Policy - Physical Security and Access Control

Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Human Resources
Policy Name: Physical Security and Access Control Policy
Origination Date: April 2025

Physical Security and Access Control Policy

Purpose:
The Physical Security and Access Control Policy establishes standards for protecting physical assets and controlling access to facilities. This policy ensures the safety of personnel and security of physical resources. The policy provides guidelines for facility access, key control, and security monitoring.

Scope:
This policy applies to all physical locations, facilities, and assets owned or operated by 633Donor Solutions. It covers access control systems, security procedures, and emergency responses for all employees and visitors. The policy establishes requirements for security monitoring and incident reporting.

Policy:

Access Authorization:
All employees and contractors must be properly authorized before receiving access credentials to organizational facilities. Access privileges should be granted based on job requirements and reviewed regularly as roles change within the organization. Temporary visitor access must be approved, documented, and supervised by authorized personnel during the visit duration. Terminated employees must have all access rights revoked immediately upon separation from the organization.

Key and Credential Management:
All keys, access cards, and security credentials must be securely managed through a documented check-out and return process. Lost or stolen access devices must be reported immediately to the IT Supervisor to enable prompt deactivation. Duplication of keys or sharing of access credentials is strictly prohibited and subject to disciplinary action. Regular audits of all issued credentials will be conducted to ensure proper accountability and control.

Security Monitoring and Systems:
Security monitoring systems including cameras, alarms, and sensors must remain operational at all times with regular testing performed. Security footage should be retained according to organizational retention schedules and reviewed following any security incidents. Technical security systems must be maintained under service agreements with qualified providers to ensure reliability. All security system access codes must be changed periodically and following personnel changes.

Incident Response and Reporting:
Any security breaches or unauthorized access attempts must be reported immediately through established channels. All physical security incidents must be documented with detailed information about the occurrence and response actions taken. Regular drills should be conducted to test emergency response procedures and employee readiness. Post-incident reviews must be performed to identify improvement opportunities and prevent similar incidents in the future.

This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr@ignition633.org.