Security Guidelines for Government Employees

Government offices can be targets for theft, unlawful entry, kidnapping, bombings, forcible occupation and sabotage. Effective barriers, both physical and psychological can reduce the likelihood of these threats. The following guidelines will help you analyze your office security profile and suggest measures to reduce your target potential.

A complete, professional assessment of your security needs is the first step toward an effective security program. Your Federal Protective Service (FPS) office can arrange a risk assessment be performed on your government-owned or leased office or building. (See the end of this document for a current listing of FPS offices). Most crimes are directed toward individuals or offices which have little or no security planning in place. Take stock of your present measures and possible weak points.

• What is your target potential?
• What is the prevailing attitude toward security?
• Who is responsible for the overall security program?
• How are security policies enforced?
• When was the current emergency preparedness plan developed (including fire, power failure and disaster)
• What resources are available locally and how rapid are the response times for fire, police and ambulance?
• What kind of physical security systems and controls are presently used?
• Do the available security resources, policies and procedures meet the potential threat?

Once the risk assessment has been completed, follow up with the Federal Protective Service (or local law enforcement group) to act on the findings. For example, publicize phone numbers and make sure everyone knows who to contact in case of an emergency.

Here are some general suggestions that may increase your security:

• Install key card access systems at main entrances and on other appropriate doors.
• Issue access control badges, with recent photographs, to all employees and authorized contractors.
• Upgrade perimeter control systems with intercoms and closed circuit monitoring devices.
• Keep master and extra keys locked in a security office.
• Develop crisis communication among key personnel and security office involving intercoms, telephones, duress alarms or other concealed communications.
• Have a back up communication system, like two-way radio, in case of phone failure.
• Locate executive offices near the inner core of the building to afford maximum protection and avoid surveillance from the outside.
• Arrange office space so unescorted visitors can be easily noticed. Have staff follow strict access control procedures, don't allow exceptions.
• Keep important papers locked in secure cabinets.
• Keep offices neat and orderly to identify strange objects or unauthorized people more easily. Empty trash receptacles often.
• Open packages and large envelops in executive offices only if the source or sender is positively identified.
• Keep closets, service openings, telephone and electrical closets locked at all times. Protect crucial communications equipment and utility areas with an alarm system.
• Avoid stair wells and other isolated areas. Try not to ride the elevator alone with a suspicious person.
• Don't work late alone or on a routine basis.
• Keep publicly accessible restroom doors locked and set up a key control system. If there is a combination lock, only office personnel should open the lock for visitors.

Your security office should maintain an emergency contact file for immediate access for key personnel containing personal information to be used in case of emergency. This confidential file should contain:

• home address and telephone number
• family members; names, ages, descriptions
• school schedules, addresses, phone numbers
• close relatives in the area; names, address, phone numbers
• medical history and physicians name, address, phone number
• local emergency services; ambulance and hospital phone numbers
• any code words or passwords agreed upon

You may wish to consider maintaining one or more "safe rooms" on your work premises. This room can serve as a retreat in case of intrusion or siege. The room should be equipped with:

• steel doors and protected ventilation system
• first aid equipment
• phone and backup communication equipment
• fire extinguishers
• bomb blankets and hardened walls
• sand bags
• emergency tool kit.
• extra food and clothing
• large flashlight and batteries
• firearms (if permitted under established policy)

This is a difficult area to address other than very generally. Changeable conditions and unique differences in housing, family makeup, preoccupation with social and business affairs, neighborhood demographics, and lifestyle all impact the home security profile. These factors should not take precedence over the primary consideration - you and your families personal safety. When a potential danger exists, the family must take precautions and follow the common sense security guidelines. A good approach is to concentrate on making the home a risky target for intruders, and to instill security awareness into each family member.

Begin your home security program with an in depth security survey. Include both the residence and the habits and lifestyles of each family member. Look for possible trouble points. Let each member contribute to and feel a part of the survey and suggest ideas to minimize the risks that are identified. Every person can develop a special sense for observing surroundings, spotting potential problems, and pointing out the danger in everyday situations.

The survey can point out the physical and human weaknesses that may put the family in danger. Put yourself in the place of an intruder and look for weak spots. The following checklist may help in doing the survey and developing your security guidelines.

When choosing a place to live, consider whether an apartment might be more secure than a house.

If you live in an apartment building check:

• Access control of building, elevators, and parking garages (doorman, keyed front door, receptionist, etc.).
• Public areas should be well lit after dark (lobby, laundry area, parking lot, etc.).
• Fire exits and doors clearly marked (possibly alarmed to preclude unauthorized entry).
• Limited access to apartment balconies and porches.
• Doors contain a 180-degree peephole and auxiliary deadbolt lock.
• Garage doors and entry gates kept locked at all times (not propped open).

If you live in a private residence:

• Install metal sheathed or solid-core entrance doors and install peepholes or intercoms. Hang doors on heavy duty hinges reinforced with non-removable hinge pins.
• Secure sliding glass doors with a bar, pin the frames so they cannot be lifted off the track
• Don't leave keys under door mats, in flower pots or in a hiding place near the door.
• Never put identification tags on your key rings.
• Have an alarm system installed by a responsible company that provides 24-hour service and has demonstrated professional security expertise.
• Test alarm components routinely, ensure that if the alarm rings at a remote security office the response time is satisfactory.
• Provide adequate clear lines of sight from all windows and doors.
• Illuminate residence perimeters and driveway approaches. Eliminate shadows, but don't cause a glare to persons approaching or leaving the home.
• Use sodium vapor and quartz lamps for security lighting for a high intensity output.
• Configure lighting circuits so that the loss of one lamp will not leave an area totally dark. Locate switches and controls inside the home.
• Consider establishing a well equipped "safe room" like the one previously described. Sometimes this could double as a refuge from natural disasters. Safe rooms should have metal or solid core doors, hardened walls and a secure lock.
• Be sure windows are properly installed with storm windows, security glazing, locks or pins, grills or bars, shutters or alarms.
• Avoid locking windows in a partially open ventilating position. Provide for quick exit, especially since bedroom windows must be able to serve as fire escape routes.
• Locate water and gas shut off valves and electrical distribution boxes inside the residence. Label fuse boxes and keep them secure, with a flashlight readily available.

Before Leaving the Residence for an Extended Period of Time:

• Arrange for mail and newspaper stoppage or ask a friend to pick them up.
• Ask neighbors to put some trash in your can on pickup day.
• Make sure phones do not ring incessantly, a dead give away no one is home.
• Use timers to turn on and off appliances and interior and exterior lights. The timers should be staggered so that lights go on and off in a normal fashion.
• Leave a set of keys to the residence, storage buildings, and codes to the alarm system with a trusted neighbor, inform police to contact this neighbor in case of a problem.
• Arrange for lawn care or snow removal services to continue on a regular basis.
• Upon returning, if you see evidence of a break in, do not enter, call police first.
• If guard dogs are part of the security plan, arrange for professional training, do not treat the animal as a house pet.

• Never discuss home security and family emergency plans outside the home.
• Make an effort to meet you neighbors and involve them in your mutual security.
• Instruct younger family members to be wary of strangers. Teach them not to open the door to strangers when home alone unless there is a scheduled visitor.
• If forced entry is attempted, lock the door, phone for help, and go to your safe room.
• Do not attempt to confront or corner an intruder, call for help or get out of the house.
• Gather important profile information for each family member and close neighbors. (names, phone numbers, ages, description, school, employer, social activities, etc.) Lock the information in s secure cabinet at home and keep a spare set at work.
• Be alert for possible surveillance activities, someone may be watching your actions and daily schedule before targeting your house.
• Do not display a routine pattern of leaving at the same time every day, modify your schedule, leave at different times.
• Always answer the phone with a simple hello and establish the identity of the caller before giving out information such as your name and address and who is at home. Children should be instructed to never reveal if they are alone.

Discuss telephone manners and harassing calls with family members. Explain that such verbal abuse is not directed at them as individuals, and they must try not to get angry, since a harassing caller is often simply trying to get a rise out of you. Your local police and the phone company can provide guidance and advice on how to handle this kind of disruption. If the harassment continues, do not hesitate to take action. When calling on the phone to report an emergency, always give your name and location first, so that help can be sent right away.

Teach children to:

• Report suspicious people or incidents, describing all the details they can remember.
• Never travel alone, try to walk in a group.
• Refuse rides from strangers.
• Play in designated areas, not isolated or unsafe areas.
• Let the parents know where they are going and when they will be back.
• Avoid strangers and don't let them approach or touch them.
• Know how to get help and call the police when needed.

When a child is picked up at school, make sure the school has an established procedure for confirming the arrangement with your home or office. Children should be reminded not to change their after school plans without parental consent. Consider the implications of keeping a firearm in a home where children play. Mace or tear gas is a much safer alternative. If you do include a firearm in your home security program, a shotgun is recommended. Be sure to obtain the proper permits and train family members in firearm safety and usage. If a weapon is kept in the home, store the unloaded weapon in a locked area out of reach of children. Ammunition should be stored separately under lock and key.

Exterior:

• Keep shrubbery cut back from windows and entrances.
• Erect a fence with a locking gate if possible.
• Install lighting in a nonaccessible location, such as under the eaves.
• Have the lighting controlled by automatic timers or photoelectric sensors that will turn lights on and off automatically.

Interior:

• Install alarm systems which ring at central monitoring stations. Locate control pad near the front door with a delay timer allowing you to exit before activating the system. Request a panic button that will silently call for help. Alarms systems can often be combined with smoke detectors to provide extra protection.
• Designate a secure storage area in a closet or a small room for valuables. The door should be solid core with a heavy frame and hinges and a dead bolt lock. Incorporate intrusion alarms on the door using ultrasonic, infrared, or magnetic door contacts.
• Smoke detectors are recommended for early fire warning. Two types are widely in use, photoelectric and ionization, combination detectors include both. Battery or hard wired are both acceptable, remember to change smoke alarm batteries when resetting the clock for daylight savings time.
• Interior lighting should be controlled with a timer or photoelectric switch especially when you are out. In the evenings, leave a light on in the living room bright enough to silhouette an intruder. Use timers to turn on bedroom lights when no one is home.

An office or home is only as secure as its weakest point of entry. All doors and windows should be checked to see how easily they could be penetrated. Doors and accessible windows should be fitted with locks and other security devices

Locks and locking devices

The first line of defense in any security system is generally the lock or locking device. Locks differ greatly in appearance, function, and application. The stronger and more sophisticated the mechanism, the more secure your residence will be. An intruder cannot risk creating loud noises attempting to defeat a lock. As a greater deterrent, locks may be used in conjunction with other protection devices such as alarms or bars. How much should you spend for a lock? Get the best you can afford, with normal use and care a good quality lock will last many years.

The major types of locks used in residences and offices are: cylindrical (key-in-knob), cylindrical deadbolts (key to get in, key to get out), cylindrical sets with deadbolt (key in knob with thumb-turn deadbolt), mortise (recessed into a cavity), and rim-locks (with an interlocking striker plate). Several types of electrified and magnetic locks are also available. As long as the power is on, they can only be opened with the appropriate regulating device. These include; key cards, switches, computerized controls, security keypads, telephone access, and heat sensitive devices. Cane bolts, metal bolts installed on the inside of a door that can be thrust into the surrounding masonry or door frame, provide additional security. Chain locks are often used to permit partial opening to view or speak with a caller. These may provide a sense of security, but can be forced without much difficulty. A peephole or intercom is much safer than a chain lock.

The security afforded by a lock, no matter how expensive, is only as good as the door and frame to which it is fitted. Both should be of solid, sturdy construction. Hinges should be heavy duty and protected against tampering. An iron grillwork gate bolted to the house in front of an entrance door and kept locked affords an extra level of protection.

There are four major types of doors: flush wood, stile and rail (panels), metal or vinyl clad, and sliding glass. Flush doors come in two types: hollow core and solid core. Hollow core is two sheets of thin veneer overlaying a soft filler, solid core is wood all the way through. Stile and rail doors are assembled from several different pieces and mortised together. From a security perspective a steel sheathed door is superior to wood. Patio style sliding glass doors are very vulnerable and require special precautions. Their locks are designed to prevent the doors from being moved laterally. Glass doors must also be secured vertically, since the channel in which they ride may provide wide tolerances. Most locks specially designed for sliding glass doors take into account both types of movement, preventing the door from being lifted out of the channel. Some of the same devices used to secure windows can also be used with glass doors. Drill a hole through the channel and the frame, then insert a pin or large nail to keep the door from opening.

The vulnerability of a door is usually defined in terms of how long it takes to break through the door itself. If breaking through the door is not possible, prying or forcing a door attached to a weak frame is the favored method. Most wooden frames constructed today have solid wood only for about an inch. Beyond this is usually a 4 to 6 inch gap before the first stud. Consider strengthening frames of this type construction by securing additional 2 x 4 studs directly behind the facing board. Long wood screws should be used to defeat a pry bar or resist a forceful kick.

The security value of the hinge should not be overlooked. A well secured hinge resists two types of forced entry; forcing the door out of the frame by applying pressure to the hinged side opposite the lock, and lifting the door out of the frame after removing the hinge pins. From a security standpoint, the most important consideration of a hinge is whether it is exposed to the outside, and whether or not the pins are designed to be removable. If your door has external hinges with removable pins, consider welding the pins to the hinges. If you want a less permanent solution, drill a small hole through the hinge and into the pin, then insert a second pin or small nail flush with the surface. A locked wrought-iron storm door will also protect the door hinges.

Windows pose more complex security problems than doors. They come in a much greater variety of sizes and styles with emphasis on ventilation, lighting and aesthetics rather than security. Most intruders will try doors before resorting to breaking the glass in a locked window. An unlocked window is an open invitation. Louver windows are a higher security risk than double-hung since the panes are easily removable. Consider replacing the glass in louver windows with plexiglas or tempered, shatter resistant glass. The simplest measure, which works equally well on double hung or horizontal sliding windows, is to drill a hole through the sash and frame, then insert a pin or nail to prevent movement. If you use your windows frequently for ventilation, drill two holes, one for the closed position and another that allows the window to be in a slightly open position. If you have key locks on your windows, make sure they key remains accessible in the event the window is needed for escape from fire or other emergency. Storm windows provide some additional security as well as steel bars, mesh or iron grillwork.

• View locking hardware as a long term investment, match locks to sturdy, compatible doors, frames and hinges so all three components form a strong unit.
• Entrance door locks should have at least a 1 inch deadbolt, a recessed cylinder to discourage forcible removal, and a cylinder guard.
• Install peepholes or intercom system to identify visitors before opening the door.
• Incorporate all doors and vulnerable windows into an alarm system. Include large picture windows, sliding glass doors, and any windows within arms length of locks.
• Make sure all entrance door hinges are heavy duty and are made more secure with pins
• Before using double cylinder locks, which require keys on both sides, consider the possible safety hazards. Check your local fire safety codes.
• If you use padlocks in critical areas make sure they meet the following requirements: hardened shackle (at least 9/32" steel), double locking mechanism (locks both heel and toe), minimum of 5 pin tumbler locks, and a key retaining feature (preventing removal of the key unless padlock is snapped).
• Use rim locks as an auxiliary security measure.
• Consider filling hollow metal door frames with cement behind the strike plate to prevent forcing.
• Restrict keys, both home and office, to those who actually need them, don't hide a spare key under the mat or in the mailbox.
• Keep spare keys in a locked drawer, do not tag key chains.

Most of the security resources you can depend on at the office and at home are nonexistent when you travel. Your greatest security asset is yourself - take precautions, vary your routines, keep a low profile, and be alert to suspicious people and circumstances.

Passenger vehicle travel has many inherent security risks. Vehicles are easily recognized by year, make, and model. The criminal knows specifics about how to gain entry as well as operation of security devices. Cars can be followed discreetly, with a very low risk of detection. You may not know you were targeted until its too late. Vehicles are often parked in public areas with no control or protection, affording easy access to intruders. Criminals who assault a vehicle rely heavily on the element of surprise. They aim to catch the victim "off balance" and scare them into acting irrationally. The shock of a car jacking attack is greatest at points of changing surroundings, such as entering or exiting.

• Travel in a group whenever possible.
• Never overload a vehicle, all persons should use seat belts.
• Keep the vehicle in good mechanical repair.
• Don't let the gas tank get too low.
• Install a vehicle alarm to discourage tampering, or use a steering wheel club.
• Keep the ignition key separate from other keys, never leave the trunk key or other keys with the parking attendant.
• Do not hide a spare key under the floor mat or under the hood.
• Always park in areas that are locked or attended, avoid parking on the street overnight.
• Inspect the vehicle carefully before entering, look for evidence of tampering, but do not touch any suspicious items. Check the hood latch, exhaust pipe, trunk latch, fender wells, tires, gas cap, and finally the underside of the car.
• Do not leave windows down, or doors unlocked.
• If the car breaks down, raise the hood and tie a white cloth to the door handle. Remain inside with doors locked, if someone stops to offer assistance ask them to call for help.
• Never pick up hitchhikers.
• Know your route and the locations of secure places along that route.
• Have a car phone or CB-radio. Communicate frequently, let others know your location and destination and when you are expected to arrive.
• Use public transportation where available. When taking taxis, make sure the driver uses the most direct route, yet follows any directions you give.

• Review mental preparations of what you would do were an attack to take place.
• Be alert to possible surveillance, if you suspect you are being followed, go to the nearest safe place.
• Avoid driving in the right-hand lane to prevent being forced to the curb.
• Be aware of minor incidents that could block traffic along your route. If you see a suspicious road block or detour, take an alternate route.
• In a hostile road blockage situation, try to get around the blocking vehicle. Approach the shoulder or the curb at a 30 to 40 degree angle in low gear maintaining a constant rate of speed.
• If firearms are involved, lower yourself as much as possible, keep away from windows.

• Restrict travel plans to a need to know basis.
• Keep your itinerary and travel documents locked in a safe place until needed.
• Provide a copy of your itinerary to your family and your office. Call in from time to time.
• When traveling abroad, carry a civilian passport as well as an official one. Keep the official one in checked luggage, memorize the passport number, use the civilian one at hotels, or other places that request identification.
• Never leave your luggage unattended if possible.
• Know who to contact if you should lose any official documents, or credit cards or if they are stolen. Report such losses immediately.
• After using a credit card, make sure you get it back, your receipt, and the carbons.

• Make your choice of hotels and rental cars low key.
• Keep your room key or card on your person when you leave. Inside the room always put it in the same place.
• Do not give your room number to anyone you do not know well.
• Keep your room and personal items neat and orderly so you'll recognize if something is out of place when you come back.
• Check the locations of emergency exits and fire extinguishers.
• Don't admit strangers to your room. If you must call room service, confirm when they will be arriving and ask for identification.
• Know the number and location of hotel security.

Washington, D.C. Metropolitan area
Washington, DC 20407
202-690-9632

Connecticut, Maine, Massachusetts, New Hampshire, Vermont, Rhode Island
10 Causeway Street, Room 108
Boston, MA 02222
617-565-5776

New Jersey, New York, Puerto Rico, U.S. Virgin Islands
26 Federal Plaza
New York, New York 10278
212-264-4255

Delaware, Maryland and Virginia (except Washington, D.C., Metropolitan area), Pennsylvania, West Virginia
100 Penn Square East
Philadelphia, PA 19107
215-656-6043

Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee
401 West Peachtree Street, NW
Atlanta, GA 30365
404-331-5132

Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
230 South Dearborn Street
Chicago, IL 60604
312-353-1496

Iowa, Kansas, Missouri, Nebraska
1500 Bannister Road
Kansas City, MO 64131
816-926-7025

Arkansas, Louisiana, New Mexico, Oklahoma, Texas
819 Taylor Street
Fort Worth, TX 76102
817-334-3559

Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
Building 41, Denver Federal Center
Denver, CO 80225
303-236-5869

Arizona, California, Hawaii, Nevada
525 Market Street
San Francisco, CA 94105
415-744-5090

Alaska, Idaho, Oregon, Washington
400 15th Street, SW
Auburn, WA 98001
253-931-7288

Crime Prevention Program (PS)
18th & F St. NW Washington, DC 20405
202-501-0907