DOC.
# CIL-SMS-1-001
SOP FOR SECURITY MANAGEMENT SYSTEM Issue Issue Date 20-
01 05-2024
1. PURPOSE OF THE POLICY
The objective of the policy is to support the national interest and the Department
of Textile and Leather business objectives by protecting employees, information
and assets and assuring the continued delivery of services by the department.
The policy complements other Departments (e.g. Risk Management Policy, Fraud
Prevention Policy, Asset Management Policy, Recruitment Policy, and Integrated
Employee Wellness Policy, Records Management Policy etc.).
2. SCOPE OF APPLICABILITY
The policy states and communicates management’s position on security and it
applies to the following:
• All employees of the department,
• Contractors and consultants delivering a service to the department.
• Temporal employees and interns of the department.
• Visitors to department’s premises.
• All movable and immovable property owned or leased by the department.
• All movable and immovable assets
3. SEVEN KEY ELEMENTS OF THE SECURITY PROGRAM:
This policy focuses on seven key elements as follows:
3.1. Security Committee / Organisation
The Security Manager with the Focal Persons of the departments must establish a
security component to coordinate all security related activities.
3.2. Security Administration
The functions of the security component amongst others include the following;
• Setting of access limitations.
• Administration of security screening.
• Implementing physical security.
• Facilitating security in emergency situations in collaboration with other
role players.
• Assist in business continuity planning in collaboration with other role
players and.
• Investigations and reporting of security breaches.
3.3. Physical Security
i. Physical security measures must be developed, implemented and
maintained in order to ensure that the entire Department’s personnel, property
and information are secured.
ii. The department shall ensure that all employees cooperate in physical
security check during entry and exit procedure.
iii. All employees of the department shall wear Factory Pass during In/ Out
Procedure.
iv. After entering Factory Premises no employee will be allowed to leave
without out pass signed by authorized person.
v. All Employees of the Factory will use Main Gate for entry/ Exit as
following timings: -
a Morning Timings In Out
i Walking Employee - 0815-0845 After 10:00
ii Motorcycle Employees - 0845-0900 After 10:00
b Break Timings Out In
i Walking Employee - 1250-0100 0150-0200
ii Motorcycle Employees - 0105-0115 0205-0215
c Off Timings Out In
i Walking Employee - 0530-0540 0150-0200
ii Motorcycle Employees - 0105-0115 0205-0215
3.4. Access Control of Visitors
a) No visitor/ vendors are allowed to enter in factory premises unless its
advance notification is not provided at security gate.
b) Any bags or boxes carried by the visitor will be checked.
c) Security supervisor / security guard ask for Photo identification of visitor.
Security supervisor / security guard take ID card and issue visiting card
having unique digital serial number to the visitor and enter data on visitor
log book.
d) After entering data and issuing visitor card that is controlled by digital serial
number, visitor will be requested to sign in record book.
e) Security supervisor / security guard calls to the host and informs about the
arrival of visitor.
f) After taking confirmation from host Security supervisor / security guard
informs to relevant security post and informs about the arrival of visitor and
his / her host.
g) Security Personnel issues Visitors Card and Slip to all non-employees (such
as Cargo Drivers, Vendors, Visitors and Buyers) at factory main gate after
enrolling them in Visitors Register containing information about the purpose,
specific place and host of the visit.
h) His time of arrival will be recorded.
i) Security Personnel request all non-employees to put the Visitors Cards on
for the purpose of distinction and identification and submit Visitor card after
duly signed by host.
j) Moreover, special Instructions for Visitors have been posted at factory main
gate and conspicuous places within the factory premises.
k) Visitors are not allowed to come in to the factory with:
i. Liquor/Drugs/Narcotics/Whatever resulting in unconsciousness
ii. Ammunition/Arms/Sharp Weapons
l) Visitors are not allowed to visit the areas or places (especially production
floors) other than the concerned one and are escorted in the factory
premises.
m) All visitors are required to go through main gate while departing the facility.
Visitors return their visitor cards at main gate while departing.
n) While departing visitors are checked again, if there is any material going out
from the facility that must be on proper signed Outward Gate Pass.
o) The Security Incharge/ Security Supervisor daily counts visitor cards at the
time of shift change in order to find out any misplaced or lost card. If he
finds any card missing, he will immediately contact the relevant section for
recovery of card. He will record his finding in the Incident Record Register
and a CAPA is issued for investigation purpose.
3.5. Access Control of Vehicles
a. All types of in-coming/ outgoing vehicles are logged in and out upon
departure mentioning mandatory information related to driver’s identification
and vehicle registration.
b. Employee Vehicle Access Control: All employees having company
vehicles are screened and checked upon each IN/OUT. Company employee
vehicles are given designated parking except designated area employees
cannot park their vehicles.
c. Visitor’s Vehicle Access Control: Visitors arriving on their vehicles are
screened and checked upon entry & exit and are duly logged IN/OUT in
Visitors Log. Visitor vehicles are given designated parking except designated
area visitors cannot park their vehicles.
d. Cargo Access Control:
i. All incoming cargos are inspected and screened before allowing
access to designated parking area. Verification of documentation,
identification of vehicle driver is conducted and where applicable
seal integrity is also ensured at the time of arrival. In case of any
discrepancy Purchase Manager is informed and incident is
recorded in Incident Record Register and CAPA is issued to record
result of investigation and corrective action taken.
ii. All incoming shipping cargos are inspected before parking at
designated parking area.
3.6 Access Control of Cargo Drivers
Drivers who accompany vehicles / containers are not allowed to wander in
factory area. All drivers and their accompanied staff stay in designated
waiting area after parking vehicle/ cargo at designated area.
4. ROLES AND RESPONSIBILITIES
4.1. Head of Department
i. The Manager Security bears the overall responsibility for implementing and
enforcing the security program. Towards the execution of this responsibility, the
Manager Security shall: -
• Establish the security component and appoint suitably qualified
personnel.
• Establish the security committee for the institution and ensure that it
meets at least on quarterly basis.
• Approve and ensure compliance with this policy and its associated
Security Directives.
• Ensure that security breaches are reported to the appropriate
authorities when deemed necessary.
• Provide secretariat services to the security committee of the
department.
• Craft the internal security policy and security plan in conjunction with the
Policy Development Unit in the department.
• Review the security policy and security plan at regular intervals.
• Conduct a security Threat Risk Assessment of department with the
assistance of the security committee.
• Advise management on the security implications of management
decisions.
• Implement a security awareness program;
• Establish a good working relationship with State Security Agency, South
African Police Service and any other relevant institutions.
4.2. Line Management
i. All managers of the department shall ensure that all employees comply
with this policy and other security directives of the department at all times.
ii. Managers must ensure that appropriate measures are implemented and
steps are taken immediately to rectify any non-compliance that may come to
their attention. This includes the taking of disciplinary action against
employees if warranted.
4.3. Employees, Consultants, Contractors and other Service Providers
i. Every employee, consultant, contractor and other service providers of
the department shall abide by the security policy of the Department at all times.
ii. Whenever an employee of the department becomes aware of an
incident that might constitute a security breach or an unauthorized disclosure
of information, he shall report that to the Security Manager.
5. COMPLIANCE WITH THE POLICY
i. All employees of the department must comply with this policy and its
associated circulars and directives.
ii. Non–compliance with any prescripts shall be addressed in terms of the
Discipline Management Policy of the department.
iii. Compliance with this policy is also applicable to all consultants, contractors or
service providers of the department.
iv. The consequences of any transgression/deviation or non-compliance shall be
stipulated in contract documents or service level agreements and shall be
enforced.
v. These consequences may include the payment of penalties, termination of
contracts or any other remedy as may be deemed appropriate from time to time.
6. EXCEPTIONS TO THE POLICY
Deviations from this policy and its associated security directives will only be permitted
in the following circumstances:
• To save or protect the lives of the employees, visitors and assets.
• In emergency circumstances e.g. natural disasters;
• Upon written permission of the Directors (reasons for allowing non-compliance
to one or more aspects of the policy and directives shall be clearly stated in such
permission)
7. OTHER CONSIDERATIONS
The following aspects shall be taken into consideration when implementing this policy.
• Occupational Health and Safety issues in the department.
• Disaster management in the department.
• People with disabilities or physically impaired persons shall not be
inconvenienced by physical security measures and must be catered for in such a
manner that they have access without compromising security arrangements.
• Environmental issues as prescribed and regulated in relevant legislation.
8. COMMUNICATING THE POLICY
The Managers of the departments shall ensure that the content of this policy is
communicated to all employees, consultants, contractors, service providers, clients,
visitors, members of the public that may officially interact with the department.
Communication of the policy by means of this program shall be conducted as follows:-
• Awareness workshops and briefings to be attended by all employees.
• Distribution of memos and circulars to all employees.
• Access to the policy and applicable directives on the intranet of the
department.
• Using Suppliers Day.
9. REVIEW AND UPDATE PROCESS
This policy and its associated directives will be reviewed and updated on yearly basis.
However, it can be assessed and reviewed, when necessary, from its effective date to
determine its effectiveness, appropriateness and to reflect substantial organisational
changes or any change required by law and regulations.
10. RECOMMENDATION AND APPROVAL OF POLICY
This policy will be effective from the date of approval as reflected below.