Physical Security Procedures,

Purpose
1. The purpose of this Physical Security Procedures document is to aid in smooth implementation of the Physical
Security Policy by defining the aspects involved in prevention of unauthorized physical access, theft and damaging
interference to our locations.
2. The rationale is to provide a comprehensive document for client premises to ensure effective management and
maintenance of Physical Security procedures.

Applicability
3. These procedures are applicable to all employees (Client Premises) and their family members operating / residing at
the site.
4. These procedures are also applicable to all business associates, contractors, vendors, visitors, customers,
housekeeping staff, facility management staff and consultants when they visit and work at the client site/premises,
whether for limited or extended periods of time.
5. Based on the risk assessment carried out at the location considering the security parameters, a review of this
document has to be conducted as per requirement of the various locations and necessary changes are to be made as
per the changing threat perception.

Physical Security Procedures

6. Physical security procedure document shall establish a physical security framework to protect and preserve
information and various physical assets by addressing the following areas:
6.1. Internal Area Zoning: Is to be done based on requirements of accessibility and restrictions with respect to
criticality of an area within the premises.
6.2. Perimeter Security: There shall be a formal managed process which shall implement personnel and technical
controls to achieve the desirable security level for the perimeter.
6.3. Vehicle Management: It shall cover the procedures adopted for controlling the vehicle movement inside the
premises
6.4. Visitor Management: It shall cover the selection and implementation of the controls to manage the movement
of visitors.
6.5. Material Management: There shall be a formal documented process to deploy the necessary measures to
manage the incoming/outgoing movement of material.
6.6. Key Management: There shall be a formal managed process which shall ensure that responsibilities for
maintenance of the keys to drawers and cupboards containing documents / senior management cabins / secure
areas / work areas are assigned, details of issue of keys are documented and periodic reviews are done.
6.7. Access Control: It shall address the access mechanism to manage the movement of employees and third party
personnel within the location premise, during and beyond office hours.
6.8. Electronic Surveillance: It shall address the planning, positioning and procedures of electronic surveillance at
the location based on risk assessment.
6.9. Secure Areas: This shall cover the process of accessing secure areas by employees, visitors, vendors and third
party personnel. This shall involve the procedural and technological measures to safeguard the secure areas
effectively.
 6.10. Work Areas: It shall address the management of the movement of employees, visitors, vendors and third party
personnel within the work areas.
6.11. Secure Disposal: Controls for managing the disposal of all kind of waste generated at the office premises is
addressed by implementing the necessary measures.
6.12. Security Organization: This section shall explain the security organization and security personnel deployment
as per the post.
6.13. Security Awareness / Training and Audits: It will cover the necessary training on Physical Security to all
personnel involved/deployed at the client site (s) to ensure safeguarding of the organizational assets and the
requirement of audits for self assessment.
6.14. Event Security and Executive Protection: Shall address the mechanisms through which events shall be
managed and the level of protection which shall be provided to the special guest, Delegates during executive
visits Promoter (s) and who participate in these events and otherwise.
6.15. Emergency Preparedness and Evacuation: This section addresses the emergency preparedness and explains
the emergency evacuation procedures at the location.
6.16. Preparedness during Terrorist and Bomb Threat: This section lists down the steps that employees/ visitors/
third party personnel present at the location, shall take in case there is a terrorist or a bomb threat.

Internal Area Zoning

7. Zoning of Internal Area: The entire location premises shall be categorized for the purpose of:
7.1. Providing uniform understanding of restricted areas amongst security and other key functionaries across
locations.
7.2. Optimizing selection of controls proportionate to the zone.
7.3. Providing clarity during assessments and audits.
7.3.1. Common Areas – These are the areas where employees and visitors enter to gain access to other areas in
the building. Visitor lobby, residential area, Club House and other area shall be designated as Common
areas
7.3.2. General Work area – These are areas where assigned business operations take place. In general terms,
the client staff shall be granted access to these areas. Any bona fide visitor requiring access to these areas
must be accompanied by the host (an employee of the client site) at all times. All the electronically access
controlled work area shall be designated as General work area.
7.3.3. Restricted Area – Entry to these areas is restricted, for business, operational or legal reasons, to client
staff. Server rooms, UPS, DG, Air conditioning units, control room, EPBAX and top management offices
shall be designated as ‘Restricted’ area at this location.

Perimeter Security
8. Perimeter Security:
8.1. In order to protect client site (s) from unauthorized access, perimeter security implementation shall be
standardized.
8.2. Where ever applicable, the height of the perimeter wall shall be raised subject to guidelines of the local
authority.
8.3. In order to prevent any trespasser from jumping over perimeter walls, additional controls (concertina coils
/barbed wire/spike-guard) shall be installed, where ever applicable, on the perimeter subject to guidelines of
the local authority.
8.4. In addition to the electronic surveillance (CCTV camera) deployed at the premises gate, a ‘Patrolling plan’ shall
be decided by Security Officer. The patrolling plan should be as follows:
8.4.1. The Officer- Administration should personally brief patrolling route plan and patrolling timings to the
Security Supervisor. This plan should be changed on a daily basis / periodically.

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 8.4.2. A report on patrolling should be submitted to the Officer-Administration on daily basis as per scheduled
time.
8.4.3. Any unusual activity/incident should be reported to Officer- Administration immediately.

Vehicle Management
9. Vehicle Management inside the premises:
9.1. Personal Vehicle
9.1.1. Only authorized vehicles with parking sticker shall be permitted to enter inside the premises, the list for
the same shall be maintained at the Main gate/ Security Control Room. A thorough check of any employee
vehicle shall be done on a random basis.
9.1.2. Official Visitors vehicles (4W and 2W) shall be parked at separate ear marked parking area near the main
gate.
9.1.3. VIP visitors’ vehicle will be allowed up to the main entrance for dropping the VIP and then can be parked
at the ear marked parking area.
9.1.4. Visitors visiting the residential area will be allowed to park the vehicle near the residential area along the
road side.
9.1.5. The security guard shall note details and the ‘in-time’ of each visitor vehicle entering the premise in the
‘Vehicle Entry’ registers.
9.1.6. On exit of a vehicle, the security guard shall note down the ‘out-time’.
9.1.7. The list of all approved vehicles shall be reviewed by the Head of Administration / Security and updated
quarterly.
9.2. Material / Courier Vehicle
9.2.1. Material vehicle will be allowed inside the premises against the relevant document (chalan/invoice)
9.2.2. Material Vehicle will be physically checked for prohibited items. (Inflammable materials/explosives)
9.2.3. Any discrepancy in the material count or description, not mentioned in the challan will be noted down in
the register.
9.2.4. On exit of a vehicle, the security guard shall carry out a physical check of the vehicle crosschecking the
items noted down while entry and enter the ‘out-time’ in the register.

Visitor Management
10. Visitor Management:
10.1. Category of visitors: The visitors of client site (s) fall under following two major categories: VIP and Non VIP:
10.1.1. VIP Visitors: VIP visitors are further categorized as: Foreign Delegates & Government Officials
10.1.1.1.VIP Classification for the visitors shall be done by the host based on the business criticality, socio-
political status or any other factor distinguishing the status of the visitor. (VIP status of a visitor shall
be decided by Functional heads.
10.1.1.2.Time restrictions for entry shall not be applicable to this class of visitors.
10.1.1.3.Host / authorized personnel shall inform the details of the VIP visitor to the Security supervisor at
Main gate at least 2 – 3 hours in advance, to ensure minimum discomfort to the visitor. The detail
required shall be as follows:
10.1.1.3.1. Number of visitors.
10.1.1.3.2. Name of visitor
10.1.1.3.3. Organization.
10.1.1.3.4. Vehicle number (optional).

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 10.1.1.3.5. EMI / Serial No. of the Mobile (s) /Laptop (s) and other electronic gadgets.
10.1.1.3.6. Expected time of arrival and departure.
10.1.1.3.7. Name of host.
10.1.1.4.VIP vehicles shall be identified by the vehicle number and not to be stopped at the main gate. If
vehicle number has not been intimated then the vehicle would be stopped for verification.
10.1.1.5.Host / authorized personnel shall be present at the building entrance to the location to receive the
VIP visitor(s).
10.1.1.6.Based on the information provided by the visitor, a visitor card shall be issued for the VIP visitor(s).
These shall be collected by the host on behalf of the VIP visitor(s).
10.1.1.7.The host shall then escort the visitor to the respective meeting place.
10.1.1.8.The receiving person will also escort the visitor during his exit and ensure visitor exit procedure is
complete
10.1.1.9.VIP visitor process flow:

VIP Visitor Process flow

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 VIP Visitor

Prior information
regarding all
Visitor details
Host
information employee
in register
System
Host waiting at Main
Entry to assist and
Visitor and material identify
details entry in register
by host

Host / representative Host escorts the

Meeting VIP visitor ‘out’
escorts VIP visitor for
meeting

Visitor pass collected

‘Time out’ Register entry

10.1.2. Non VIP Visitors – Non VIP visitors are further categorized as: Officials, Contractors & Personal
(Families, friends etc)
10.1.2.1. The security guard at the ‘Endmain
of day’gate shall ensure proper visitor registration of all the official
reconciliation
visitors. All official visitors shall declare their
of visitor electronic items
passes like laptop/
Weekly cameras.
audit of visitor slips
by Security Supervisor
10.1.2.2. The register shall capture all the details of the visitor, such as, visitor’s name, address and
contact number, name of the host / department, purpose, organization name , time of the meeting
and visitor card number.
10.1.2.3. Visitor card shall be issued to all visitors.

On Entry:
10.1.2.4.Visitor cards should be issued to all official visitors, entering the office premises, whereas host
confirmation should be compulsory for all non official and personal visitors entering residential
complex inside the clients premises
10.1.2.5.The security guard shall establish the visitor’s authenticity by asking the visitor for an identification
proof.
10.1.2.6.For all client employees, the security guard shall call the host and confirm the appointment himself.
If the host’s designation is Sr. GM / VP / Director and above, the security guard shall call his assistant
and ask him to confirm the appointment. The visitor shall be allowed to meet the host only after
host confirmation.
10.1.2.7.After the appointment is confirmed, the visitors shall be issued Visitor card and visitor slip and shall
be briefed to have host signature with timings on the visitor slip.

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 10.1.2.8.In case the host is busy and not available for the confirmation, the supervisors should send the
visitor for waiting in the visitor lounge at the reception and inform the guard at reception to get the
host confirmation before allowing the visitor inside the access area.
On Exit:
10.1.2.9.The host shall ask for and sign the ‘Visitor slip’ and also write the time when the meeting ended.
10.1.2.10. The security guard at the perimeter gate shall collect the visitor slip from the visitor. The security
guard shall check whether the ‘Visitor Pass’ is signed by the host or not. If the ‘Visitor Pass’ is not
signed the security guard shall call the host and confirm the time of ending of the meeting.
10.1.2.11. Visitor Pass reconciliation shall be performed daily at 2000 hrs.
10.1.2.12. The security on premises shall ensure that no visitors shall remain on premises beyond office
hours unless and holidays until informed by the host and prior permission has been sought from the
department head.
10.1.2.13. In case of a visitor's late departure, the security guards shall confirm with the host.
When on premises:
10.1.2.14. Security guards shall be present at the point of entry into work areas for assistance and
monitoring of visitors.
10.1.2.15. The visitors shall always be escorted by their host while inside the work area.
10.1.2.16. All visitors shall clearly display their visitor badge during their stay at the location.
10.1.2.17. The access provided to visitors shall be restricted only to their host’s office.
10.1.2.18. Non-VIP visitor process flow:

Non VIP- Official Visitor Process Flow

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 No Prior intimation Visitor Prior intimation
by host by host
Confirmation
sought from
Visitor
Host host Host
employee Management employee
System
Host Visitor announced
confirmation to host
Visitor received Visitor and material Visitor
establishes details entry in register declares
identity material

Visitor slip issue

Instructions to visitor
and Signature

Host / representative Host signs visitor pass on

Meeting (preferably in conclusion of meeting and
escort’s visitor for meeting designated meeting visitor escorted ‘out’
rooms)

Signed visitor pass and

card collected; Material
checked against details

‘Time out’ in register

‘End of day’ reconciliation Weekly audit of register and

of visitor passes/ cards visitor pass by Security
Supervisor

Material Management
11. Material Movement:
11.1. A list of restricted items shall be displayed near the entry gate of the premise.
11.2. Any material entering the premises shall be checked at the entry point before being allowed into the premises.
11.3. Baggage:

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 11.3.1. Prohibited item, (inflammable items/explosives/Arms and ammunition etc.) other than authorized, shall
not be allowed inside the premises without prior permission from the Administration Manager or a person
deputed by the client.
11.3.2. External third party personnel like, Maintenance staff / Housekeeping / Canteen Staff/ Outsourced
personnel shall be checked when they leave the premises on a daily basis.
11.3.3. Employee baggage check shall be done on a random basis.
11.3.4. For any deviation, only the respective department head shall provide authorization and duly inform the
Head of Security.
Inward/ Outward material movement:
11.3.5. Any material coming in and going out shall have identified owner and shall be accompanied by
appropriate documentation such as a ‘Gate Pass’, ‘Challan’ or a ‘Purchase Order’.
11.3.6. The occupants of the vehicle shall report to the security person at the gate and provide all the
documents pertaining to the material.
11.3.7. Details of the vehicle carrying the material and of the materials received should be entered in the
‘Materials IN’ register.
11.3.8. Any material being taken out of the premises shall be accompanied by a ‘Gate Pass’ (Returnable or Non-
returnable) which shall be signed by authorized signatories. (Administration and Security Head or person
authorized by the client in their absence) This ‘Gate Pass’ shall include details such as, name, description
and quantity of items in figures as well as words, date and time. The details of purpose, instructed by and
prepared by should also be mentioned on this. The returnable gate pass should have returnable date
mentioned to have a track on the returnable material.
11.3.9. A list of authorized signatories along with their sample signatures shall be available at the perimeter
entry gate with the Security Supervisor.
11.3.10. The security guard at the perimeter entry gate shall enter the details of the ‘Returnable’ in the
‘Returnable Materials’ register and the ‘Non-Returnable’ passes in ‘Material OUT’ register at the perimeter
entry gate. These registers shall include the approving authority’s name, purpose, material details
(quantity and nomenclature), date and time, department and gate pass number.
11.3.11. The ‘Returnable’ gate pass details shall be reconciled monthly and a report shall be sent to the Officer-
Administration who shall then report it to the concerned department heads whose items have gone out
but not yet returned.
11.3.12. Process Flow:

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Inward Material Process Flow

Material
Vehicle Entry

Issue of Checking of relevant

returnable challan / Invoice
material slip

Physical Check of
the vehicle

Off loading at relevant point

under appropriate Empty Vehicle returns to
supervision gate with permission slip

Physical check of vehicle /

Material
Vehicle Exit

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Outward Material Process Flow

Material
Non returnable received at Returnable
material security gate material
Non receipt of returnable
item as per the date, should
be escalated to the concern
authority.

Verified with
Authorized non Authorized Authorized
returnable gate Signatory List returnable gate
pass pass

Receipt of
Gate pass Returnable
copy /Entry in material
relevant register

Entry in the
Monthly review returnable
of Gate passes / register
registers

Key Management
12. Key Management:
12.1. The authorized employees shall take the keys of respective office and make an entry in the register kept for the
purpose at Security gate.
12.2. If an employee looses the key, he /she shall immediately inform the Officer- Administration. The repair/ cost for
new lock shall be borne by the employee on actual basis or may be decided by the administrative authority of
the client site.
12.3. A duplicate set of all the keys shall be maintained in a locked box at the Main gate. The keys to this trunk shall
be maintained by the Security Supervisor and shall be taken out only in case of an emergency.
12.4. Main Keys of the individual cabin shall be held with the Occupant. Prior approval in his absence should be
obtained for issuance of duplicate keys; appropriate documentation of details of the person drawing the keys
should be maintained.
12.5. Six monthly rotations of main and duplicate keys to be carried out and documented.

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Access Control
13. Access Control:
13.1. All employees and third party personnel (such as trainees/ consultants/ vendors/ associates/ facility support
staff) shall display their identification cards when at their office premises/ location.
13.2. All new employees shall be issued with temporary ‘T’ cards (‘T’ marked on the card) by the Administration
Department till permanent identification cards are issued to them (ideally within 3-4 days).
13.3. A temporary ‘T’ card shall also be issued by main gate security supervisor to a permanent employee/
outsourced personnel/ third party personnel in the premises for a day after informing the same to HOD /
person to whom he reports.
13.4. The ‘T’ card shall also be issued to an outstation employee, in case he comes without hid ID only after
confirming his ID from the guest house booking list or from the department head he intends to visit.
13.5. The temporary cards shall be collected by the Administration Department before issuing the new employees
with permanent identification cards.
13.6. The third party personnel who come for small repairs or hot-work (civil, electrical, plumbing, carpentry) shall be
issued a 'Work Permit'. The 'Work Permit' shall list detail such as description, location, duration and the
authorizing authority for the work. They shall be issued a contract labour ID card and provided with an escort till
the time they are present on the premises. The escort will put his initials after completion of work. In case the
escorting guard/personnel changes in between, the new person will also sign on the permit after putting his
escorting time.
13.7. All contract party personnel shall enter their entry and exit times in a separate register maintained at the
perimeter entry gate.
13.8. Associates / Consultants staying in the guest house in residential area will be issued with a visitor card initially
and once his stay period is confirmed from the person he reports, he shall be issued with an Associate card.
13.9. Associates / Consultants not staying in the residential complex and visiting the office for less than 03 working
days will be issued with a visitor card.
13.10. A List of family members residing inside the premises and frequently visiting shall be provided to the security
by the residential employee along with the residence block detail. A copy of photo ID proof document
(Passport/ Driving License etc) shall be provided of these individuals shall be submitted to the gate for
identification. Hence no ID cards shall be issued to these family members.
13.11. Any other guest / visitor to the employee residence/ guest house occupant will not be issued with a visitor
card but will be allowed to enter only after host confirmation by the intercom.
13.12. Permanent vendor, housemaid/servant/driver in the residential area will be issued a separate residential
visitor pass (Specific Colours). He/ She have to make entry into a separate register kept at the security gate
during every entry and exit.

ID card Types. The following types of ID cards with the relevant lanyards shall be issued:
13.13. Photo Card – Employees, Associates (Black)
13.14. ‘C’ Card – Third party personnel – Consultants/ Associates (light blue)
13.15. Third Party Personnel (Outsourced) - (Fluorescent Green)
13.16. Third Party Personnel (Contract) - (Red)
13.17. ‘V’ Card – Visitors (Dark Blue )
13.18. Residential area vendors – (Green)
13.19. Security guards shall note down details of all employees working in client premises after 21:00 hrs and on
notified holidays in a separate register.

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 13.20. For any loss of identity card, the employee/ third party personnel shall inform the Department Head,
Administration Department immediately.
13.21. When the employee leaves the organization, the identification card shall be returned to Administration
department and records to be updated accordingly. Security at the gate should be intimated about this. The
Identification card shall then be promptly destroyed.
13.22. The Administration Department shall maintain a list of all employee identity cards which have been lost, stolen
or those which have been returned by the employees leaving the location or organization.
13.23. If the employee has lost the ID card, then the employee should send a mail to the HOD and to Admin
department. If mail facility is not available then the HOD shall be informed over phone.
13.24. Employees shall be fined for loss of an identity card.
13.25. Canteen Staff shall wear the agency uniform. Identification cards provided to them shall be with a specific
color lanyard and same rules of fine shall apply to this category as well.
13.26. External third party personnel shall be allowed entry as per the agency register at the main gate, wearing of
agency uniform, shall be compulsory.
13.27. Unless and otherwise required, there shall be fixed working area provided to third party personnel.

Electronic access: Every work area in the building where electronic access control (s) are installed, only authorized
personnel are allowed to enter these work areas.
13.28. A person from Administration department shall be identified as Access control Administrator (Role and
responsibility put as Annexure I)
13.29. List of personnel, including the employee and outsourced personnel with the level of access required shall be
forwarded to the Access Administrator, by the HR department.
13.30. Third party personnel data will be provided to the Administration staff by the concerned department HOD.
13.31. An application form for issue of access card shall be filled by every individual along with a photograph and his
ID card details.
13.32. The individual has to sign in the “Access card issue/ withdrawal “register while taking the access card.
13.33. If any associates /consultants are required to be present at client site (s) for more than 07 days, he shall fill up
an application duly signed from the concerned department head/ project coordinator with the details of any
electronic items carried by them and a latest photograph. The department head/ project coordinator shall enter
their approximate stay period at the location. An associate ID card with access card shall be issued to the
Associates / consultants by the Administration Department.
13.34. Access card administrator has to define a matrix as per the work area and time period and activate the
cards accordingly.
13.35. In case the individual has to leave the premises permanently or for longer duration (more than 01 month), the
information of the same shall be forwarded to the Access card Administrator by HR department for withdrawal
and deactivation of access card from the system.
13.36. Mutilated/worn out cards are to be kept and documented separately. They are to be destroyed after every six
months with appropriate destruction documentation.
13.37. In case a person loses his access card, it has to be intimated to the Access card Administrator immediately
through mail or on phone. The card shall be immediately deactivated from the system - New card will be issued
after a request on mail by the head of the department and penalty should be imposed as per guideline of the
administrative authority.
13.38. Periodic (six monthly) reconciliation of access card shall be carried out by the Access card administrator.
13.39. IT personnel looking after the access control/ Biometric control at IT department should also adhere to
relevant role of the Access Administrator.

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Electronic Surveillance Control
14. Electronic Surveillance.
14.1. The surveillance system shall be planned as per the risk treatment plan as approved by the Management
Committee.
14.2. System specifications will be finalized in consultation with the system vendor based on requirement and
expected results. Appropriate recording facility will also be provisioned.
14.3. The decision for live monitoring vs. recording review shall be taken by the Administration Head. The factors to
be considered shall be the threat perception as spelt out in the Risk Assessment, perceived reduction of risk due
to live vs. recorded viewing, and the cost involved. Recording shall be done on a Digital Video Recorder (DVR)
and recorded data shall be stored for at least 20 days
14.4. Live monitoring, shall be done by trained personnel operating from the emergency control room
14.5. A person designated by Administration Head shall be responsible for random live monitoring and randomly
viewing previous day’s recording clips.
14.6. The Administration Officer or a person designated by him will be responsible for ensuring trouble free operation
of the entire surveillance system. The following shall be checked:
14.6.1. Satisfactory camera angles and clarity with varying light conditions.
14.6.2. Quality of recorded images.
14.6.3. Proper functioning of recording devices.
14.7. It will be ensured that Annual Maintenance Contracts (AMCs) for the surveillance systems are in place.
14.8. The maintenance schedule and maintenance / service reports shall be reviewed on a quarterly basis by the
Administration Head.
14.9. Service Reports will be maintained and corrective actions initiated as required.

Control Room
15. Control Room: A ‘Control Room’, which shall act as an emergency control center, shall be established and activated
in the premises.
15.1. The Administration / Security Head shall be responsible for the functioning of the ‘Control Room’.
15.2. The entry to this ‘Control Room’ shall be access controlled.
15.3. The ‘Control Room’ shall be the operational center for controlling of any emergency/ contingency in the
premises.
15.4. The ‘Control Room’ shall have:
14.4.1 The ‘Physical Security Policy and Procedure’ document.
14.4.2 Details of the employees working at the client premises with the contacts numbers.
14.4.3 Details of ‘Internal Area Categorization’.
14.4.4 First-Aid kit.
14.4.5 Display of Emergency response plan
14.4.6 Display of Emergency contact list
14.4.7 Public Address System.
14.4.8 CCTV monitor and recording equipment.
14.4.9 Access card software monitor.
15.5. The control room shall be staffed adequately while ensuring segregation of duties for the above mentioned
activities.
15.6. This control room shall act as an apex node for the Emergency control of the entire premises.

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Secure Areas
16. Secure Areas:
16.1. Entrance to such areas shall be permitted only from specific entry points, which shall have an electronic access
control or kept locked when unoccupied in case of single person occupancy.
16.2. All secure areas shall be classified as ‘Restricted Area’, i.e., entry to these areas is restricted, for business,
operational or legal reasons, to authorized personnel.
16.3. Following areas at this location are classified as Secure Areas:
15.3.1 Server room
15.3.2 UPS room
15.3.3 DG/ Air- conditioning room
15.3.4 Lift Panel room
15.3.5 Senior Management cabins
15.3.6 Other rooms as prescribed by the business
16.4. Department Head shall maintain a list of persons authorized to access secure areas.
16.5. These lists shall be reviewed /revised in case of transfer in /out of employee, new recruitment /employee
leaving the organization. The Administration Department shall be informed of the same.
16.6. Department Head shall review access rights granted to persons in secure areas on a periodic basis.
16.7. The entrance to the secure area shall be under camera surveillance. As per business requirement the
management may decide to install CCTVs inside the secure areas as well.
16.8. Photography, recording or video equipment that can threaten the confidentiality and security of information
assets shall not be permitted inside secure areas without prior permission of the head of the concerned
department. For taking photographic equipments to areas, prior permission from the Administration- Head
shall be obtained.
16.9. A register will be maintained to capture details of individuals who visit the secure area detailing the name,
designation, purpose of the visit, time in, time out and signature of a person authorized within the secure area.
16.10. For a visit to a secure area, the host shall accompany the visitor from the reception to the secure area and
escort the visitor back after the work is over.
16.11. Secure area shall be located at a safe distance from and potential hazardous location and or material.
16.12. Secure area shall display a notice stating that unauthorized access is not permitted.
16.13. Secure areas shall have a separate fire protection system wherever possible. All suspected and potential
security breaches shall be immediately reported to the Administration department. This includes events like
unauthorized entry, access control mechanisms not working and doors not closing properly.
16.14. Mail room personnel shall be trained on inspecting and identifying suspicious packages.

Work Areas
17. Work Areas:
17.1. Electronic access control devices shall be installed on all entries to work areas.
17.2. Security Supervisor shall visit work areas at least once in three hours to ensure that no unauthorized person is
on premises and the personnel are wearing their identity badges.
17.3. All desks shall follow the “Clear Desk” policy when they leave the office at the end of the day, which means no
information asset shall remain on the desk but shall be in the designated storage areas under lock and key.
17.4. The security on the premise shall also ensure that all lights are switched off except one left on as a beacon on
the premises.

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 17.5. The employees shall be trained on Information Security aspects, such as social engineering, tail-gaiting, clear
desk and clear screen policy.
17.6. The department heads shall ensure that periodic spring cleaning is done.
17.7. Employees shall clean all whiteboards after all meetings or discussions.

Secure Disposal
18. Secure Disposal:
18.1. Shredders shall be provided at each printer in every work area.
18.2. Employee shall shred all material near the printer. Un-shredded paper material lying near the printers shall be
shredded by the office boy at 0900 hrs daily
18.3. All dustbins shall be cleared at 0900 hrs and shall be brought to garbage area by the housekeeping personnel.
18.4. Housekeeping supervisor should check the garbage bags for un-shredded material before final disposal in the
garbage yard.
18.5. Disposal of Printers, Fax Machines and Photocopiers shall be done as required by the local government and
environmental guidelines.
18.6. A periodic audit shall be conducted to check the nature of information assets going out of the premises for
disposal.

Disposal of removable media:

18.7. This topic shall be covered in detail in the equipment security, acceptable usage of office equipment, backup,
restoration and media handling policies.
18.8. Any media storage device needs to be destroyed should be done by each department based on Enterprise level
policy dealing with information asset handling.

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Security Organisation
19. Security Organization: Administration Head at the location will be the Security head of the location and responsible
for the physical security of the entire premises. He will be assisted by Administration officers ensuring smooth
functioning of Security. (People, Process and Technology)

Administration
/ Security Head

Administration/ Security Administration/ Security

Officer Officer
Security & safety Security Manpower and
Infrastructure Processes

19.1. Administration / Security Head: The Head of Administration shall be the Security head of the location. He shall
have the responsibility of implementing the Physical Security Policy and associated Procedures in the premises.
The role and responsibility will be as defined in the policy document. He will be the single point of contact
during any emergency/exigency at the premises.
19.2. Administration Officer/Security Officer - Security & Safety Infrastructure: He will report to the Administration
head in concern with all the matters related to security and Safety equipments like electronic access system,
Electronic surveillance, and Fire detection and suppression systems. He will be also be responsible for all the
documentation, records, processes and correspondence pertaining to these security and safety equipments.
Additionally he will also perform the role of an Access administrator .(Role and responsibilities attached as
Annexure I)
19.3. Administration Officer/Security Officer- Security Manpower and Process: He will be responsible for deployment
of Manpower and relevant documentation, records and processes. He will ensure the training of all the security
personnel and also ensure that security personnel at each post are well aware of the processes and their roles
and responsibilities.

Event Security
20. Event Security:
20.1. BIL organizes events, which have the participation of the employees and senior functionaries from the
organization.
20.2. BIL shall ensure that during events involving the employees and senior functionaries; the access to venue shall
be controlled, based on a valid identification process either through a checklist of invitees coupled with the
display of the identity card or through the invitation card stating the employee name coupled with employee ID
For third party as well the same process shall apply.
20.3. There shall be guards posted at all entry and exits to the venue.
20.4. A team comprising of the Security Supervisor and members from the Administration Department organizing
the event shall inspect the venue. This team shall determine the security precautions and measures depending
on the number of guests (based on the profile of the event, category of the invitees and threat perception of
the place).
20.5. Where ever possible pick up and drop shall be arranged on the basis of company policy for all the invitees.
20.6. No invitee shall be permitted to carry any prohibited material or any psychotropic or narcotic substance at any
event.
20.7. Senior Officials shall not travel together in one vehicle/aircraft/train for events, keeping in view the business
continuity aspects, shall a disaster situation arise.
20.8. Adequate power backup facility shall be ensured which shall last for the entire duration of the event.

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 20.9. Electronic counter surveillance of the event venue shall be done (based on feasibility and threat perception)
where senior officials are going to congregate.
20.10. Personal guards of invitees shall not be permitted unless and until the invitee happens to be a government
employee who has been provided official security cover.
20.11. Basic Guidelines for event protection are mentioned in Annexure V.

Emergency Preparedness and Evacuation

21. Emergency Preparedness and Evacuation:
22.1 Each floor shall have fire exits and these shall be usable at all times. Fire exits shall not be used as storage
areas and doing so shall be considered as a serious breach.
22.2 All fire exits shall be clearly marked as “Emergency Exits” with a fluorescent color.
22.3 Signage’s directing people towards the fire exits shall be placed throughout the office premises.
22.4 Evacuation plans shall be displayed at prominent places.
22.5 Fire exit / Emergency Exit route shall be marked on the floor.
22.6 Filled sand buckets shall be kept near the diesel drums.
22.7 Work areas and secure areas shall have fire alarms, fire extinguishers and smoke detectors, and the same
shall be tested as per the recommended frequency by the manufacturer.
22.8 The Administration / Security Department shall periodically review the premises to identify areas with
loose/hanging/easily accessible wiring. If found, necessary actions shall be initiated immediately.
22.9 Periodic/ surprise evacuation drills shall be administered once in a year and all employees shall participate in
the activity.
22.10 Fire evacuation drill shall be practiced as per the emergency evacuation plan at the location.
22.11 Detailed procedures and operating instructions shall be displayed on the fire extinguishers.
22.12 All building / paneling material used along with electrical fittings/cabling shall be fire retardant in nature.
22.13 A ‘Planned Preventive Maintenance’ (PPM) schedule shall be formulated to implement periodic inspection of
all firefighting equipment.

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 Annexure – I

Roles and responsibilities

Of Security Personnel
(Post Specific Instructions)

General Instructions:-
1. Wear neat and clean uniform and shave everyday
2. Always wear caps while on duty
3. Be polite and courteous but firm and assertive in dealing with people.
4. Never use foul language while on duty.
5. Sign attendance and duty register the moment you report for duty.
6. Be thoroughly briefed before commencement of duty at your assigned post.
7. Do not leave assigned post until properly relieved by reliever.
8. Ensure that all relevant information is passed on to the reliever before you leave the post. Sign the handing /
taking register before leaving the post.

NOTE:-
Sleeping on duty, consumption of paan or alcoholic beverage or smoking during duty hours or voluntary
abandonment of post will call for instant termination of services.

Security Supervisor:
1. Report to duty 00:15 mnts before shift timing.
2. Take appropriate briefing from outgoing Supervisor once he reports for his duty.
3. Take the attendance parade of all other guards reporting for the duty and brief them about any specific instruction
received for the day.
4. Take over the duty and ensure that guards in previous shift are relieved by the personnel in his shift.
5. Be responsible for any lapses of security in the premises during his tour of duty.
6. Ensure smooth and effective functioning of all the processes of personnel entry/ vehicle management, Key
management and Material management as per the Physical security policy and procedures.
7. Ensure that the Patrolling guard follows the patrolling route and timing as briefed to him.
8. Go on a routine round check around the premises, but ensure his presence at the gate from 0800 hrs to 1000 hrs
and 1700hrs to 2000hrs when there is maximum movement at the gate.
9. Ensure proper entry of different type of people including visitor inside the premises by making appropriate entry
in the relevant register and handing over the ID cards (appropriate lanyard) to the personnel entering the
premises.
10. Visitors are to be allowed entry only after host confirmation on telephone
11. Visitors/Guest to the residential area are to be permitted without any card but only after host confirmation
12. Family members residing inside the premises and frequently visiting family members shall be allowed to enter
validating the Photo ID proof of the member submitted by the Administration department.
13. He will be in charge and responsible for all the registers maintained at the Security gate.
14. Ensure relieving of security personnel for food and natural call without hampering the security status at the
location

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15. Make a log book entry of every incident during his tour on duty and report with the previous day log to the
Security Officer for his perusal.
16. Immediately report about any unusual activity/ emergency to the Administration officer & Administration head.

Actions during fire emergencies

1. Help out the evacuation of employee and guide to safe assembly point.
2. Ensure moving out of parked vehicle from proximity of the incident to a safer place.
3. Stop all entry into the premises except of fire tenders and ambulances.
4. Perform the role as mentioned in the fire evacuation plan

Lady Guard – Main Gate:

1. Report to duty 15 mnts prior to shift timing.
2. Frisk all the contract lady staff after office hours and report to security supervisor for any material being ceased.
3. Carry out surprise checks inside the building and report back to security supervisor.
4. Check for ID Cards during her rounds and question the contract workers regarding their nature and place of work.
5. Help the Security Supervisor for the Visitor management at the gates.
Actions during fire emergencies
1. Help out the evacuation of employee and guide them to safe assembly point.
2. Provide assistance as directed by the supervisor

Pedestrian Entry – Main Gate:

1. He shall report to duty 15 mnts prior to shift timing.
2. Maintain strict vigil and have a check on every individual entering the premises.
3. Politely request every individual to display their ID card
4. Direct the visitor/person without ID cards, towards the Security cabin
5. Ensure no individual enters the premises without a valid identification card
6. Keep the pedestrian gate locked between 0000hrs to 0600 hrs and has to be opened only for authorized person
Actions during fire emergencies
1. Ensure that the pedestrian gate is closed and no one is allowed to enter into the premises unless ordered to do so
by his supervisor.
2. Not leave his position unless ordered to do so.

Vehicle Entry – Main Gate:

1. He shall report to duty 15 mnts prior to shift timing.
2. Maintain strict vigil and have a check on every vehicle entering the premises.
3. Allow only vehicles with designated parking stickers to enter without stopping.
4. Every other vehicle shall be stopped and the personnel shall be asked for their ID’s.
5. Direct the visitor vehicle (both 2W and 4W) towards the demarcated parking area.
6. Ensure that the driver for 4W has a seat belt and that of 2W has a helmet, when they leave the premises.

Action during fire emergencies

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1. Ensure that the vehicle gate is closed and no vehicle except the emergencies vehicles (Fire brigade vehicle and
Ambulance) is allowed to enter the premise.
2. Not leave his position unless ordered to do so.

Vehicle Parking- Guard:

1. He shall report to duty 15 mnts prior to shift timing and take a proper brief from outgoing guard.
2. Ensure proper parking of two wheelers and four wheelers in respective slots allotted.
3. Give a report to security supervisor at 1100 hrs and 1700 hrs regarding the count of vehicles.
4. Report any untoward observations to the notice of the Administration department.
5. Have knowledge of overnight stay / one day stay vehicles at the parking place and report the same to duty
security supervisor.
6. Direct the visitors towards security desk for the formalities after parking
Action during fire emergencies
Help and guide the drivers of the parked vehicle to move out to a safer place in case the fire emergency is close to
the parking area.

Residential Area:
1. He shall report to duty 15 mnts prior to shift timing and take a proper brief from the outgoing guard.
2. He should be available at his post near ‘Gulmohar’ building.
3. Ensure that vehicles at residential area are parked on the earmarked areas.
4. Keep a proper vigil around perimeter area
5. Open the canteen at 1230 hrs and close it at 1500 hrs after a proper check
6. Ensure that no unauthorized person enters into the offices building (Gulmohar and Deodar).
7. Guide the guest /visitor to the residential area/ guest house to his appropriate location.

Action during fire emergencies

Be available to provide assistance as directed by the shift supervisor

Bouncer Duties and Responsibilities

These are the specific duties normally assigned to bouncers:

Control the Crowd

Ensure crowd management and control the flow of foot traffic into a big shows / concerts, bar or club and includes
removing patrons who get too rowdy, using problem-solving skills to settle disputes in a respectful manner, and
contacting the superior authorities when a situation gets beyond the bouncer’s control.

Check Identification

Ensure smooth functioning of access control and must check guest IDs / passes / designated bands at the entrance
to make sure authentication of the person entered in the shows / premises.

Ensure Security

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People at concerts venue, bar clubs and bars are usually drinking heavily, which can create an unsafe atmosphere.
It’s up to the bouncer to make sure that everyone is protected. This may include frisking patrons to ensure they do
not have any weapons, drugs, or other illegal contraband.

Greet Customers

Bouncers need to be personable and friendly to guests who enter and leave the facility, as interactions with
bouncers are part of the entertainment experience.

Monitor Guest Lists and Dress Codes

Some events are invite only, and it’s up to the bouncer to make sure that people who are not on the guest list are
not permitted to enter the event. Bouncers must also ensure that customers adhere to the establishment’s specific
dress code.

Strength of the bouncer:

If a physical altercation happens, bouncers need to be able to break up fights and physically eject people from the
building or restrain them until the police can arrive.

Basic Guidelines for Event Protection

1. All necessary police and local government approvals shall be obtained by the event organizers to avoid any
non-compliance. These shall cover usage of LPG/ Kerosene/ Lighting of fire crackers/ sound and public address
systems/ lighting arrangements/ usage of copyrighted music material and not merely restricting to these but
shall cover all those mandated by the local government of the city/town.
2. The food served in these events shall be through approved caterers of the client. Only mineral/ packaged
water shall be served. The food and beverage area shall be under the covert observation of the security
personnel.
3. No employee shall (Client Site) speak to media or press representatives and regulatory bodies present at such
events without prior approval.
4. Any property of the client, which has been brought for the event, shall be catalogued and tallied at the end of
the event and returned to the rightful owner of such property in the company.
5. Any inappropriate behavior noticed by the security / invitees shall be reported and dealt with requisite action.
For employees this shall lead to disciplinary action.
6. People with questionable social standing shall not be invited to any event.
7. Events, which are scheduled to be held at night, shall close as per the company policy and local regulations.
The security and event managers shall ensure that all guests have vacated the venue and no identified
vehicles are in the parking area.

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