Computerbank Victoria Security Policy and Lock Up Procedure

Created 24 April 2003 by Kylie Davies, Revised February 2005 by Kylie Davies

Mark Up: Mark Holloway

Overview

This policy is for all key holders to ensure that they are aware and familiar with lock-up procedures and security principles at Computerbank. The policy also provides an overview of the responsibilities key holders must observe while at Computerbank.

A copy of this policy will be distributed to all key holders. It will also be available on the Computerbank Documentation Site. The Coordinator is responsible for maintaining a current key holder list, anyone can request to see this list at any time.

Security Policy and Responsibilities

Key holders have been given special access to the Computerbank building, usually key holding privileges get extended to active volunteers who regularly attend Computerbank. As a key holder at Computerbank - we expect and ask that you observe the following general security principles:

Alone in the building principle:

If you are the only person inside the Computerbank building we ask that you keep all doors locked at all times (roller door, back door and front door). This safeguard is designed to protect your personal safety, and Computerbank's property.

If someone comes to the door and you don't know who it is, you should not let the person into the building until you ascertain that they are on legitimate Computerbank business. You also have the right to ask that they come back during official opening hours (included at the end of this document).

Key holders must sign the guest register principle:

One of the responsibilities of all volunteers is that they must sign the guest register upon attending and leaving Computerbank. Key holders must sign the guest register and tick the box that indicates they are a key holder.

This formality allows us to track who was in the building at any given time and should something happen to you or to Computerbank, it allows us to ask people about any incidents that may have occurred.

Key holders that do not sign the guest register will be given warnings about complying with this policy. If three warnings have been issued, we may ask that you return your keys and you will lose your key holder privilege.

Important phone numbers principle:

Key holders should become familiar with important phone numbers, in particular they should be familiar with how to get in contact with the Coordinator, Emergency Services and other important people.

Important numbers are located in the front office on the message board. The version of this document given to key holders will include the list of important numbers as an appendix. All important numbers should only be used in emergency situations.

Lost keys principle:

Computerbank will only issue one set of keys to key holders. Should a key holder lose their keys it will be their responsibility to replace the keys.

Key holders who lose their keys should notify the Coordinator. In most cases lost keys should be replaced in a prompt manner and the cost of the replacement set will be at the key holders expense.

Returning keys principle:

Should any key holder cease their Computerbank volunteer activities they will be required to return all keys that have been issued to them. Upon returning keys the persons name will be taken off the key holders register.

Fair warning principle:

If a key holder needs to leave and others are still in the building they are asked to give fair warning to others. This will enable others to finish up what they are doing without inconveniencing key holders. Fifteen minutes is a reasonable amount of time.

Lock-up Checklist

Key holders are required to run through the following checklist before leaving the Computerbank building:

• Check that no one else is in the building (give fifteen minutes warning to others prior to locking up)
• Check that the loading bay door is closed and LOCKED ( padlock)
• Check that both rear (PA) doors are closed and LOCKED (locks, padlock)
• Check that all non-critical IT equipment is turned OFF (this includes all monitors, hubs, printers, electronic white board, long (server rail) power boards in hardware/software and other equipment). Look in every room.
• Check that the front and rear air conditioning/heating systems are turned OFF
• Check that the warehouse fan is turned OFF
• Check that all lights are turned OFF(including the male and female toilet), alternatively flick the MAIN light switch (it's labeled) off from the meter box in the training room
• Check that all non critical kitchen appliances are turned OFF
• Check that all windows are closed and LOCKED
• LOCK the front door and the steel gate, making sure the locks are secure.

If it is WEDNESDAY, ensure that all internal bins are emptied of rubbish, and that the green wheelie bins and recycling bin are outside for Thursday morning rubbish collection. The recycling bin is usually located in the warehouse (the MCC one with the yellow lid), and needs to be taken over the road, and left outside the "Unique Electrical Building" otherwise it will not get collected.

Opening Hours

Official 'Open to the Public' hours are as follows:

Thursday and Friday 9.30am to 5pm and Saturdays from 1pm to 5pm

Outside official hours there is no requirement to answer phones or doors. User support should not be given unless it is within specified user support times, currently only Thursday between 10am - 4pm. 

If key holders do answer phones outside official opening times they should not promise anything to anyone and they can take full responsibility for anything discussed on the phone.

Important Phone Numbers

President/Coordinator:    
Other Important Numbers:
Emergency Services: 000

Alarm Code

Given to key holders with keys, this number should be remembered or written down in a secret place.