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Security Guidelines for Goverment Employees
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Security Guidelines for Government Employees
Office Security
Government offices can be targets for theft, unlawful entry,
kidnapping, bombings, forcible occupation and sabotage. Effective
barriers, both physical and psychological can reduce the likelihood
of these threats. The following guidelines will help you analyze
your office security profile and suggest measures to reduce your
target potential.
Conduct a Crime Prevention Assessment
A complete, professional assessment of your security needs is the
first step toward an effective security program. Your Federal
Protective Service (FPS) office can arrange a risk assessment be
performed on your government-owned or leased office or building.
(See the end of this document for a current listing of FPS offices).
Most crimes are directed toward individuals or offices which have
little or no security planning in place. Take stock of your present
measures and possible weak points.
A comprehensive crime prevention assessment should ask:
What is your target potential? What is the prevailing attitude
toward security? Who is responsible for the overall security
program? How are security policies enforced? When was the
current emergency preparedness plan developed (including fire,
power failure and disaster) What resources are available locally
and how rapid are the response times for fire, police and
ambulance? What kind of physical security systems and controls
are presently used? Do the available security resources, policies
and procedures meet the potential threat?
Take Reasonable Precautions
Once the risk assessment has been completed, follow up with the
Federal Protective Service (or local law enforcement group) to act
on the findings. For example, publicize phone numbers and make
sure everyone knows who to contact in case of an emergency.
Here are some general suggestions that may increase your security:
Install key card access systems at main entrances and on other
appropriate doors. Issue access control badges, with recent
photographs, to all employees and authorized contractors. Upgrade
perimeter control systems with intercoms and closed circuit
monitoring devices. Keep master and extra keys locked in a
security office. Develop crisis communication among key
personnel and security office involving intercoms, telephones,
duress alarms or other concealed communications. Have a back up
communication system, like two-way radio, in case of phone
failure. Locate executive offices near the inner core of the building
to afford maximum protection and avoid surveillance from the
outside. Arrange office space so unescorted visitors can be easily
noticed. Have staff follow strict access control procedures, don't
allow exceptions. Keep important papers locked in secure
cabinets. Keep offices neat and orderly to identify strange objects
or unauthorized people more easily. Empty trash receptacles often.
Open packages and large envelops in executive offices only if the
source or sender is positively identified. Keep closets, service
openings, telephone and electrical closets locked at all times.
Protect crucial communications equipment and utility areas with an
alarm system. Avoid stair wells and other isolated areas. Try not to
ride the elevator alone with a suspicious person. Don't work late
alone or on a routine basis. Keep publicly accessible restroom
doors locked and set up a key control system. If there is a
combination lock, only office personnel should open the lock for
visitors.
Keep an Executive Information File
Your security office should maintain an emergency contact file for
immediate access for key personnel containing personal
information to be used in case of emergency. This confidential file
should contain:
home address and telephone number family members; names,
ages, descriptions school schedules, addresses, phone numbers
close relatives in the area; names, address, phone numbers
medical history and physicians name, address, phone number
local emergency services; ambulance and hospital phone numbers
any code words or passwords agreed upon
Set Up Safe Rooms in the Building
You may wish to consider maintaining one or more "safe rooms" on
your work premises. This room can serve as a retreat in case of
intrusion or siege. The room should be equipped with:
steel doors and protected ventilation system first aid equipment
phone and backup communication equipment fire extinguishers
bomb blankets and hardened walls sand bags emergency tool kit.
extra food and clothing large flashlight and batteries firearms (if
permitted under established policy)
Home and Family Security
This is a difficult area to address other than very generally.
Changeable conditions and unique differences in housing, family
makeup, preoccupation with social and business affairs,
neighborhood demographics, and lifestyle all impact the home
security profile. These factors should not take precedence over the
primary consideration - you and your families personal safety.
When a potential danger exists, the family must take precautions
and follow the common sense security guidelines. A good approach
is to concentrate on making the home a risky target for intruders,
and to instill security awareness into each family member.
Survey Your Home and Lifestyle
Begin your home security program with an in depth security survey.
Include both the residence and the habits and lifestyles of each
family member. Look for possible trouble points. Let each member
contribute to and feel a part of the survey and suggest ideas to
minimize the risks that are identified. Every person can develop a
special sense for observing surroundings, spotting potential
problems, and pointing out the danger in everyday situations.
The survey can point out the physical and human weaknesses that
may put the family in danger. Put yourself in the place of an
intruder and look for weak spots. The following checklist may help
in doing the survey and developing your security guidelines.
Take Precautions With Your Home
When choosing a place to live, consider whether an apartment
might be more secure than a house.
If you live in an apartment building check:
Access control of building, elevators, and parking garages
(doorman, keyed front door, receptionist, etc.). Public areas
should be well lit after dark (lobby, laundry area, parking lot, etc.).
Fire exits and doors clearly marked (possibly alarmed to preclude
unauthorized entry). Limited access to apartment balconies and
porches. Doors contain a 180-degree peephole and auxiliary
deadbolt lock. Garage doors and entry gates kept locked at all
times (not propped open).
If you live in a private residence:
Install metal sheathed or solid-core entrance doors and install
peepholes or intercoms. Hang doors on heavy duty hinges
reinforced with non-removable hinge pins. Secure sliding glass
doors with a bar, pin the frames so they cannot be lifted off the
track Don't leave keys under door mats, in flower pots or in a
hiding place near the door. Never put identification tags on your
key rings. Have an alarm system installed by a responsible
company that provides 24-hour service and has demonstrated
professional security expertise. Test alarm components routinely,
ensure that if the alarm rings at a remote security office the
response time is satisfactory. Provide adequate clear lines of sight
from all windows and doors. Illuminate residence perimeters and
driveway approaches. Eliminate shadows, but don't cause a glare to
persons approaching or leaving the home. Use sodium vapor and
quartz lamps for security lighting for a high intensity output.
Configure lighting circuits so that the loss of one lamp will not
leave an area totally dark. Locate switches and controls inside the
home. Consider establishing a well equipped "safe room" like the
one previously described. Sometimes this could double as a refuge
from natural disasters. Safe rooms should have metal or solid core
doors, hardened walls and a secure lock. Be sure windows are
properly installed with storm windows, security glazing, locks or
pins, grills or bars, shutters or alarms. Avoid locking windows in a
partially open ventilating position. Provide for quick exit,
especially since bedroom windows must be able to serve as fire
escape routes. Locate water and gas shut off valves and electrical
distribution boxes inside the residence. Label fuse boxes and keep
them secure, with a flashlight readily available.
Before Leaving the Residence for an Extended Period of Time:
Arrange for mail and newspaper stoppage or ask a friend to pick
them up. Ask neighbors to put some trash in your can on pickup
day. Make sure phones do not ring incessantly, a dead give away
no one is home. Use timers to turn on and off appliances and
interior and exterior lights. The timers should be staggered so that
lights go on and off in a normal fashion. Leave a set of keys to the
residence, storage buildings, and codes to the alarm system with a
trusted neighbor, inform police to contact this neighbor in case of a
problem. Arrange for lawn care or snow removal services to
continue on a regular basis. Upon returning, if you see evidence of
a break in, do not enter, call police first. If guard dogs are part of
the security plan, arrange for professional training, do not treat the
animal as a house pet.
Prepare Yourself and Your Family
Never discuss home security and family emergency plans outside
the home. Make an effort to meet you neighbors and involve them
in your mutual security. Instruct younger family members to be
wary of strangers. Teach them not to open the door to strangers
when home alone unless there is a scheduled visitor. If forced
entry is attempted, lock the door, phone for help, and go to your
safe room. Do not attempt to confront or corner an intruder, call
for help or get out of the house. Gather important profile
information for each family member and close neighbors. (names,
phone numbers, ages, description, school, employer, social
activities, etc.) Lock the information in s secure cabinet at home
and keep a spare set at work. Be alert for possible surveillance
activities, someone may be watching your actions and daily
schedule before targeting your house. Do not display a routine
pattern of leaving at the same time every day, modify your schedule,
leave at different times. Always answer the phone with a simple
hello and establish the identity of the caller before giving out
information such as your name and address and who is at home.
Children should be instructed to never reveal if they are alone.
Discuss telephone manners and harassing calls with family
members. Explain that such verbal abuse is not directed at them as
individuals, and they must try not to get angry, since a harassing
caller is often simply trying to get a rise out of you. Your local
police and the phone company can provide guidance and advice on
how to handle this kind of disruption. If the harassment continues,
do not hesitate to take action. When calling on the phone to report
an emergency, always give your name and location first, so that
help can be sent right away.
Teach children to:
Report suspicious people or incidents, describing all the details
they can remember. Never travel alone, try to walk in a group.
Refuse rides from strangers. Play in designated areas, not isolated
or unsafe areas. Let the parents know where they are going and
when they will be back. Avoid strangers and don't let them
approach or touch them. Know how to get help and call the police
when needed.
When a child is picked up at school, make sure the school has an
established procedure for confirming the arrangement with your
home or office. Children should be reminded not to change their
after school plans without parental consent. Consider the
implications of keeping a firearm in a home where children play.
Mace or tear gas is a much safer alternative. If you do include a
firearm in your home security program, a shotgun is recommended.
Be sure to obtain the proper permits and train family members in
firearm safety and usage. If a weapon is kept in the home, store the
unloaded weapon in a locked area out of reach of children.
Ammunition should be stored separately under lock and key.
Residential Security Tips
Exterior:
Keep shrubbery cut back from windows and entrances. Erect a
fence with a locking gate if possible. Install lighting in a
nonaccessible location, such as under the eaves. Have the lighting
controlled by automatic timers or photoelectric sensors that will
turn lights on and off automatically.
Interior:
Install alarm systems which ring at central monitoring stations.
Locate control pad near the front door with a delay timer allowing
you to exit before activating the system. Request a panic button
that will silently call for help. Alarms systems can often be
combined with smoke detectors to provide extra protection.
Designate a secure storage area in a closet or a small room for
valuables. The door should be solid core with a heavy frame and
hinges and a dead bolt lock. Incorporate intrusion alarms on the
door using ultrasonic, infrared, or magnetic door contacts. Smoke
detectors are recommended for early fire warning. Two types are
widely in use, photoelectric and ionization, combination detectors
include both. Battery or hard wired are both acceptable, remember
to change smoke alarm batteries when resetting the clock for
daylight savings time. Interior lighting should be controlled with a
timer or photoelectric switch especially when you are out. In the
evenings, leave a light on in the living room bright enough to
silhouette an intruder. Use timers to turn on bedroom lights when
no one is home.
Entry Security
An office or home is only as secure as its weakest point of entry.
All doors and windows should be checked to see how easily they
could be penetrated. Doors and accessible windows should be
fitted with locks and other security devices
Locks and locking devices
The first line of defense in any security system is generally the lock
or locking device. Locks differ greatly in appearance, function, and
application. The stronger and more sophisticated the mechanism,
the more secure your residence will be. An intruder cannot risk
creating loud noises attempting to defeat a lock. As a greater
deterrent, locks may be used in conjunction with other protection
devices such as alarms or bars. How much should you spend for a
lock? Get the best you can afford, with normal use and care a good
quality lock will last many years.
The major types of locks used in residences and offices are:
cylindrical (key-in-knob), cylindrical deadbolts (key to get in, key
to get out), cylindrical sets with deadbolt (key in knob with thumb-
turn deadbolt), mortise (recessed into a cavity), and rim-locks (with
an interlocking striker plate). Several types of electrified and
magnetic locks are also available. As long as the power is on, they
can only be opened with the appropriate regulating device. These
include; key cards, switches, computerized controls, security
keypads, telephone access, and heat sensitive devices. Cane bolts,
metal bolts installed on the inside of a door that can be thrust into
the surrounding masonry or door frame, provide additional security.
Chain locks are often used to permit partial opening to view or
speak with a caller. These may provide a sense of security, but can
be forced without much difficulty. A peephole or intercom is much
safer than a chain lock.
Doors, Frames, and Hinges
The security afforded by a lock, no matter how expensive, is only
as good as the door and frame to which it is fitted. Both should be
of solid, sturdy construction. Hinges should be heavy duty and
protected against tampering. An iron grillwork gate bolted to the
house in front of an entrance door and kept locked affords an extra
level of protection.
There are four major types of doors: flush wood, stile and rail
(panels), metal or vinyl clad, and sliding glass. Flush doors come in
two types: hollow core and solid core. Hollow core is two sheets of
thin veneer overlaying a soft filler, solid core is wood all the way
through. Stile and rail doors are assembled from several different
pieces and mortised together. From a security perspective a steel
sheathed door is superior to wood. Patio style sliding glass doors
are very vulnerable and require special precautions. Their locks are
designed to prevent the doors from being moved laterally. Glass
doors must also be secured vertically, since the channel in which
they ride may provide wide tolerances. Most locks specially
designed for sliding glass doors take into account both types of
movement, preventing the door from being lifted out of the channel.
Some of the same devices used to secure windows can also be used
with glass doors. Drill a hole through the channel and the frame,
then insert a pin or large nail to keep the door from opening.
The vulnerability of a door is usually defined in terms of how long
it takes to break through the door itself. If breaking through the
door is not possible, prying or forcing a door attached to a weak
frame is the favored method. Most wooden frames constructed
today have solid wood only for about an inch. Beyond this is
usually a 4 to 6 inch gap before the first stud. Consider
strengthening frames of this type construction by securing
additional 2 x 4 studs directly behind the facing board. Long wood
screws should be used to defeat a pry bar or resist a forceful kick.
The security value of the hinge should not be overlooked. A well
secured hinge resists two types of forced entry; forcing the door out
of the frame by applying pressure to the hinged side opposite the
lock, and lifting the door out of the frame after removing the hinge
pins. From a security standpoint, the most important consideration
of a hinge is whether it is exposed to the outside, and whether or
not the pins are designed to be removable. If your door has external
hinges with removable pins, consider welding the pins to the
hinges. If you want a less permanent solution, drill a small hole
through the hinge and into the pin, then insert a second pin or small
nail flush with the surface. A locked wrought-iron storm door will
also protect the door hinges.
Windows
Windows pose more complex security problems than doors. They
come in a much greater variety of sizes and styles with emphasis on
ventilation, lighting and aesthetics rather than security. Most
intruders will try doors before resorting to breaking the glass in a
locked window. An unlocked window is an open invitation. Louver
windows are a higher security risk than double-hung since the
panes are easily removable. Consider replacing the glass in louver
windows with plexiglas or tempered, shatter resistant glass. The
simplest measure, which works equally well on double hung or
horizontal sliding windows, is to drill a hole through the sash and
frame, then insert a pin or nail to prevent movement. If you use your
windows frequently for ventilation, drill two holes, one for the
closed position and another that allows the window to be in a
slightly open position. If you have key locks on your windows,
make sure they key remains accessible in the event the window is
needed for escape from fire or other emergency. Storm windows
provide some additional security as well as steel bars, mesh or iron
grillwork.
Entry Security Checklist
View locking hardware as a long term investment, match locks to
sturdy, compatible doors, frames and hinges so all three
components form a strong unit. Entrance door locks should have at
least a 1 inch deadbolt, a recessed cylinder to discourage forcible
removal, and a cylinder guard. Install peepholes or intercom
system to identify visitors before opening the door. Incorporate all
doors and vulnerable windows into an alarm system. Include large
picture windows, sliding glass doors, and any windows within arms
length of locks. Make sure all entrance door hinges are heavy duty
and are made more secure with pins Before using double cylinder
locks, which require keys on both sides, consider the possible
safety hazards. Check your local fire safety codes. If you use
padlocks in critical areas make sure they meet the following
requirements: hardened shackle (at least 9/32" steel), double
locking mechanism (locks both heel and toe), minimum of 5 pin
tumbler locks, and a key retaining feature (preventing removal of
the key unless padlock is snapped). Use rim locks as an auxiliary
security measure. Consider filling hollow metal door frames with
cement behind the strike plate to prevent forcing. Restrict keys,
both home and office, to those who actually need them, don't hide a
spare key under the mat or in the mailbox. Keep spare keys in a
locked drawer, do not tag key chains.
Travel Security
Most of the security resources you can depend on at the office and
at home are nonexistent when you travel. Your greatest security
asset is yourself - take precautions, vary your routines, keep a low
profile, and be alert to suspicious people and circumstances.
Risks of Vehicle Travel
Passenger vehicle travel has many inherent security risks. Vehicles
are easily recognized by year, make, and model. The criminal
knows specifics about how to gain entry as well as operation of
security devices. Cars can be followed discreetly, with a very low
risk of detection. You may not know you were targeted until its too
late. Vehicles are often parked in public areas with no control or
protection, affording easy access to intruders. Criminals who
assault a vehicle rely heavily on the element of surprise. They aim
to catch the victim "off balance" and scare them into acting
irrationally. The shock of a car jacking attack is greatest at points
of changing surroundings, such as entering or exiting.
Daily Travel Precautions
Travel in a group whenever possible. Never overload a vehicle, all
persons should use seat belts. Keep the vehicle in good mechanical
repair. Don't let the gas tank get too low. Install a vehicle alarm to
discourage tampering, or use a steering wheel club. Keep the
ignition key separate from other keys, never leave the trunk key or
other keys with the parking attendant. Do not hide a spare key
under the floor mat or under the hood. Always park in areas that
are locked or attended, avoid parking on the street overnight.
Inspect the vehicle carefully before entering, look for evidence of
tampering, but do not touch any suspicious items. Check the hood
latch, exhaust pipe, trunk latch, fender wells, tires, gas cap, and
finally the underside of the car. Do not leave windows down, or
doors unlocked. If the car breaks down, raise the hood and tie a
white cloth to the door handle. Remain inside with doors locked, if
someone stops to offer assistance ask them to call for help. Never
pick up hitchhikers. Know your route and the locations of secure
places along that route. Have a car phone or CB-radio.
Communicate frequently, let others know your location and
destination and when you are expected to arrive. Use public
transportation where available. When taking taxis, make sure the
driver uses the most direct route, yet follows any directions you
give.
Surveillance/Attack Procedures
Review mental preparations of what you would do were an attack
to take place. Be alert to possible surveillance, if you suspect you
are being followed, go to the nearest safe place. Avoid driving in
the right-hand lane to prevent being forced to the curb. Be aware
of minor incidents that could block traffic along your route. If you
see a suspicious road block or detour, take an alternate route. In a
hostile road blockage situation, try to get around the blocking
vehicle. Approach the shoulder or the curb at a 30 to 40 degree
angle in low gear maintaining a constant rate of speed. If firearms
are involved, lower yourself as much as possible, keep away from
windows.
Going Out of Town
Restrict travel plans to a need to know basis. Keep your itinerary
and travel documents locked in a safe place until needed. Provide
a copy of your itinerary to your family and your office. Call in from
time to time. When traveling abroad, carry a civilian passport as
well as an official one. Keep the official one in checked luggage,
memorize the passport number, use the civilian one at hotels, or
other places that request identification. Never leave your luggage
unattended if possible. Know who to contact if you should lose
any official documents, or credit cards or if they are stolen. Report
such losses immediately. After using a credit card, make sure you
get it back, your receipt, and the carbons.
Staying in Hotels
Make your choice of hotels and rental cars low key. Keep your
room key or card on your person when you leave. Inside the room
always put it in the same place. Do not give your room number to
anyone you do not know well. Keep your room and personal items
neat and orderly so you'll recognize if something is out of place
when you come back. Check the locations of emergency exits and
fire extinguishers. Don't admit strangers to your room. If you must
call room service, confirm when they will be arriving and ask for
identification. Know the number and location of hotel security.
Federal Protective Service Offices
Washington, D.C. Metropolitan area
Washington, DC 20407
202-690-9632
Connecticut, Maine, Massachusetts, New Hampshire, Vermont,
Rhode Island
10 Causeway Street, Room 108
Boston, MA 02222
617-565-5776
New Jersey, New York, Puerto Rico, U.S. Virgin Islands
26 Federal Plaza
New York, New York 10278
212-264-4255
Delaware, Maryland and Virginia (except Washington, D.C.,
Metropolitan area), Pennsylvania, West Virginia
100 Penn Square East
Philadelphia, PA 19107
215-656-6043
Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina,
South Carolina, Tennessee
401 West Peachtree Street, NW
Atlanta, GA 30365
404-331-5132
Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
230 South Dearborn Street
Chicago, IL 60604
312-353-1496
Iowa, Kansas, Missouri, Nebraska
1500 Bannister Road
Kansas City, MO 64131
816-926-7025
Arkansas, Louisiana, New Mexico, Oklahoma, Texas
819 Taylor Street
Fort Worth, TX 76102
817-334-3559
Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
Building 41, Denver Federal Center
Denver, CO 80225
303-236-5869
Arizona, California, Hawaii, Nevada
525 Market Street
San Francisco, CA 94105
415-744-5090
Alaska, Idaho, Oregon, Washington
400 15th Street, SW
Auburn, WA 98001
206-931-7529
Crime Prevention Program (PS)
18th & F St. NW Washington, DC 20405
202-501-0907
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