Attachment_10_Key_Control_Procedure_for_the_Oak_Ridge_Reservation.pdf

Approved:

Department of Energy - Oak Ridge Office

KEY CONTROL PROCEDURE FOR

THE OAK RIDGE RESERVATION

Revision 0

Reservation Management Branch

I ---;;>6- Effective

DE-SOL-0008816

Attachment 10

DRAFT

U. S. Department of Energy

Oak Ridge Office

Key Control Procedure for

The Oak Ridge Reservation

Administrative

1. Purpose

To establish a system of administrative controls for lock and key systems which provide access to the Oak Ridge Reservation (ORR) through ORR barrier gates. This procedure does not address or include those areas on the ORR which require special entry notifications and/or procedures such as contaminated or security controlled areas.

2. Policy

Protective and administrative access lock and key systems will be limited to type and amount necessary to assure that access to the ORR is adequately safe guarded. The ORR consist of approximately 33,750 acres which include three Federal facilities; the Oak Ridge National Laboratory

(ORNL), the National Nuclear Security Administration/ Y-12 Security

Complex, and the East Tennessee Technology Park (ETTP). Excluding the immediate site boundaries for these three sites, the ORR is managed by the Oak Ridge Office (ORO). All areas of the ORR, excluding the immediate site boundaries, are access controlled for purposes of ensuring security, safety, and the integrity of the ORR for Department of Energy

(DOE) activities.

The ORO oversees activities on the ORR through both Federal and contractor staff. These ORR activities include various experimental and programmatic activities and environmental reclamation and restoration actions. The ORO directly oversees activities on the ORR, such as the

Forestry Program, Safe Guards and Security, and Emergency Management and land management. ORR access control is a function of the ORO and is managed primarily through administrative controls using a key/lock system at various access points. Additional access constraints are provided by security systems.

3. Scope

This procedure establishes the Oak Ridge Office Reservation Management

Branch (RMB) as the implementer of key control in gaining access on the reservation. The Reservation Management Branch Chief is the responsible approving authority for granting key access through key controlled gates/barriers on the reservation. The RMB coordinates with other internal organizations (i.e. Safeguards and Security, Emergency

Management, Information Management Branch (IMB) and Responsible

Contractors) in accordance with the establish policies on the reservation.

4. Definitions

Oak Ridge Reservation – Approximately 33,750 acres of land managed DOE/ORO.

ORR Access Control Lock and Key System – Locking system protecting security fences and barricades which provide access to the

ORR outside the immediate site boundaries.

5. Procedure and Assignment of Responsibilities

a. Reservation Management Branch Chief (RMBC) – Is responsible for the implementation of this procedure.

b. Reservation Management (RMB) Contracting Officer

Representative (COR) or Alternate (COR) – The COR/ACOR for the Roads and Grounds contractor reviews the initial request and process the request for the RMBC approval or disapproval. The

RMB will assist in calling contractors to assist in identification of unauthorized person(s) or vehicles on the reservation.

c. ORO Realty Officer – Reviews or initiates reviews, of requests for visitor access involving the use of the ORR by private parties.

Maintains all real estate documentation required of visitors and issues all licenses or other documents as required prior to access approval.

d. IMB – Develops and maintains electronic accounting system to ensure that all locks and keys are properly maintained and issued by the responsible contractor at the approval of RMBC

e. Plant Shift Supervisors (PSS)/ Laboratory Shift Superintendent

(LSS) – The PSS/LSS at each facility located on the ORR, e.g., ORNL, Y-12, ETTP and the Central Training Facility (CTF) will be issued ORR Access keys as requested.

f. Safeguards and Security Division (SSD) – Appoints a security officer to serve as a point of contact to review control of ORR access and to assist in the review of requests for access to areas on the ORR as needed. A security patrol officer is notified by Oak

Ridge Operation Center (OROC) if an unauthorized person(s) or vehicle is sited on the reservation by the Oak Ridge Police

Department (ORPD), a DOE contractor, or other outside entities.

OROC will call the ORPD and they will attempt to identify the person(s) or vehicle so that the proper authorities can investigate the situation.

g. Emergency Management Program Office (EMPO) – ORR access control keys will be provided to the EMPO for their retention and use during emergencies and off-shift events. OROC also notifies

RMB and/or the ORPD if they receive reports of a suspicious vehicle or person(s) on the reservation without authorization.

h. Requester – All individuals and contractors who are internal to the

ORO intranet can request keys by submitting the data below into the website at https://intranet.oro.doe.gov/pages/default.aspx. All individuals that does not have access to the ORO website will have to prior to the issuance of a key:

Name

Organization and/or Sponsor

Phone number and e-mail address

Immediate supervisors name, phone number and e-mail address

Purpose and expected duration of visit or activity

Gates needed for access

6. Lost Key Reporting

Whenever an ORR access key is lost or stolen, the loss shall immediately be reported to the RMB COR/ACOR and the ORO Safeguards and

Security Division. During off-shift hours report lost keys to the OROC.

7. Criteria for Requesting Keys https://intranet.oro.doe.gov/pages/default.aspx

a. Work or activity on the ORR outside the immediate plant boundaries which is expected to continue for an extended period of time, greater than 24 hours.

b. Prior notification for special events, such as nature walks, which occur outside the normal work scheduling periods, defined as 7 a.m. to 6 p.m. is required. These events must be coordinated with the ORO Safeguards and Security Division and RMB.

c. Escorts with keys must notify the OROC, and/or the cognizant PSS or LSS, when activities are planned for outside the normal work scheduling periods, defined as 7 a.m. to 6 p.m., such as nature walks, educational trips to Freels Bend cabin, etc. on the day of the event. Following the event a report will be submitted within five

(5) working days to the ORR Coordinator outlining the events purpose and any unusual occurrences.

d. External organizations requiring access to the ORR, such as the

City of Oak Ridge for Greenway maintenance.

e. ORR Access Key Agreement – An agreement (Appendix A) letter will be read and signed prior to the issuance of keys for access to the ORR.

APPENDIX A

OAK RIDGE RESERVATION BARRICADE KEY AGREEEMENT

In addition to any other requirement identified in this procedure the key requester must abide by the following:

By accepting this key, the user agrees to the following conditions regarding the use of the assigned key to access the Department of energy (DOE) Oak Ridge Reservation

(ORR) via barricaded reservation access roads:

(1)User affirms that he/she is either an employee of DOE, a DOE contractor, subcontractor, or other approved entity conducting official business. (2) User agrees he/she will be the sole authorized user of said issued key and WILL NOT give the key to any other person or entity. (3) User agrees not to duplicate or reproduce the issued key. (4) The term of the key issuance is temporary and the key must be surrendered upon termination of official business. (5) If the access key is issued on a short-term basis, the user agrees to return the key at the conclusion of the contract or approved use. If the key is issued on a long-term basis, the key will be inventoried at least annually as directed by the DOE Operations Office. (6) User shall close all barricades upon entry and exit of barricaded areas. (7) User is responsible for assuring the vehicle operator(s) is (are) aware of road conditions that may be encountered while driving on

ORR access roads. These conditions may include, but are not limited to : narrow roads with loose dirt or gravel surfaces, blind hills and curves, limited sight distances, presence of ruts or potholes, debris in the road, standing water, unmarked intersections or “dead ends”, sudden appearance of other vehicles, pedestrians, or animals, and the possibility of being stranded in a remote location. (8) User is responsible to comply with all access road postings, signage, procedures and traffic laws governing vehicle use and operation. In addition, user will abide by all safety rules/regulations applicable to the ORR.

Failure to adhere to the terms of this agreement may result in disciplinary actions up to and including loss of access privileges, employment or contract termination and trespass prosecution. Supervisors will be notified immediately of any noncompliance with this agreement.

Print Name /Organization Signature

Approval:

Reservation Manager Branch Chief ORO Real Estate Officer

(if real estate document is required)

Reservation Management Branch COR/ACOR