IFB 774 Building Access and Control SOG.pdf

STANDARD OPERATING GUIDELINES/PROCESS

SUBJECT: BUILDING ACCESS AND CONTROL

SFT # NUMBER: 205.0 PAGE: 1 OF 5

EFFECTIVE DATE: 10/30/17 REVISED DATE: 10/30/17

OVERVIEW: This document describes the systems and procedures used for controlling access to

Accomack County buildings and facilities. Systems include traditional locks, electronic locks, and monitoring equipment. The issuance of access cards or physical keys will be controlled and highly scrutinized, as the management of lost, stolen or unreturned cards and keys is a difficult and costly process.

SCOPE: This procedure applies to all Accomack County buildings and facilities with the exception of the Sheriff’s Department Office & Jail, the Department of Health, and the Department of Social

Services.

DEFINITIONS:

a. Access. The authorization of an individual to enter a specific space.

b. Unescorted Access. The authorization of an individual to enter a specific space without an escort. This individual will normally be issued a security card/key to that space.

c. Escorted Access. The authorization of an individual to enter a specific space as long as that individual is escorted or is permitted by an individual with unescorted access authorization.

d. Building Access Control Group (accesscontrol@co.accomack.va.us). The County staff assigned administrative responsibility over the system. Consists of staff from the

Department of Public Works and the Department of Human Resources.

e. Responsible Party. The head of the office or agency assigned work spaces/responsibility within a building or facility. Please see appendices for space assignments.

f. Key. Metal device that is physically inserted into a tumbler to lock/unlock a door.

g. Access Card. Card device that unlocks designated doors electronically when held in close proximity to the card reader pad.

h. Secured Door. Any door that is normally locked and requires an access card or key to unlock.

file://///accomack/root/team%20folder/Building%20Access%20and%20Control/accesscontrol@co.accomack.va.us

RESPONSIBILITIES:

a. Building Access Control Group (accesscontrol@co.accomack.va.us). Responsibilities include:

1) Maintaining the access system hardware/software, ensuring its proper operation.

2) Issuing access cards and keys as requested by the Responsible Party.

Access cards and keys must be signed for by the designated recipient.

3) Maintaining a roster of access card and key assignments.

4) Preparing access reports including those requested by Responsible Parties.

5) Deactivating lost or stolen access cards from the building access control system.

6) Providing local law enforcement, on a semi-annual basis, the roster of staff who have unescorted access to the buildings. The roster consists of:

• Individual's Name

• Space(s) to which they have unescorted access

• Days/Times they have unescorted access

7) Preparing and submitting appropriate capital budget requests for system upgrades, based on current vulnerability and threat assessment reviews as received from law enforcement or other entities.

b. Responsible Parties: Responsible Parties are the point of contact with regards to security within their assigned spaces. It is up to this individual, or their designee, to determine who should have escorted and unescorted access to specific areas of their assigned space. This individual is the final authority on approving requests for use of assigned spaces by another office/agency. The responsibilities include:

1) Determining unescorted access requirements (e.g. spaces, days of week, times) of each of their employees as well as others who might have a job responsibility requiring access to the space.

file://///accomack/root/team%20folder/Building%20Access%20and%20Control/accesscontrol@co.accomack.va.us

2) Providing notification to the Building Access Control Group

(accesscontrol@co.accomack.va.us) for issuance or deactivation of access cards and keys, allowing a minimum of five (5) business days for processing of the requests, unless mitigating circumstances exist.

3) Immediately notifying the Building Access Control Group

(accesscontrol@co.accomack.va.us) when a key or access card is lost or stolen.

4) Notifying the Building Access Control Group

(accesscontrol@co.accomack.va.us) of any deviations from normal operating hours, including delayed start, weather closures or holiday hours other than

County designated holiday schedule.

c. Individual. The individual is responsible for:

1) Safe guarding access cards and keys assigned to them. The individual will sign for the receipt of applicable access cards and keys. Access cards and keys are to be used only by the individual to whom they are issued. They are not to be loaned to another person.

2) Immediately reporting to their supervisor the loss or theft of assigned access cards and keys.

3) Ensuring secured doors through which they pass close after passage.

4) Ensuring building is secured if you are the last person exiting.

5) Displaying their access card, which also serves as employee identification, at all times while in the County building or facility (applies only to County staff).

d. Sheriff. The Sheriff's Department will:

1) Develop and implement a twenty-four hour monitoring routine for buildings with access card systems.

2) Maintain departmental assigned access cards and master keys. Master keys are to be sealed in an envelope and locked in a safe. Master keys are to be used only in case of an emergency such as an electronic failure of the security system.

Access cards and master keys are to be used by Sheriff's Department staff only and are not to be issued to other offices/agencies.

PROVISIONS:

a. Upon notification by the Responsible Party, the Building Access Control Group

(accesscontrol@co.accomack.va.us) will provide access cards and keys to designated personnel.

file://///accomack/root/team%20folder/Building%20Access%20and%20Control/accesscontrol@co.accomack.va.us mailto:accesscontrol@co.accomack.va.us file://///accomack/root/team%20folder/Building%20Access%20and%20Control/accesscontrol@co.accomack.va.us file://///accomack/root/team%20folder/Building%20Access%20and%20Control/accesscontrol@co.accomack.va.us

b. Access cards and keys are never to be duplicated or loaned to another individual.

c. Security doors are to remain closed and locked at all times. Note: Employees and customers will always be able to exit buildings from public spaces without an access card or key.

d. In determining areas and times of unescorted access, the Responsible Party must weigh the convenience of the individual against the overall level of control required.

e. Each Responsible Party will establish internal procedures to provide access to staff after hours. Only in an emergency should an individual staff member contact the

Building Access Control Group.

f. During normal operation, exterior doors and public suites in the County

Administration Building will be unlocked from 8:30 AM until 5:00 PM, Monday through

Friday, allowing unescorted access for the general public.

g. Requesting Use of Assigned Spaces By Another Office/Agency. The Responsible

Party is the approval authority for the use of their assigned space by another agency. The

Responsible Party, in conjunction with the Building Access Control Group, may place stipulations on the approval of any such use. The following details the procedures for handling such a request:

1) Requests for use of a space must be submitted, in writing (email is acceptable), by the requesting agency to the appropriate Responsible Party.

2) Requests must detail who will be using the space, for what purpose, and the day and times the space would be used.

3) The Responsible Party will forward the request, with their recommendation, to the Building Control Access Group (accesscontrol@co.accomack.va.us). If approval is granted, the written response will include any stipulations, such as the requirement for security staff.

4) The requesting agency is responsible to ensure all stipulations are met. If security staff is required, the requesting agency must coordinate with the Sheriff’s

Department for providing the security.

5) The requesting agency is responsible for paying any costs associated with meeting any stipulations.

6) Outside agency requests for using a space outside of normal working hours, require a minimum of seven (7) days advance notice.

file://///accomack/root/team%20folder/Building%20Access%20and%20Control/accesscontrol@co.accomack.va.us

g. Requesting Use of Assigned Spaces Outside of Normal Working Hours by a

Responsible Party. The following details the procedures for processing such a request:

1) Requests for use of a space outside of normal working hours must be submitted by email to the Building Access Control Group

(accesscontrol@co.accomack.va.us) at least five (5) business days in advance of the needed time.

2) Requests must detail who will be using the space, for what purpose, and the day and times the space would be used.

3) The Building Access Control Group will provide an email response to the

Responsible Party who submitted the request. If security is needed, the

Responsible Party must coordinate with the Sheriff’s Department to arrange for security staff at the public entrance.

file://///accomack/root/team%20folder/Building%20Access%20and%20Control/accesscontrol@co.accomack.va.us