General Security Administration Procedure Essay Example

the building with a package or object, as long as it specifies where the item is from. Nevertheless, this rule does not imply that the security is responsible for safeguarding the tenant/occupant against any theft occurring on their property.

According to Security, individuals whose presence in the building poses a threat to safety, reputation, or interests of the building and its occupants/tenants may be denied entry or removed. To ensure the safety of tenants/occupants and protect property within the building, access may be completely restricted by closing doors or using other methods. 5.

The Property Management Office cannot be held responsible for any damages or losses incurred by the occupant/tenant as a result of allowing or excluding any individual from the premises or building based on the previously mentioned provisions. B. All building occupants/employees, including their principals and personnel, must have an Identification Card (ID) issued by their respective offices that specifies access limitations. 2.

It is mandatory for all officers and employees of the unit occupants and tenants to wear their company ID while inside the building premises in order to prevent encounters with security personnel. Furthermore, the Property Management Office requires a list of all officers and employees from the occupants/tenants for documentation and accreditation purposes. In addition, a sample of the Company ID used by the occupants/tenants' offices and companies must be provided for record keeping.

The Property Management Office must be notified promptly about any new personnel additions or resignations. The Security Office should receive a copy of the list of personnel and sample ID's from unit occupants and tenants. All individuals working or living in the units are required to

adhere to the building's rules and regulations, particularly those related to janitorial services, security, and safety. Violators of these rules will be investigated and may face legal citations.

The offices and companies are liable for any misconduct committed by their officers and employees within the building premises. The Property Management Office, representing the Building Management, has the power to refuse entry to individuals who may endanger the building's security. This measure is primarily taken to protect the occupants/tenants and their possessions. All pedestrian visitors will have their belongings inspected. Non-occupant/non-tenant visitors will be given Visitor/Guest ID Passes with color-coded restrictions on access and movement. Every guest should complete a Visitor's Registration Form at the receptionist desk in the lobby and provide a valid driver's license, company ID, or government-issued ID. The receptionist will then issue a prominently displayed Visitor ID Pass for use inside the building.

To leave the building, visitors must surrender their ID to the lobby receptionist and retrieve it upon departure. A temporary visitor's pass is available for tenants/owners' guests staying in the building for official functions lasting at least one week. The pass can be obtained free of charge, provided it is returned within the designated timeframe. If a Visitor's ID card is lost, the holder will incur expenses. The Gatepost System is referenced.

To ensure that all withdrawals and movement of property from the building are properly authorized, an authorized Gate Pass Form must be completed and signed by a designated person authorized by the occupants/tenants. This form must also be approved for withdrawal by the Property Manager or their authorized representative in their absence. The tenant/occupant's signature must be

verified in the list of authorized signatories submitted by their respective companies. The Gate Pass Form (GAP) must clearly state a detailed description of the items to be withdrawn and the name of the person authorized to move or withdraw the property. Occupants/tenants must submit the gate pass in triplicate, along with all required date and signatures from their authorized signatory. The form will be stamped and approved by the Property Manager. All movement of the tenant/occupant's property must take place through the designated elevator and the approved point of exit or withdrawal is at the service lift lobby on the ground floor only. The Property Manager or their authorized representative will then evaluate the GAP and, if found in order, will sign and approve the form. One copy of the form will be kept by Security for their records and occupant/tenants will be instructed to present the approved GAP to the Gate Guard on duty at all entry/exit points.

The Gate Guard on Duty is responsible for inspecting and confirming the actual articles for entry or pullout visa, as stated on the GAP. Once the verification is done, the gate guard will keep one copy of the visa articles with the gate pass for their records. They will also permit the entry or exit of articles to or from [Name of Client].

At this point, the gate guard must immediately record the actual time of the pull out/entry in his record book. Only items mentioned in the gate pass are permitted to be brought into or taken out of the building. E. Dillydallying Inspection Patrols Routine daily inspections of each building should be conducted by

the Property Manager or his authorized representative. A Daily Building Inspection Checklist must be completed for this task. All staff members are expected to be aware of this requirement. 3.

It is stressed that these inspections play a crucial role in upholding cleanliness, maintenance, and property management standards. Special emphasis should be given to the cleanliness and mechanical functioning of lifts. Additionally, regular inspections of Fire Safety Equipment are necessary to ensure the integrity of extinguishers and hose reels. Constant attention is required to minimize wastage by closely monitoring lighting in Common Areas, car park, and storage areas. Emergency duties are also essential.

Precautionary duties and responsibilities will always be followed, including rendering reasonable service to tenants during emergencies. Additional information and directions from the client will be addressed to the PM in writing. Property Managers are expected to maintain emergency tools, equipment, and stores in a state of readiness in the designated storage area. They must also ensure that their staff is aware of the equipment's location and usage in case action is required during their absence.

The Property Manager must be notified of any accidents, burglary, or other special occurrences. The first member of the building staff or the Security Officer in Charge will report the incident to the Property Manager and the appropriate emergency service authority (Fire Services, Police/Ambulance) and stay at the scene to assist emergency personnel.

If necessary, qualified staff at the accident scene will provide First Aid. 4. The Property Manager and Security Officer in Charge will promptly complete a full Security Incident Report and submit it to the building top management (AMBIT). 5. Building staff will be ready

to assist the Senior Staff or emergency service personnel present at the scene. 6. Information about the incident should not be disclosed to the news media or the general public.

Any inquiries should be addressed to the authorized client representative of the Property Management Office. Regarding tenant complaints, any allocations, requests, or comments made by tenants to management staff must be documented in the complaints register. If telephone operators are vendors outside of FCC, they will be informed about the register's significance and the emergency escalation plan. Failure to record and report these issues will be viewed as an offense that could result in disciplinary actions.

The tenant should be asked to make a note of any complaint or request that is not fully understood for the attention of the Property Manager and Security Officer in Charge. The Property Manager and Security Officer in Charge are expected to take immediate action, depending on the urgency of the matter, to ensure it is efficiently addressed. All complaints, requests, and comments made by tenants to building staff, whether right or wrong, should be handled politely and recorded through the Complaints Legislator. Additionally, there is a mention of fire fighting equipment.

Copies of the fire regulations should be sent to all tenants in the property, indicating the escape route and assembly points when necessary. All fire fighting equipment in the building will be inspected regularly, and any damage will be reported immediately to the Property Manager and Security Officer in Charge in accordance with the Fire Prevention Inspection Report. Fire alarm bells and warning systems will be tested on a monthly basis or as specified in the Standing Orders.

Fire fighting equipment in electricity meter switch rooms and lift machinery rooms will be inspected weekly. The fire pump room should always be kept clean and free of obstructions. Annual maintenance certificates for fire equipment should be renewed every year and displayed in the management office. General fire advice manuals should be sent to all tenants to prevent fires. Passenger lifts are available on all floors and are operated automatically by pressing the designated floor buttons. Any persistent misuse of the lift by tenants will be reported to the Property Management Office for action. The passenger lift will be checked for damage and cleanliness at least once a day. Cleaning staff should be notified immediately if any special cleaning is required.

Children are prohibited from playing in the passenger lift or using it to transport bicycles or large toys. Any instances of such behavior will be reported to the Property Management Office. Passenger lifts should not be used for cargo purposes. It is important to regularly service all lifts on a monthly basis, following the recommendations of the manufacturer.

Only service personnel, maintenance crew, and other workmen are permitted to use the service lift. The elevators do not allow garbage, construction debris, or anything that emits an unpleasant odor, as well as anything that may soil or damage the interior. Smoking, eating, drinking, and playing with the lift controls and doors inside the lift(s) are strictly prohibited. There is one service/goods lift available for conveying cargo, transferring/delivery of office equipment, mechanics, supplies, etc.

Only furniture, equipment, large boxes, and other heavy items that can fit in the service lifts should be transported in them. Otherwise, the

fire stairwell should be used. This rule specifically applies to materials, equipment, and/or furniture that are longer than Ft length. Additionally, the service lift should be inspected daily and cleaning staff should be instructed on general cleaning as needed. Any damage to the lift car should be noted during inspection and immediately reported to the Property Management Office.

If the lift or any other part of the building is damaged due to moving or carrying articles in the lift, the unit owner and/or lessee responsible for the damage will be held liable. The cleaning staff can use the service lift to collect boxes, bottles, or other large articles of refuse only when instructed by the Property Manager. However, this should be done at a time that causes minimal inconvenience to tenants. In case of a lift breakdown, the lift maintenance contractor will be notified immediately. These are the general guidelines for lift usage.

It is crucial to promptly notify anyone trapped in the lift(s) that steps are being taken to free them and maintain constant communication until they are rescued. The Property Manager and Property Engineer must be informed of all lift breakdowns. If a lift breaks down or malfunctions, the responsible lift maintenance contractor should be notified immediately. Weekly testing of lift alarm bells and intercom systems is necessary, and any problems should be promptly reported to the Property Management Office.

The main passenger lifts are specifically for building occupants and their guests. There has been a rise in luxury vehicle thefts recently, with thieves using different tactics to steal these vehicles. This includes directly entering the Car Park, driving a stolen vehicle into

the Car Park to steal another one, or coercing or restraining the Car Park Entrance guard to enable multiple car thefts. To prevent such incidents, it is crucial for the Car Park Entrance Guard to follow these instructions:

1.

Each unit owner/lessee will receive a sticker for each assigned parking slot. Stickers are only given for passenger-type vehicles and not for commercial utility vehicles. Visitors/guests of unit occupants and tenants should coordinate with the Administration Office. Tenants can park as long as there are available slots.

The top management has the authority to make changes or additions to existing policies and guidelines when needed. A valid driver's license is necessary for drivers to operate vehicles within the building premises. Drivers must follow a maximum speed limit of 10 kip, cannot overtake other vehicles, should stay in their designated lane, give pedestrians priority, and avoid unnecessary honking. Unit owners and lessees are required to park their vehicles only in their assigned parking spaces.

To ensure that each vehicle occupies only one parking slot, it is important to park vehicles correctly. Drivers should avoid parking in driveways, ramps, or any area not designated for parking. It is also prohibited to block access to entrances, exits, or other parking spaces while parked. Pollution should be minimized by turning off engines when parked and loud music or noisy activities are not allowed. Bicycles and two-wheeled vehicles can occupy their assigned slots. Responsibility lies with unit owners/lessees to keep their parking slots clean and free from mud, debris, and drippings. Hose-washing of vehicles is strictly forbidden and car cleaning using common area faucets is not permitted. Lastly,

vehicle repair work cannot be conducted in any of the common areas.