TENANT ACCESS COORDINATOR HANDBOOK

Transcription

1 TENANT ACCESS COORDINATOR HANDBOOK CHILDRESS KLEIN PROPERTIES July 22, 2009

2 CHILDRESS KLEIN PROPERTIES CARD ACCESS PROCEDURES TABLE OF CONTENTS I. Card Access System 1 A. Card Readers 1 B. Access Cards 1 C. Frequency of Access Restrictions 1 D. Card Access [Person] Records 1 E. Badges/Credentials 2 II. Card Access Coordinator Assignment 2 A. Access Coordinator Responsibilities III. Badge Issue A. Badge Types 2 B. Badge Access 3 C. Badge Issue Process 4 IV. Audit of Badges/Access 4 V. Communication Access Policies 4 VI. Assisting Employees with Badge Concerns 4 A. Trouble Shooting Tips 4 B. Lost or Stolen Badge 5 C. Badge Failed to Read Properly 5 D. Terminations 5 ADDENDUMS REPLACEMENT BADGE REQUEST FORM CARD ACCESS REQUEST FORM BADGE ISSUE AND ACCESS CONTROL SYSTEM POLICY TENANT/EMPLOYEE REQUEST FOR SECURE ACCESS ON PHOTO ID VENDOR/CONTRACTOR REQUEST FOR SECURE ACCESS ON PHOTO ID

3 I. CARD ACCESS SYSTEM Childress Klein Properties (CKP) Charlotte Uptown base building card access system consists of GE Access Card Readers, GE Access Cards and the GE Facility Commander, Enterprise Edition, Version 7.5. The system contains one card access database for all CKP/Wachovia/Wells Fargo owned buildings. The system is not integrated with the Wachovia/Wells Fargo Picture Perfect card access system. A. Card Readers The GE card readers are located at all access points entering the secured common areas of the buildings including: 1. Turnstiles located at passenger elevator lobbies 2. Inside service elevator cabs 3. Pedestrian access to loading dock areas 4. Various other secured areas including but not limited to some electrical rooms, telecommunications rooms and security command centers. B. Access Cards All employees are required to have access cards or they will not be allowed through the common areas of the buildings. Those who have not yet been issued a card or do not have their card in their possession may be provided with an employee card if authorized by their work area contact/card access coordinator. Access cards that will access the readers described in section A above are only those cards issued by Childress Klein Properties or cards issued by Wachovia/Wells Fargo or other building tenants and have had their card information entered into the Childress Klein Properties building card access system. C. Frequency of Access - Restrictions Building access rights are issued to each tenant employee that works in the building or visits the building regularly (at least 3 times per week is a good rule of thumb). Cards (or building access rights on a Duke Energy card) can also be issued to a Duke Energy s permanent contractors that work in the building or visit the building regularly (again, rule of thumb should be at least 3 times per week). Non-permanent couriers, vendors, and contractors will not be issued badges and must check in at the visitor s desk or the loading dock to be issued temporary visitors / contractors credentials D. Card Access Person Records The following items are contained in the building card access database person records: Employee Name Sponsor Name Expiration (3 yrs.) Employee # (sequence ref.) Location Home address & phone # Expiration (Temp. 1 yr.) Tenant Name (Dept. Field) Work Address Date of Birth 1

4 E. Badges/Credentials Employees are encouraged to wear their access card as a badge; this significantly enhances building security. Wearing the access card displays the following credentials: Person s Name Name of Bldg where person works Card Expiration Person s Photograph Name of Tenant employer II. CARD ACCESS COORDINATOR ASSIGNMENT Tenants will be responsible for assigning Access Coordinators and any alternates, who will act as the security liaison for their office. Typically this person is the tenant office manager. The Access Coordinator will be responsible for coordinating badge issues with the Childress Klein Access Control Administrator at Access Coordinators may not assign alternates without notifying the Childress Klein Access Control Administrator. A. Access Coordinator Responsibilities 1. Authorize card issuance to employees, temporaries, and support personnel within your department. 2. Authorize and coordinate access levels for each individual. 3. The Access Coordinators should periodically audit personnel who have been assigned access through your authorization. 4. Communicate access policies and procedures to employees, temporaries and support personnel. 5. Assist personnel with badge concerns (such as lost, damaged, etc) and communicate the concerns to the Access Control Administrator for resolution. 6. Inform the Access Control Administrator of terminated employees so that access can be suspended. III. BADGE ISSUE A. Badge Types 1. Permanent Employee: This badge is used for all permanent tenant employees. This is a photo badge issued for a three year period. 2. Temporary Employee: This badge will be issued to any employee working on a temporary basis (including any outside contracted company), for a period for one year or less. This is also a photo badge. 3. Contractor or Vendor: This badge is used for vendor support personnel who will be working through your department on a permanent basis. This badge is a photo ID with the contracting company s name on it. 4. Security: This photo badge is for security personnel only. 2

5 5. Property Management: This photo badge is for Childress Klein property management personnel only. B. Badge Access Access Badges for tenants will only allow access to the elevator lobby though which the tenant must travel to go to and from their premises. [The badge will be suspended if not used for over a 60 day period. The employee whose badge does not work at the turnstiles because it has not been used in over 60 days shall go to the Visitor Desk and obtain a temporary Employee pass until their Access Coordinator requests reactivation through the Childress Klein Properties Access Control Administrator.] Badges will not allow access to the freight elevators or to any other secure and restricted areas unless the additional request for Secure Area Access form is approved by the Sr. Director of Security and Regional Property Manager. The Tenant and Vendor/Contractor Request for Secure Area Access Request forms are included as addendums in the document. C. Badge Issue Process 1. Photo ID a) Provide the Childress Klein Card Access Administrator with the names of new employees. b) Photos may be taken in the Security Management Office, Suite 230, located on the Mall level of One Wachovia Center, on Tuesdays and Thursdays; photos may also be taken in the Duke Energy Center Badging Office, lobby level, on Mondays and Wednesdays. Normally, these services are provided between 10am and noon. If you are unable to come at the scheduled times please call and make an or via to cdtsecadmin@childressklein.com. Instruct employees and provide them with Card Access Request Forms. c) Card Access request forms can be obtained from the Childress Klein Properties Security Management Office located at 1WC on the Mall level and the Duke Energy Center Badging Office on the lobby level, or via from cdtsecadmin@childressklein.com. The form should be filled out completely, and signed by the Access Coordinator, prior to the photo session for badge issue. d) Fill out the Access Coordinator portion of the form (Access Authorization and Access Coordinator Information) and include a signature. Childress Klein Properties will not process any badge request if the card access request is not completely filled out. e) Return the completed form to the employee and ensure they understand where to go, when to be there, and that they must bring the completed form with them, along with a government issued photo ID. Badge appointments when necessary (outside the normal hours of operation) are to be scheduled by the Access Coordinator including any special arrangements. If the employee cannot make their appointment, they should notify their Access Coordinator and contact the Childress Klein Properties Security Access Control Administrator ahead of time. 3

6 Badges for permanent employees will expire three years after issuance, on the recipient s date of birth. (Example: If the date of birth is 6/17/64 and the card is issued 5/14/08, then the expiration will be 6/17/11). Temporary employee and contractor badges expire one year from date of issue. Every six months (or more frequently) the Access Coordinator should audit the badge information to ensure that internal employee records are up-to-date. This may be done by requesting a Badge Listing by Tenant report from Childress Klein Properties Access Control Administrator. V. COMMUNICATING ACCESS POLICIES In order for the access control system to work properly, employees must adhere to the policy prescribed. Each employee should be issued a copy of the Badge Issue and Access Control System Policy. Violations of this policy will compromise the security program and adversely affect the safety and security of all employees. VI. ASSISTING EMPLOYEES WITH BADGE CONCERNS The Access Coordinator should be the first person the employees come to when they experience problems with their badge. Access Coordinators must instruct all new employees that they are the first point of contact for badge problems. Specific procedures are outlined for lost, stolen, damaged, or non-functional badges. Prior to sending the individuals for a replacement badge, a few questions can be asked to determine what might be wrong: A. Trouble Shooting Tips 1. If the badge does not unlock any door, but the reader does beep and flash, it indicates that the badge has been suspended. 2. If the badge does not read at any reader, it indicates that the badge is nonfunctional and should be replaced. 3. A replacement form is required for a reissue. The form must be completed and signed by the Access Coordinator. Access Coordinators should make (2) copies of the form. The Access Coordinator should keep one for their records, and the original should be sent with the employee for our records. The employee will need an appointment for a reissue, and will have to be present for a badge to be remade. Childress Klein Properties will not reissue any badge via . 4

7 B. Lost or Stolen Badge Access Coordinators must advise their employees to: 1. Immediately call the Childress Klein Access Control Administrator to report a lost/stolen badge, so it may be blocked from someone else using it. 2. Check in at the Security Visitor Desk to be issued a visitor badge until the card has been replaced. 3. See your Access Coordinator for a replacement form, and instructions. 4. $10.00 cash only fee to be paid at the time of receiving the replacement badge. C. Badge Failed to Read Properly When an employee s badge fails to register, the employee should be instructed to report the issue the nearest security desk and to their Card Access Coordinator. The Security Officer at the security desk will check the badge and verify that the cause of the failure is a defective badge. The employee will then be issued a visitor badge, which will be valid for 1 day. The employee s Access Coordinator should notify the Childress Klein Properties Access Control Administrator about the problem. The Childress Klein Properties Access Control Administrator will correct the problem as soon as possible. D. Terminations It is extremely important that the employee badge access rights are suspended and that the card is retrieved immediately when an employee is terminated. The Access Coordinator or Supervisor may suspend the card by notifying the Childress Klein Properties Access Control Administrator via from cdtsecadmin@childressklein.com. It is also important to collect the employee s badge upon termination. This should be done as part of the employee s exit interview. Badges that have been collected should be returned to Childress Klein Access Control Administrator. When an employee is terminated for cause and especially when the access card cannot be retrieved, Security should be notified immediately. If the Access Control Administrator cannot be reached directly at , contact security by calling the building emergency number. One Wachovia Two Wachovia Three Wachovia Duke Energy Center

8 Childress Klein Properties Badge Issue and Access Control System Policy Access Badges All regular tenant employees will be issued a photo ID access badge/card. (The term badge and card may be used interchangeably throughout this document.) Approved temporary employees, vendors and service personnel may also be issued photo badges. Access Badge Use and Care All badge readers are proximity readers, which makes badge use very easy. It is not necessary to insert or swipe the badge in the reader. Simply pass the badge approximately 1 to 5 inches in front of the reader and the badge will read. Badges should be worn at all times while working within the building and must be presented for identification upon request by Childress Klein Security. Proper badge care will ensure trouble free service for a long time. Please: Do not bend, cut or otherwise deface your badge. Do not leave your badge inside your vehicle, or use as an ice scraper. Do not store badge in anything that causes it to bend. Do not store badge near other magnetized objects. Ownership and Privileges Childress Klein Properties retains ownership of all access cards issued. Badges are issued to employees and other personnel for purposes of identification and access control. All persons must return badges upon request. Childress Klein Properties Access Control System Policy: Each person directly or indirectly employed by Childress Klein Properties and/or its subsidiaries, vendors, contractors or tenants to whom an access badge, code to a mechanical door, or key to a door is issued must be knowledgeable and adhere to the guidelines and procedures set forth. It is the responsibility of each person to whom an access badge, mechanical code, or key is issued, to maintain proper custody and control at all times. In the event the access badge, code or key is lost, missing, stolen, or damaged - immediately notify your manager. It is considered a violation of security policy to allow another person(s) to use their access badge, code or key to enter a secured area. i

9 The following constitutes grounds for revocation of badge privileges: 1. Allowing entry of another person(s) into a secured area, except through established procedures. 2. Allowing use of access badge, code or key by another person(s). 3. Propping open a door to a secured area. ii

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11 CHILDRESS KLEIN PROPERTIES REPLACEMENT BADGE REQUEST FORM Name of cardholder: First: Company: Last: Suite # Reason for Replacement: Lost Stolen Damaged (return card) Other Fee Employee Signature Date Access Coordinator Signature Date iv

12 Vendor/Contractor Request for Secure Area Access on Photo I.D. Permanent vendors/contractors please fill in the blanks below. Try to be very specific in your answers. Generalized answers may cause your request to be denied. Vendor/Contractor Information: Name: Organization: Date: Phone: Work Address: Area where access is required (Tunnel, FEL, SEL)? Who is your sponsor for this access (Wachovia, Engineering, Operations, Security)? Company (Wachovia, CKP, etc): Department (Engineering, Operations, Security, CRE, SSD, IT): Name: Title: Sponsor s Phone Number: Sponsor s Signature: Are you a permanent vendor/contractor or is your work temporary (Permanent equals more than six months on site)? List reason you are unable to sign-in at security desk/dock or use a non-photo vendor/contractor card. What building(s) do you service within the Wachovia Complex (1WC, 2WC, 3WC, Green only)? What tenant(s) do you service in each building? How many days per week to you service the tenant(s)? What times do you service the tenant(s)? *************************For official use only**************************** Recommended for approval Not recommended for approval Director of Security & Life Safety Approved Denied Regional Property Manager v

13 Tenant/Employee Request for Secure Area Access on Photo I.D. Tenant Employees please fill in the blanks below. Be very specific in your answers. Generalized answers may cause your request to be denied. Please print legibly. Tenant/Employee Information: Name: Date: Organization: Phone: Work Address: Area where access is required (Tunnel, FEL, SEL)? Access Coordinator Name: Title: Phone: Department (CRE, IT, Operations, Engineering, CF): Access coordinator signature: CKP Department approval by: Explain why you are unable to use a general purpose badge at the loading dock or security desk. Explain your job duties and why you need permanent access to high security areas: _ What building(s) do you require access to within the Wachovia Complex (1WC, 2WC, 3WC, Green, DEC,WFA)? What days of the week and times of the day do you require access: *************************For official use only**************************** Current Access: Card Access Administrator: Recommend Approval Recommend Disapproval Sr. Director of Security: Recommended for Approval Not Recommended for Approval Regional Property Manager: Approved Denied vi