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Physical Security Management Policy TEMPLATE V1

This policy provides guidance on physical security procedures to protect personnel, volunteers, clients, and property. It outlines requirements for securing offices when unoccupied, managing keys, and protecting assets. Incidents must be recorded and safeguard reports produced quarterly. All staff, volunteers, and authorized workers are responsible for compliance. Exceptions require documented approval from management. The policy is reviewed annually.

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592 views4 pages

Physical Security Management Policy TEMPLATE V1

This policy provides guidance on physical security procedures to protect personnel, volunteers, clients, and property. It outlines requirements for securing offices when unoccupied, managing keys, and protecting assets. Incidents must be recorded and safeguard reports produced quarterly. All staff, volunteers, and authorized workers are responsible for compliance. Exceptions require documented approval from management. The policy is reviewed annually.

Uploaded by

ken
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Physical Security Management Policy

Template

This is an example policy. Please ensure you update this policy template so that it’s
suitable for your organisation.

DATE: ……….
Objective
The purpose of this policy is to ensure the safety and security of personnel, volunteers,
and clients. The aim is to protect our property premises and valuable assets against theft
and damage. This policy will help to produce a safe environment to deliver uninterrupted,
quality service.

Summary
This policy provides detailed guidance to ensure staff and management are aware of the
procedures to follow concerning physical security within the organisation.
The policy will reflect the standards when it comes to physical security measures
employed by the organisation to ensure the safety and security of personnel, volunteers
and clients utilising our services.

Introduction
This policy is designed to support employees by raising awareness of security-related
policies, processes and procedures within the organisation. This includes issues that may
affect the safety and security of staff, volunteers and clients.
The policy supports a pro-security culture, where the protection of the <organisation>’s
infrastructure, such as critical, vulnerable and valuable assets, is the responsibility of all.

Purpose
As part of <organisation>’s commitment to ensure the delivery of a high quality and safe
working environment for those who access our facilities (staff, volunteers and clients), we
will:
 recognise and accept obligations relating to the management of security as far as
are reasonably practicable
 ensure the security of people and property within our organisation is a concern of all
employees, contractors and volunteers
 ensure that all possible measures are taken to deliver a secure environment for all
who work or receive services
Accountability for security of the organisation lies with the <role>.
Incidents of crime and breaches of security that are particularly sensitive, where
employees have been victims of crime and affected, will be provided with support. In
addition to this, their wishes around the reporting of criminal offences will be respected as
much as is reasonably possible.
<Organisation> believes that effective security is an integral part of all operational
activities.
DATE: ……….
The responsibility for compliance with this policy is delegated to all directors, managers
and staff in line with their position within <organisation>. Security is everyone’s business.

Scope
This policy applies to:
 staff
 authorised third party workers
 volunteers
 clients

Process requirements
Physical security
All services provided by the organisation must incorporate good security working practices
into their operating procedures, together with security design as part of an overall strategy.
The organisation will have systems in place to ensure an appropriate response to
incidents, which includes:
 recording all physical security incidents – so that trends can be identified and risks
assessed
 Audit Safeguard Reports – indicating trends and the needs for action to be taken in
compliance with all relevant security policies through quarterly reports

Security of offices
Where suitable all offices Must be fully secured when they not in use either during the day
or out of hours. It’s best practice for offices to:
1. Create and maintain, where possible, key management systems. This could be
physical key management systems or temporary (interim) procedures.
2. Use a risk-based approach to allow only authorised staff – lists of authorised
people should be kept with the cabinet keys. These people must complete the key
register and sign their entry, should they remove keys from the appropriate storage
facility.
3. Keep auditable records for cases where an investigation may be required.

Protection of organisation’s property and assets


All valuables or ‘attractive’ items are to be kept in locked containers or rooms when not in
use. An asset register will be kept up-to-date.

DATE: ……….
Most thieves are opportunists, so taking simple precautions such as this, will reduce
financial loss to the organisation.
It’s strongly recommended that computers and similar equipment are logged in and out of
a secure room, and recipients are made to sign for the item. This will prevent items from
being reported as stolen when they’ve been rightfully handed to another staff member.

Exceptions
Exceptions to the guiding principles in this policy must be documented and formally
approved by the <role> and <organisation>.

Policy exceptions must describe:

 the nature of the exception


 a reasonable explanation for why the policy exception is required
 any risks created by the policy exception
 evidence of approval by all appropriate parties

Review of this document: annually by <role>.


Next review date: <date month year>.

DATE: ……….

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