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Passes: recording and issuing

A system of security passes or identity documents provides a useful control on legitimate access to the depot. Such measures will support the safe and secure movement of staff, contractors and authorised visitors around the site, as well providing a systematic check on vehicles through access points and into the depot.

We therefore recommend a pass system for staff, visitors and vehicles that need to enter non-public areas of depots. In the case of staff or contractors, their operational need to enter the site should be checked before any pass is issued. For others, the legitimacy of the visit should be checked and verified by a permanent and appropriately responsible staff member where possible.

Staff and contractors should be provided with passes. Full passes are preferred with photos and an automated or visual means of checking validity e.g. expiry date. These should be checked, either electronically or physically scrutinised, before access is gained to the depot. Passes should be clearly displayed by the pass holder at all times whilst in a depot area. Awareness briefings for staff should encourage them to challenge someone not wearing a pass, and/or who is unfamiliar to them.

Appropriate arrangements should be in place for receiving visitors into non-public areas. It is recommended that guards should check that the visitors are expected and have a legitimate reason to enter the depot. If this is the case then it is good practice to require them to sign in on arrival and produce appropriate evidence of identity (e.g. work request, driving licence, employer’s letter) before issuing them with a pass. Ideally they should be escorted at all times in the depot area. At a minimum they should be required to display their pass at all times and surrender it when they leave.

Systems should also be in place to record the details of those issued with passes and to ensure they are surrendered when no longer needed (along with any keys, access cards, uniforms etc.) It is recommended that a record be retained of all passes issued to staff, contractors, visitors, and to persons entering the controlled area(s). For staff passes and others where the period of validity is over a day, this should include the date of issue and of expiry of the pass.

Motor vehicle access and parking arrangements

A similar checking/verification and pass issuing regime can be applied to motor vehicles. Where these belong to staff it can provide an additional safeguard to have a specific ’Staff Vehicle Pass’. All vehicles should display their vehicle passes while they are within a depot.

Attention should also be given to delivery vehicles. Providing the security guard with an "expected deliveries list" on a daily basis would enable them to verify the legitimacy of the delivery. If it is not expected then the guard should not allow it to enter until a member of staff has confirmed it is required. However, also be suspicious of 'regular' delivery vehicles; don't just waive them through without checking.

At heightened security levels you should consider implementing a random search regime. Guidance on a search regime for vehicles is included at Annex G.

For car parking within a depot, you might consider

Adopting a colour coded parking permit system to distinguish staff, contractor, and visitor vehicles;

Designating sections of the car park into spaces for staff and visitors. Spaces for visiting vehicles should be situated furthest away from the depot buildings (and the control room in particular);

Carrying out checks on parking spaces to ensure no vehicles are parked illegally (and a system be put in place to have any such vehicles removed where possible, NOT clamped); and

Agreeing a system with the police for the reporting of and dealing with any suspicious vehicles.

Security awareness measures

It is recommended that contractors and visitors are given a security awareness briefing to include, as appropriate the following messages:

Visitors passes should be worn at all times when in the depot, and an audit kept of their issue and return

Vehicle/parking permits should be displayed prominently in the windscreen

The need for vigilance when around the depot. Should you find a suspicious item, please do not touch it, but contact a member of staff as soon as possible

Similarly, should you see a person acting suspiciously contact a member of staff; and

Please ensure that you close/lock all doors behind you when leaving, particularly those doors which lead to non-public areas. If you are leaving a work site, please ensure that it is locked and all equipment has been securely stored.

It is also sensible to provide periodic reminders to depot staff about the importance of good security measures. This could be included in operational briefings. Posters for notice boards can also be used.

Encourage staff to challenge anybody they do not recognise in the depot area, or who is not wearing an appropriate pass. It should not be assumed that wearers of high visibility, or branded company clothing, automatically have a right to be in non-public areas of a depot or sidings.

Security controls

All sites where rolling stock is stabled when not in service should be subject to minimum security controls. This can include:

Physical access barriers around the site such as walls and fences;

Access control measures at all entrances to prevent unauthorised access;

Measures to protect rolling stock within the site (securing train/tram doors, regular patrols, or CCTV cameras to detect and monitor any unauthorised access); and

Systems for recording site patrols, monitoring and checking of visitors and vehicles should be established. Identification passes should be worn at all times.

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