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Reprinted with permission of the eRiskHub® and the author(s).
All rights reserved. Copyright belongs to the author(s).
DISCLAIMER:
This template is prov
ided as general information for the
consideration in
drafting a custom policy
on the subject
matter described herein.
The information is not intended to serve as legal advice nor is
there
any warranty that use of such a
template will satisfy any legal obligations y
ou or your company may have.
This templat
e is provided “as is” without any
representations or warranties, express or implied.
Faruki Ireland and Cox
P.L.L.
makes no representations or warranties in
relation to the legal information
in this template
.
Do not
rely on the information in this
templat
e as
an alternative
to legal advice
from your attorney or other
legal services provider. If you have any specific questions about any legal matter you
should consu
lt
your attorney or other
legal services provider.
The following is a template designed to assist in the policy
development governing the
protection of company computer systems and assets. As with
all templates, this document
provides a basic framework for the broad topics for
consideration. Footnotes pr
ovide prompts
for other general considerations and points for discussion. Each
organization has unique risks
and considerations that necessarily require customization. For
more information, contact Ron
Raether or Scot Ganow at (937) 227
3733 or
rraether@ficlaw.com
and
sganow@ficlaw.com
.
Physical Security Policy (Template)
Purpose
The purpose of this policy is to provide a safe and secure working
environment and promote t
he
protection of our assets. We must maintain the security of our
confidential information (such as
Company Sensitive Information and
personally identifiable information (“PII”)
), as well as the
information shared with us by our customers and
COMPANY
Cons
ultants. We strive to maintain
customer
friendly procedures to ensure only authorized employees,
administrative consultants,
contractors, and visitors have access to our facilities.
Scope
This policy applies to the physical areas where information assets
are kept. These areas include
server rooms, telecom closets and certain office areas that may
contain Company Sensitive
Information or PII
1
. These areas must be physically secured to prevent theft, tampering
or
tapping, or damage.
Policy
Facility Access
Control
It is every employee’s responsibility to work toward, maintain and
preserve a secure physical
work environment.
1
As with all information privacy and security
related policies,
it is important that protected information be properly
defined at the data element level to ensure consistent, compliant handling
throughout the company.
Supervisors are responsible for ensuring that proper building security
practices are
maintained and that their employees follow access
control policies and
procedures.
The
Human Resources
Department (“Human Resources”)
2
will authorize the
issuance of badges (
COMPANY
photo badge) to new employees granting them
appropriate facility access beginning on the date of hire.
Employees shall wea
r
their issued badges at all time while on COMPANY premises.
The
Loss Prevention
Department (“Loss Prevention”)
is responsible for printing
and activating all badges and providing them to the employees or long
term
contractors. Security officers are resp
onsible for providing visitor badges.
All employees are to enter the building at the facility’s designated
employee
entrance.
At termination, all employees must return their badges to their
supervisor.
At termination, it is the supervisor’s responsibility
to retrieve the badge from the
terminated employee and return it to Loss Prevention for deactivation
and
shredding.
Loss Prevention develops and maintains procedures to follow when
employees
forget or lose their badges.
Loss Prevention develops and mainta
ins a vis
i
tor sign
in procedure.
No individual will be permitted to access our facilities beyond the main
reception
area without an appropriate badge
worn visibly
.
Loss Prevention is responsible for developing procedures to control
the use and
disseminatio
n
of building keys. Lost and stolen keys must be reported to Loss
Prevention immediately.
Effective Building Security
Effective building security is possible through the cooperative efforts
of Loss Prevention,
Facilities Management and the building’s occ
upants. The following rules apply:
Keys and badges are not to be left unattended in plain view or carried
in a way
that makes them easy to lose or be stolen.
2
As with all policies and implementation, all departments should be involved in
finalizing any polic
y to ensure
existing policies are complimentary and that operational compliance is possible.