator - PA] immediately and a new card obtained. In the event of third or subsequent replacement cards being required, [the Organisation] reserves the right to make a charge.

3. Non-employees will be directed to reception and will be requested to complete the Visitors' Book, following which each will be given a visitor's badge to be worn at all times in the building and surrendered on leaving.

4. Managers etc., receiving a visitor(s) are responsible for escorting them throughout the visit and ultimately back to reception, for recovering the visitor's badge, and for signing the visitor(s) out.

5. At the end of the day, reception staff will check the status of visitors still on site and make arrangements concerning their exit after reception is locked. The employee responsible will escort such visitors to the night exit, collect the visitor's badge, return it to reception and book the visitor out.

6. Reception staff must keep the Visitors' Book up to date, replacing full pages when necessary, ensuring badges are returned, checking discrepancies, and reporting them to PA.

7. Employees who wish to arrange a site visit for members of their family, or for members of a school or other Organisation, should apply to the [personnel administrator] giving full details of the Organisation, numbers involved, etc. Visits are restricted to one each month, so it may be necessary to book in advance. All members of such a party visiting the premises are subject to the rules that apply to employees, must keep to the designated routes, wear appropriate clothing and observe all necessary safety and other rules.

8. Children under the age of 12 are not normally allowed in the plant. Employees who require children to attend the plant (e.g. to await the end of a parent's shift) should make arrangements with the [personnel administrator] for the child(ren) to wait in the [specify] Department. Employees are fully responsible for the actions of their child(ren) whilst on the premises (and must sign an undertaking to this effect). The Organisation will accept no liability arising as a result of this concession.

9. Certain statutory bodies have a right of entry to the premises of the Organisation at all times. If a representative of such a body visits, the reception/gateman should contact the [PA] to conduct the inspection. Should access be sought out of normal office hours, reception/gateman should contact [name].