RECORDING

Department: Security

Job Category: Security Guard 

Standard: To record and report incidents completely and accurately

• The Security Team is issued with logbooks at the designated positions:

1. Patrol Logbook ;

2. Main Lobby Post Logbook,  (kept at the main lobby);

3. Visitors Logbook, (kept at the main lobby);

4. Parcels & Packages Logbooks, (kept at the main lobby);

5. Good Delivery & Dispatch Logbook (kept at the car park lot);

6. Car park Lot Logbook, (kept at the car park lot);

7. Sub-contractor Logbook (kept at the car park lot);

8. Vehicles Flow Logbook (kept at the car park lot);

9. Camera Logbook (kept in the CCTV Room); 

10. Telephone call Logbook (kept in the CCTV Room).

• All events, usual / unusual occurrences and or incidents are to be recorded accurately and completely into the logbooks.
• Logbooks must be kept in the Security Office when the Security Guards go off duty.
• The logbooks must have the foll:

(a)    Name of security guard on duty;

(b)   Entries must be made in ink;

(c)    Pages are to be numbered;

(d)   No pages are to be torn out.

• Incorrect entries must be neatly crossed out and initialed. A fresh entry is then made.
• Loss of the logbooks must be reported immediately.
• The Security Team Leaders must view the logbooks daily.

PACKAGE GATE PASS

• All company’s properties leaving the building must be accompanied by a Package Gate Pass.
• If in doubt, Security Guard must refer the matter to the Security Team Leaders. If need be, the Building Manager will be informed to clarify with the issuer (Department Manager).
• Collect the Package Pass and keep it in file.
• The package pass is considered invalid under the foll:

(a)    What is written on it does not tally with the physical item.

(b)    The package pass is altered or defaced.

• If foul play has been discovered, the employee must be detained and an investigation conducted. The item must be confiscated to serve as proof.

KEYS FOUND IN DOOR SLOT

• Keep the key in safe custody.
• If the key is found in the office’s doors, inform the tenant immediately. Return the key personally to the building users / tenant and ask them to check if there’s anything missing from their office.
• If the building users are not in, report the incident to the Security Team Leader. Lock the door after ensuring that the office is in-order.
• Hand the key over to the FM who will then contact the building users.
• Make a report on the incident.

ENTRY OF POLICE AND MEDICAL PERSONNEL / VEHICLES INTO THE UVN HOMEBASE

• Local police authorities / medical personnel and vehicles are to enter the property in a discreet manner ie without siren etc. These vehicles are to be parked in designated spots – whenever practical.
• All police and / or medical personnel are to be accompanied by security personnel.
• Only the FM authorities are allowed to deal with the police authorities. Police personnel must present identification eg ID.
• No staff member communicates information to the police / medical personnel / press. The only communication will be through the FM authorities. 
• Under no circumstances will the local police authorities be allowed to enter the working zones – unless a warrant of arrest has been issued. In any case, the FM and authorities must be informed prior to arrest.

MONITORING OF CCTV

• To monitor the CCTV screens consistently – looking out for irregularities
• To report and investigate suspicious characters loitering in the property or its perimeter.  
• To check for functionality of the CCTV cameras. To report all mis -functions to the Engineering department Immediately.
• Ensure that all CCTV recordings are properly stored and handled. These recordings are to be kept for a period of 60 days

MANNING THE MAIN LOBBY

• To greet all building users / visitors / guests with a smile.
• Clear beggars / bikes / loitering people away from the front of office lobby.
• To provide appropriate information and assistance to tenants and visitors.
• Ensure that all staff / contractors / delivery persons do not use this entrance.
• Coordinate traffic flow to minimize ‘bottlenecks’.
• Ensure that drivers of cars (parking in the driveway) is within calling distance.
• To observe the general view of the area – giving an organized and secured impression.
• Check to see that no dangerous items are brought into the property.
• To record all irregularities and incidents in the log books.

PATROLLING

• Sign out and check for equipment readiness (walkie-talkie / torchlight).
• To patrol according to established route / time / frequency.
• To carefully-check the perimeter of the property watching and checking in particular for signs of intrusion / trespassers / acts of vandalism.
• Security guards are unusual signs (unlocked doors and windows / unattended items etc).
• To look out for faulty equipment (burnt-out lights / leaking water pipes etc).
• To check common areas (lobby, pavements around the building, toilets, exit staircases, etc) and Mechanical & Electrical plant room for signs of intrusion or mischief.
• To check that fire-fighting equipments (fire extinguisher / fire hose) are in working condition and have not been removed or tampered with.
• To make a record of details of the patrol and report on unusual incidents etc.

CONTRACTOR ACCESS

• Security guard will enquire the intent of the Contractor at the back Gate. They are not allowed to enter by the main gate – unless under special circumstances. 
• All the contractors must exchange their ID for a Contractor Pass.
• The following particulars are to be recorded in the Contractor logbook:

(a)      Name of Contractor

(b)      Number of workers

(c)      ID

(d)     Date and Time In

(e)      Nature of Work

(f)       Location of where the work is carried out

• A check must be made to ensure that no dangerous weapons (unless those related to the work to be done) are brought into the property.
• The Security Guard will then contact the respective departments for verification.
• If the answer is positive, Security Guard / Security Supervisor will accompany the contractors to the ‘work area’.
• Unauthorized work must not be permitted and stopped at once. 
• The contractor’s movement will be monitored at all times either by a staff member (Security or respective department).
• The contractors will be escorted out of the property. This is to ensure that the chances for mischief are reduced to a minimum. 
• The contractors are not allowed to distribute flyers or any form of advertisement in the property.

BUILDING USERS / VISITOR VEHICLE ACCESS

• Security Guards are to recognize the tenant appearance / car plate number / made of car.
• All visitor’s car plate number must be recorded.
• Guards on patrol are to monitor the movement of the visitors’ cars discreetly.
• Ask the visitors to register.
• Visitors’ cars (parking overnight) must be reported.
• Ensure that drivers do not park at the driveway or pose as an obstacle to traffic flow. Ensure that drivers are within a stone’s throw should their vehicles be parked along the roads.

HANDLING OF WALKIE-TALKIE

• All designated staff must carry the walkie-talkie on them while on duty.
• To sign in / out for the walkie-talkie. 
• To be able to do the following when using the equipment:

(a)    Speak clearly with a proper rhythm – divide the message into sensible phrases,

(b)    Speak at a speed that is slower than what you will use in normal conversation.

(c)    Speak at a normal volume – refrain from shouting and joking over the walkie-talkie.

• To be knowledge of the established code words. For example:

1. Code Red: Fire

2. Code Green: Robbery

3. Code Orange: Bomb Threat

• Security personnel will be responsible for damages inflicted on the walkie-talkie.