Administration Guidelines 
Document ID : Administration Guidelines Ver_2
Created on : 29 th  December 2021 
Prepared By : Saravanan
By : Selvakumar 
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  1. Scope
This guideline applies to all the members administration department in Information  Dynamics.
2. Purpose
To establish guidelines for the administration department - for the security of perimeter &  processing facilities, & mail handling and protection against  external & threats.
3. Guidelines
3.1. Physical Security Perimeter
• staff responsible for security of the building. They  should ensure that constant vigil is maintained through patrolling the  boundary walls during day and night.
• All entries into the building should be regulated a door at the  entrance, which should be operated Access Control System.
• Employees with valid Proximity Cards should be allowed entry into the  building.
• The employees without Proximity Cards will be issued a temporary access cards  at the entrance of the buildings. The detailed process Access card is  explained in section 3.1.1.
• Temporary Access should be Title 'Visitor' should be prominently  displayed to enable their identification from a distance.
• should be issued proximity cards with access the reception  area only.
• The   building   entrance   gate   should   be   manned   by   a   Security   Guard   round   the   clock.
• The Security Guard should ensure that one person at a time and  no multiple entries are allowed with a card being swiped.
• Administrative carrying food articles, construction materials,  maintenance materials, diesel, purchase items should be stopped at the Main  gate, searched, its contents verified with challans / invoices and then to  the destination point / personnel.
• Regular belonging to House Keeping should be issued Proximity cards after  confirmation the agency concerned. Record of such issues should be  maintained.
• The perimeter of the building should be illuminated by security lights  along walls of building to enable proper by the  Security at night.
• Each visitor should be screened by the Security the Main gate; approval for  entry from the Security, particulars recorded and thereafter be 
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issued a Proximity Card. The Security Guard at the Gate should check the  Proximity Card. The visitor should then be to the Reception. Reception  Desk executive should arrange for the person to be come and meet the  visitor at the Reception. No visitor should be to move the Development  Area.
• Visitor logs should be reconciled at the end of each day and report given to  Security.
• Visitor Proximity Cards should be colored Red and Title' Visitor' should be  prominently displayed to enable their identification from a distance.
• Cards access logs and visitor logs for facility should be kept for a minimum of 1  year for review.
• Due to Covid 19, all the employees will be monitored the temperature and record  the same in the register before to office
3.1.1.  Process of the Temporary Access Card
• In an forgets to their card the Security Supervisor will  ask the respective Manager / Team Leader to come to the Security to  sign in the issue register issuing a temporary card to the employee for the  day.
• In case the respective / Team Leader is unavailable, the  Administration Manager can sign in register on their behalf & the  temporary will be issued.
• All the employees who not carrying the ID card regular basis, the  will be brought to the notice of the respective managers by the Admin  Dept.
• Temporary access will be issued a maximum of three consecutive  days and, thereafter, the Dept. will be informed for issuing a ID &  access card to employees.
• Temporary access card should be returned to the at the end of day.
• The Security Supervisor will confirm Administration Manager about the  return of the temporary cards to the Security during the day.
3.2.  Access & Secure Area Access
• to areas within building should be 'need based’. Each employee's
• Proximity Card should programmed to allow access into his designated area  only.
• Access to sensitive like 'Server Rooms' given only to individuals  cleared by higher officials.
• Access to MD's office should be restricted to those approved the MD
• Movement of personnel to different floors of the should be allowed in  cases cleared higher officials.
• Maintenance staff from the / Service Providers, when on the  Development and restricted areas should accompanied by Admin  representatives.
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• All employees, contractors and party users and all should be  required to wear respective identity/proximity cards
• Access rights to secure areas should be regularly reviewed and updated, and  revoked when necessary
• The date and of and of should be recorded, and all  visitors should be supervised unless access has been approved;  they should be granted access for specific, authorized purposes.
• to areas where sensitive information is processed or stored should be  controlled and restricted to authorized only; an audit trail of all access  should be securely maintained;
3.3.  Securing Facilities
• All occupants should lock their offices at the time of departure.
• Duplicate keys of offices should be available with the Care Taker.
• The Taker of the building should be responsible for opening the offices in  the morning for cleaning and relocking thereafter.
• The Care Taker along with admin group should responsible for evacuation of  documents and the equipment from the office in case of an emergency.
• Duplicate keys box should be available with the Care Taker for hanging of the  keys quick retrieval in emergency
• It should be the responsibility of the Care Taker to check that all the offices are  locked when not in use.
• The Care Taker should responsible for that all Development Floors  locked when not in use.
• Users are provided with the keys of the cabinets in their respective work areas.
• Logs of the keys should be available with the caretaker.
• In case of Finance and Networking Departments, respective should  nominate the custodians of their office and for opening, cleaning and closing  of the offices.
• Fire Proof Safe should be available in the Finance and Networking Departments  storage sensitive data and documents.
Material and Mail Handling
3.3.1.  Inward Mail
• Private mail should not be encouraged on company address.
• Whenever unavoidable, prior information of mail to reception should  be given, for them safely deliver the mail to concerned employees.
• All incoming mails should be logged incoming- register at security  gate.
• Mail register with the mails should be to reception-executive for  forward distribution to concerned departments/ individuals.
• Wherever necessary, e-mail should be sent for collection of mail-received by  concerned individuals.
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3.3.2. Outward Mail
• Reception-Register should be maintained for outward mail.
• Mail should be handed over to the relevant Courier agency identified.
• Proof-Of-delivery be taken into at time of of  Courier-Bill.
3.3.3.  Material Inward
• Receipt of material based on purchase-order should be done as per the  purchase procedure.
• Other material, not supported by purchase-order should be registered at the  gate and must forwarded along with challan/invoice to purchase- after verification security gate. After re-verification, these items  should be handed over to indenter.
3.3.4.  Material Outward
• Gate-Pass be prepared and signed by security.
• Outward-Items should be verified security gate, tallied, entered in  outgoing register and then the gate-pass should be filed at security gate.
• Returnable items should be entered in returnable-register and should be  verified by inward receipt.
3.4. Protection against External Environmental Policy
• All assets should be insured against fire, flood, earthquake, explosion, civil unrest  and other forms natural & man-made disasters through insurance.
• Fire-fighting equipment should be periodically tested for serviceability.
• Fire-fighting equipment should be demonstrated to the employees regularly and  mock be rehearsed every quarter with the employees
• Fire escape routes should be properly sign posted
• fire fighting procedures should be prepared.
• Smoke Detector Systems and Fire Systems should be periodically tested  and taken care BMC (Building Maintenance)
• plan and layout should be displayed at relevant  locations.
• Hazardous materials should be stored at a safe distance from a  secure area.
• Bulk supplies as not be stored a secure area;  fallback equipment and back-up media should be sited at a safe distance to avoid  damage from a disaster affecting the site;
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3.5.  Cabling Security
• Power and lines servicing buildings should be underground,  wherever possible, subject to adequate protection.
• Network cabling should be protected from unauthorized interception or damage.
• Power cable be from communication cables to prevent  interference.
• Access to and cable rooms should be controlled.
3.6. Removal of Property
• Equipment, information or software should not be taken off-site without prior  authorization.
• Any equipment taken offsite should be left unattended.
3.7. Equipment and Media Security
• Equipment are sited or protected the environmental threats  and hazards, and opportunities for unauthorized access and use. The following  should considered for securing equipment and media:
• Equipment should sited to minimize unauthorized access into work areas;
• Information processing facilities handling sensitive data should be in  such a that viewing angle restricted to reduce the of information  being by unauthorized persons during their use, and storage facilities  to avoid unauthorized access;
• Items requiring protection should be isolated reduce the level of  required;
• Control measures should be adopted to minimize the of potential physical  threats, e.g. theft, fire, explosives, smoke, (or water failure), dust,  vibration, chemical effects, electrical supply interference, communications  interference, electromagnetic radiation, and vandalism;
• Equipment processing sensitive information should be adequately to  minimize the risk of leakage to emanation.
• uninterruptible power (UPS) installed to support orderly  close down or continual running of equipment supporting critical business  operations.
• A back-up generator should be installed if processing is required continue in  of a prolonged power failure.
• UPS equipment and generators should be regularly checked to ensure it has  adequate capacity and tested in accordance with the manufacturer’s  recommendations.
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• Emergency power off switches should be located near exits in  rooms to rapid power cuts in case of an emergency.  Emergency lighting should be provided in of main power failure.
• Equipment and media taken off premises be left unattended in  public places; portable computers should be carried and disguised wherever  while traveling;
• Manufacturers’ instructions protecting equipment should be observed at all  times.
• Adequate should be in place to protect equipment off-site.