Employee Preparedness Handbook

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1 Employee Preparedness Handbook

2 This Emergency Preparedness Handbook will provide you with important information about properly preparing yourself for emergency situations, and with tips to follow when you travel or when working away from the office. From knowing where your emergency exit and relocation areas are to knowing how to obtain important information during a crisis, the information included and linked to in this handbook will better prepare you should an event occur that disrupts normal business practices. This handbook is only one small part of building your safety and security knowledge and preparedness, and you should use it in conjunction with other information you receive from your business group and manager. You should also make sure you participate in all of your building s emergency and safety drills and ensure your personal information is updated in our corporate directory. Please print a copy of this handbook and keep it where you will be able to find it during an emergency.

3 What are Your Personal Responsibilities for Safety and Security? While Citi is committed to ensuring the safety of all of its employees, each of us has the responsibility for taking proper steps to safeguard our personal work areas and take reasonable care of our own safety and security. All employees should ensure that they: Are knowledgeable about safety and security procedures and participate in all required emergency or safety drills and training. Know the emergency contact information for their building and business. Take responsibility for client and Citi assets entrusted to them, such as customer information, laptops and BlackBerry devices. Take reasonable care to prevent unauthorized access to information. Secure all personal valuables during the workday and safeguard all keys. Properly safeguard personal identification numbers (PINs), passwords and combinations. Never write down passwords or share them with others. Never prop open secured doors or allow someone without proper ID to follow (piggyback) through an open door. Physically secure all computer hardware (laptops, PDAs, thumb drives, etc.) in compliance with Citi Information Security Standards. Report any suspicious persons, unusual activities or security risks or incidents to a BISO, supervisor, building management or CSIS. Clearly display your Citi ID card at all times while on Citi premises. 1 CITI EMPLOYEE PREPAREDNESS HANDBOOK

4 Are You Prepared for an Emergency? Do you know who is responsible for security and/or safety in your building and how to contact that person? Do you know the locations of all of the fire extinguishers and fire alarm systems equipment on your floor? Do you know the identities of the safety officers and fire wardens in your building and floor? Do you know multiple ways to exit your location in case your nearest one is unavailable? Do you know the emergency exit procedures for your building? Have you read the list of suggested personal items you may want to keep at your desk for emergencies? Have you completed the disabled persons/assistance required form (if necessary for you to do so)? If your building has a Health Services Department, do you know where it is? If not, do you know where the closest hospital emergency room is located? Have you read the emergency procedures and continuity of business plan for your department? If your department or building has established them, do you know the location of your assembly points in the event of an emergency in accordance with your facilities emergency plan? If you answered no to any of these questions you should talk to your manager to find out the answer. 2 CITI EMPLOYEE PREPAREDNESS HANDBOOK

5 Building Alarms If you hear an alarm, you should immediately prepare to follow the directions given by your safety officer, fire warden or over the building s public address system. Evacuation Guidelines Once a decision to evacuate a building has been made, the fire/life safety officer or your floor fire wardens will make an announcement and assist with the orderly evacuation of employees. Generally, during any evacuation you should exit the building using the stairs. If your building or department has identified a relocation area, you should immediately proceed to that location so that your management can perform a headcount of all employees. If your department has a formal call-tree process, your manager will invoke it following an evacuation to ensure that all employees are accounted for and to determine when and where you should return to work. Emergency Drills All employees are expected to participate in regularly scheduled emergency drills. These drills are required by policy and local fire and safety law, and are held to ensure that employees know what to do in case of an emergency, including knowing the location of all emergency exits, fire pull alarm stations and fire extinguishers. Emergency Web Site Citi has a Web site specifically designed to provide information to employees globally in case of emergency. It is accessible from any computer with an Internet connection at: com/emergency. 3 CITI EMPLOYEE PREPAREDNESS HANDBOOK

6 Fraud Management and Investigations If you witness incidents of fraud or wrongdoing including financial wrongdoing, fictitious loans or payments, check fraud or money laundering you can report them by visiting csis/incident.htm or call the Citi Ethics hotline at in the U.S., and internationally. The Web site for the Ethics Hotline (http://www.citigroup.net/ethicshotline) contains a listing of international toll-free numbers. Pandemic Preparedness Citi has a plan to protect employees and ensure a coordinated response in the event of pandemic outbreak. The plan aims to reduce the risk of introducing a virus into the workplace and to prepare for and lessen the impact of a pandemic on Citi s employees and businesses. For more information, visit Personal Emergency Kits While Citi does not distribute kits to employees, you may want to consider keeping some items in your desk drawer for use in case of emergency. While what you choose to include in such a kit is a personal decision, we suggest that you consider including the following items: Emergency contact information. Comfortable shoes or sneakers. A flashlight (with extra batteries). Bottled water. Recovery Sites In the event your normal work location cannot be used because of emergency conditions, your management may direct you to a recovery site. These sites have been identified by your individual business and communicated to you through your business continuity coordinator. In the event of an emergency that requires activation of your Business Recovery Plan, your manager will contact you via your team call tree and instruct you as to where you should report for work. 4 CITI EMPLOYEE PREPAREDNESS HANDBOOK

7 Remote Access Citi Remote Office delivers Remote Access to the Citi corporate network through a web browser. The Remote Office service is comprised of two offerings Remote Office Web Portal and Remote Office VPN. You will need a Safeword or Mobile Pass token to use Remote Access. Regional Remote Office Portal URLs (for use with a personally-owned system): North America EMEA Asia Pac Aus/NZ Japan https://remoteoffice.citigroup.com https://remoteoffice.europe.citigroup.com https://remoteoffice.asia.citigroup.com https://remoteoffice.australia.citigroup.com https://remoteoffice.japan.citigroup.com Regional Remote Office VPN URLs (for use with a Citi-managed system): North America EMEA Asia Pac Aus/NZ Japan https://remoteoffice.citigroup.com/vpn https://remoteoffice.europe.citigroup.com/vpn https://remoteoffice.asia.citigroup.com/vpn https://remoteoffice.australia.citigroup.com/vpn https://remoteoffice.japan.citigroup.com/vpn All Remote Access material is available from the Desktop Services Reference Center at the following link: > Remote Access If you need additional assistance, contact the CTI Remote Access Help Desk at: North America (888) EMEA +44 (0) Japan: 81 (03) LatAm: +52 (55) CITI EMPLOYEE PREPAREDNESS HANDBOOK

8 Shelter-in-Place/Invacuation Depending on the type of emergency, you may be asked to stay for a short time within a designated area in your building for your protection. Such emergencies may include severe weather, the possibility of contamination from an airborne threat, civil unrest or the discovery of a suspicious package in or near your facility. If you are asked to shelter-in-place, please follow all instructions from your local building management or CSIS. Travel Information and Alerts Citi Security and Investigative Services periodically posts travel alerts to a Web site that provides information to employees who are traveling on business. If you have a trip planned to an area that is experiencing political upheaval or unrest, or civil disturbances, you should visit the site to determine if your travel is permitted, and what precautions, if any, you should take before leaving. The site is available from the CSIS home page: Tips for Business Travelers Don t read sensitive Citi information in public places or dispose of it in unsecured wastebaskets, such as trash cans in hotel rooms. When boarding a flight, do not check your laptop with your luggage. Keep sensitive information in carry-on luggage. Don t leave your briefcase unattended, even for a few minutes. Keep your laptop, cell phone and BlackBerry device with you at all times or locked up. When staying at a hotel, lock up sensitive information or take it with you. 6 CITI EMPLOYEE PREPAREDNESS HANDBOOK

9 Emergency Contacts Citi Security and Investigative Services If you become aware of a threat to Citi employees or premises, you should immediately alert Citi Security and Investigative Services and your local building management and/or security. A list of global CSIS contacts is available at us.htm. CSIS Security and Safety Policy: The Office of Business Continuity In the event of an emergency, it s important that you know who your business recovery coordinator is. You can locate your department s coordinator by visiting CoB Training and Awareness: Information Security Services If you see or suspect a security breach to one or more of our information resources, you should immediately report it to your business information security officer (BISO). If you don t know who your BISO is, you can find a list at Information Security Training and Awareness: Media Requests for Information If you are asked about Citi s emergency preparedness or other issues by a member of the media, we ask that you refrain from commenting and refer the inquiry to Citi s Corporate Affairs Department. A list of contacts by business, region and function is available at 7 CITI EMPLOYEE PREPAREDNESS HANDBOOK

10 Citi Emergency Information Citi Emergency Web Site: Employee Emergency Information Phone Lines: Asia Pacific: Europe, Middle East and Africa: Incident Reporting Dial: Staff Information Updates: Latin America and Mexico: United States: Citigroup Security and Investigative Services/24 hrs: or Travel Information and Alerts: Citi Travel Health Assistance: (toll-free in the U.S. and Canada) or (collect calls accepted) Citi Health Services: Citi Directory Assistance: or (outside the U.S.) 8 CITI EMPLOYEE PREPAREDNESS HANDBOOK

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