Protocol for Notebooks Possession and Use of

Transcription

1 Occupational Health and Safety (OHS) Policy Protocol for Notebooks Possession and Use of Custodian/Review Officer: Senior Director, Organisational Health Version no: 1.1 Applicable To: All employees (permanent, temporary and casual). Document Number # QH-PTL : Purpose This Protocol describes the mandatory steps to ensure the use of official security note books across Queensland Health is consistent and in accordance with the requirements of legislation, judicial precedent and best practice standards. Approval Date: 01/12/2012 Effective Date: 01/12/2012 Next Review Date: 01/02/2015 Authority: Lyn Rowland, Chief Human Resources Officer, System Support Services Division Approving Officer Name Lyn Rowland, Chief Human Resources Officer, System Support Services Division Supersedes: 2-67#38 Notebooks Possession and Use Of Key Words: Notebooks, Assets, Risk Assessment, Security Control, Incident, Threat, Vulnerability. Accreditation References: EQuIP and other criteria and standards 2. Scope This Protocol applies to all employees (permanent, temporary and casual) and all organisations and individuals acting as its agents (including partners, contractors, consultants and volunteers). It specifically places requirements on employees and/or other services (contractors) providing security services to, or on behalf of. Each security officer s notebook (Notebook) is a public document and is subject to Right to Information legislation. The corporately approved Notebook shall be supplied by and not an individual. 3. Supporting documents Authorising Policy and Standard/s: Occupational Health and Safety (OHS) Policy Implementation Standard for Security Risk Management and Asset Protection Procedures, Guidelines, Protocols Protocol for Closed Circuit Television Security Systems Protocol for Personal Protective Devices Safe Possession and Use of Version No.: 1.1 Effective From: 01 Dec 2012 Page 1 of 5

2 Protocol for Security Risk Management and Asset Protection Guideline for Security Risk Management and Asset Protection Forms and templates Nil. 4. Related documents Information Security Standard: o Standard 3 Information Security Classification and Control o Standard 4 Human Resources Security o Standard 5 Physical and Environmental Security o Standard 7 Access Control Implementation Standard for Occupational Violence Prevention and Management Standards Australia Handbook HB167 Security Risk Management Australian Standards Security for health care facilities Part 1: General requirements Australian Standards Security for health care facilities Part 2 Procedures Guide Possession and Use of Notebooks - Training/Resource document 5. Process for Use of Notebooks 5.1 Security and Use of a Notebook The making of notes shall be to record details which might otherwise escape the memory and notes shall be legible, written in ink, and in sufficient detail Contents of the Notebook shall provide a factual account of events which when used in evidence constitutes protection against false or mistaken attack upon the character of a security officer A Notebook entry shall be made on every shift, however it is not a minute by minute diary The minimum entry shall be day and date, rostered duty and allocation of duty. At the end of the shift the full width of the page shall be ruled off immediately No erasures, liquid paper, or other obliteration shall be made and any incorrect entry shall be neatly struck out by single stroke of a black or blue pen and initialled. Version No.: 1.1 Effective From: 01 Dec 2012 Page 2 of 5

3 5.1.6 The information, which shall be recorded at any scene, will vary. The following is a guide to the minimum information required: a) time b) exact location c) occurrence or offence d) name, age, date of birth (DOB), occupation, address, telephone number of person involved or that witness the events e) details of action by security officers and others. Dialogue should be recorded in the first person in the Notebook. 5.2 When to Use a Notebook Notebook records shall be made in the following circumstances: a) attendance at an incident that involves physical interaction with any person b) attendance at any event where a security officer has utilised a power afforded to them by the Hospital and Health Boards Act 2011 or any other legislation relevant to their position as a security officer c) any incident where an offence has been, or is alleged to have been, committed d) any event that would constitute a report on the Hospital and Health Service (HHS) security reporting system e) any event where a security officer receives or acts upon the direction of a person in authority (e.g. clinician, supervisor) f) any event which results in damage to an asset belonging to the health service district g) incidents where the officer believes a complaint may be made (bring to a supervisors notice as soon as possible). 5.3 Provision, Endorsement and Completion of a Notebook Adequate stocks of Notebooks shall be maintained at all facilities. Official notebooks shall be stored in a secure location An HHS may self-publish notebooks provided that they meet all the requirements of this Protocol When a new Notebook is required, it shall be issued by a supervisory officer A new notebook shall not be issued until the old notebook has been completed and examined by a supervisory officer, who shall certify this by endorsing the rear inside cover of the old notebook The supervisory officer shall then complete the register and complete and sign the inside front cover of the new notebook An officer shall sign a receipt for a new Notebook. Version No.: 1.1 Effective From: 01 Dec 2012 Page 3 of 5

4 5.3.7 Supervisors shall ensure compliance by inspecting official notebooks on a monthly basis, and endorsing accordingly On completion of an official notebook it shall be handed to a supervisor who shall ensure it is signed off and archived in accordance with Queensland Government s General Retention and Disposal Schedule for Administrative Records In the event of cessation of employment, security officers shall ensure that all official notebooks issued to them are returned to their supervisor Notebooks which have been lost or stolen shall be reported to the supervisor immediately The supervisor shall issue a replacement notebook and ensure a security incident report is raised in s Incident Management System, IMS.Net, and an annotation shall be made in the Notebook Register. 6. Definition of Terms Term Definition / Explanation / Details Source Assets Critical Assets Notebook An item or process that an individual, community or Government values and is important to supporting the expectations of those people s, organisation s or Government s outcomes and objectives. Assets are categorised as People, Property, Information, Activities and Reputation. Assets which if destroyed, degraded, or rendered unavailable for an extended period will impact on social or economic wellbeing, activities, information or reputation of individuals or organisations. An official security notebook issued to a security officer or authorised person by. ISO and HB ISO and HB Risk Risk Assessment Is the possibility that harm (death, injury or illness) might occur when exposed to a hazard. Overall process of Risk Identification, Risk Analysis and Risk Evaluation. Risk Management Coordinated activities to direct and control an organisation with regards to risk. Security The preparedness, protection and preservation of people, property and information, both tangible and intangible. How to Manage Work Health and Safety Risks, Code of Practice 2011, Workplace Health and Safety Queensland Integrated Risk Management Policy (QH-POL-070:2011) Integrated Risk Management Policy (QH-POL-070:2011) Version No.: 1.1 Effective From: 01 Dec 2012 Page 4 of 5

5 Security Incident Any event or circumstance involving or affecting the individual or organisation that causes or is likely to cause a loss (physical or otherwise), disruption, or fear arising from the deliberate activities of other parties. Where impacts are, or could potentially be realised against people, property or information. 7. Approval and Implementation Policy Custodian Adam Williams, Senior Director, Organisational Health, System Support Services Division Approving Officer: Lyn Rowland, Chief Human Resources Officers, System Support Services Division Approval date: 01 December 2012 Effective from: 01 December 2012 Version No.: 1.1 Effective From: 01 Dec 2012 Page 5 of 5