Alert Space Facilities And Management Services

STANDARD OPERATIONAL PROCEDURE FOR SECURITY SERVICES

1.1 Following Instructions: All security personnel and officers are to obey all instructions and
commands given by their superior officers either in writing or verbally without fail.

1.2 Discipline: All security personnel must be disciplined and courteous to all occupants, visitors,
public, superiors and subordinates at all time.

1.3 Attire: All security personnel must be in full uniform to include headgear whilst on duty. Hair
must be kept short and tidy at all time.

1.4 Work Procedures:

1.4.1 All security personnel must be alert at all times.

1.4.2 All security personnel are not allowed to sit or chit-chat in any of the shops or offices in the
building.

1.4.3 All security personnel are not allowed to lean against a wall or appear sleepy while at their
respective posts of duty.

1.4.4 All security personnel are not allowed to leave their post whilst on duty or before a
replacement guard arrives.

1.4.5 All security personnel are not allowed to sleep whilst on duty.

1.4.6 All security personnel are not allowed to neglect their duties.

1.4.7 All security personnel are to report all incidents that happened within their area of
responsibilities to their superior officer.

1.4.8 All security personnel are not allowed to consume alcohol or be under the influence of alcohol
or drugs whilst on duty.

1.4.9 All security personnel are not allowed to take into possession or safe keeping any properties,
stocks, displays, unattended item whether valuables or not without proper authorization or means
or sales and transfers.

1.4.10 All security personnel are not allowed to stay or wander around their working post whilst on
leave, off duty or after duty.

1.4.11 All security personnel are not allowed to abuse, enter into a quarrel, fight or use abusive
languages against the management, superiors, occupants, colleagues or visitors at all times unless
their own life is threatened.
1.5 Security Vetting : All security personnel must be properly vetted to ensure that they are free
from criminal records within three months of their months of their enrolment. Those who fail in the
vetting are to be dismissed from the company.

1.6 Health: All security personnel must be physically and mentally fit to perform their duties.

1.7 Equipment: All security personnel must be fully equipped with a whistle, baton, identification
tag, raincoats.

Logbooks: All security personnel must ensure all diaries and record books are to be kept in good
order and produced for verification by their superiors and/or the management from time to time.

1.0 RECORD BOOKS

2.1 Incident Report Book:

2.1.1 To record all incidents in the building with comprehensive details of occurrence, action taken
including any follow up action or in progress their required recommendations.

2.1.2 To be kept in a proper order for reference, induced as a supporting facts or evidence in the
filing of the incidents with the local authorities subject to the written consent of the management
and the report should be treated as private and confidential.

The incident report should tally and act as precedence to any separate or detailed report to be
submitted by the management to the management or any local authorities with the written consent
of the management.

2.1.3 All incident reports are to contain the following basic information: -

2.1.3.1 Full name, designation and the identification number of the person submitting the report.

2.1.3.2 The date, time and location of the incident.

2.1.3.3 Details of the person’s full name, identification number, office unit, value, items, damages,
type of incident involved and any other relevant information.

2.1.3.4 Personal particulars of the witness, address, identification number, contact numbers- mobile
phone, office and residential, if any.

2.1.3.5 Action taken, follow up action or in progress action required and recommendations.

2.1.3.6 Investigation details as to the cause of the incident, contributing factors, suspected persons,
or factors, how the incident occurred and its impact on the security of the building.

2.2 Visitors Logbook:

2.2.1 Visitors entering during the operational hours are to register with the security guard at the
guard house and to be observed on the full compliance of the premises rules and any rules and
regulations as assigned by the management.

2.2.2 All visitors and tenants entering the building after the operation hours are required to register
at the guard house. Details to be included are date, time in, time out, full name, identification
number, place of destination, reason and the person’s signature.

2.3 Contracts Logbook:

2.0 General Emergency Procedures:

(i) Electrical Breakdown/Power Failure

Caused by MSEDCL incoming supply failure: The guard /Supervisor shall liaise immediately with the
maintenance staff. The date, time, person called, reason(s) given, expected re-connection time and
report number is to be recorded for reference.

Caused by tripping of the main switch board: Maintenance personnel must be informed to check
and reset or rectify the problem.

**In case of electrical breakdown after normal operation hours, to contact the maintenance
personnel as per emergency contact number provided by the management.

(ii) Fire Alarm Activated:

* The guard in the control room to check the fire alarm panel, switch off buzzer sound and isolate
the alarm for the affected zone only.

* To check on the affected zone and determine whether it is a ‘false’ alarm where false alarm is due
to it have been activated by insects or dust.

* In case of ‘true’ alarm and there is a fire, but it is small and localized, security personnel can douse
it with the nearest available fire extinguisher.

* If the fire has spread to a larger area, attempt to douse the same time by using the nearest
available fire hose reel. If it is raging fire and moving RAPIDLY, break the nearest available alarm
break glass to activate fire alarm and serve as a warning of a fast-spreading fire.

* To contact the fire and Rescue Department immediately, activate in-house fire squad for
firefighting (while waiting for nearest fire brigade team) and safety evacuation, including visitors
from the building.

(iii) Lifts Breakdown:

* Use lift intercom to communicate with person trapped in the lift (if any) to ascertain whether there
are any people trapped in the lift.

* If there are people trapped in the lift, try to calm and inform them that assistance is on the way to
rescue them.

* Contact the maintenance personnel to coordinate with the lift contractor to release passenger and
rectify the lift.

* If the incident occurred after normal operation hours, duty officer to contact maintenance
personnel, lift breakdown’s service immediately and monitor closely on the arrival of the lift
contractor’s technicians.

* If lift is empty, put up the life "out of order” or "under repair” sign on all the affected lift doors
while for the lift Technician to repair the lifts.
(v) Flooding:

Flooding can be caused by the following: -

(a) Intentional opening of fire hose reel valves by irresponsible person. In this case, please turn off
the valve, immediately inform The Management and maintenance personnel to arrange for clearing
up flood water.

(b) Accidental or intentional breakage of sprinkler head. In this case, inform The Management and
maintenance personnel immediately to arrange isolation/turning off the affected sprinkler zone and
for clearing up of flood water. In a normal case, alarm will be triggered. The duty officer is to isolate
the fire panel and reset the alarm.

(c) Bursting of pipe. Duty Officer is to contact the maintenance personnel and The Management to
arrange for shutting off the nearest supply valve, carried out rectification works and clearing of flood
water.

(vi) Accident / Injuries:

In cases of minor injuries, security personnel are to assist the victim to control room and render first
aid to victim. If further medical attention is required i.e., serious injuries, unconscious victim, heart
problem etc., contact 108 or 102.

(vii) Shoplifting /Suspicious Person/Fight/Drunkenness:

* Security personnel should immediately proceed to the scene of the incident and try to apprehend
the shoplifter.

* If the suspicious persons behave unruly and no clear evidence of crime, fraud or malicious to be
seen or observed, disperse them from the premise and request them to leave the building. Security
personnel should monitor from a distance that they leave the building.

* If the situation worsens or where insistence or assistance and presence of police are needed,
contact the police immediately. Contact 100.

* Direct all parties to the control room to a controlled situation and to minimize provocative remarks
or comment from the public.

* Inform reception or guards posted at the main entrance to direct police to the room.

* Do not interrogate, use force on the suspect or demand anything from the suspects as settlement.
Duty Supervisor is to ensure all details of the incidents are to be recorded and reported to the
management.

(viii) Traffic Accidents:

* Security personnel are to be sent to the scene of accident to investigate the extent of the accident,
injury, damages, control the crowd and cordon off the area.

* If it is a minor accident, get the person involved to park their vehicles to the side of road or open
area to avoid traffic congestion or another accident.

* Clear off any obstacles, on the road, if any, to avoid traffic congestion and further accident.

* If it is a minor injury, removed the person to an open area or preferably to control room and apply
first aid to the person.
* Contact 108/102 and ask for ambulance if further or immediate medical attention is required.