Security Policy

 

 

Content

AA    Policy Statement

BB    Physical Security

CC    Surveillance CCTV

DD    Access Control

          D.1             Visitors Access

          D.2             Workers/Staff Access

          D.3             Service Providers Access

          D.4             Restricted Area Access

D.5             Vehicle Access

D.5.1     Visitor Vehicle

D.5.2              Service Providers Vehicle

                             D.5.3              Staff Vehicle

D.5.4              Un-identified Vehicles

E.E    Procedural Security

E.1            Personnel Security

                                    E.1.1    Workers/Staff Recruitment

       E.1.2    Security Criteria for Appointment

       E.1.3    Criminal Record Verification

       E.1.4    Issuance/Cancellation of ID Cards

       E.1.5    Issuance/Cancellation of Security Pass

       E.1.6    Issuance of Visitors/Interview Pass

       E.1.7    Issuance of Seals

          E.2           Service Organization Security

       E.2.1    Selection Criteria

       E.2.2    Service Agreement

       E.2.3    Agreement With C & F Agent

       E.2.4    Agreement With Transport Agencies

       E.2.5    Agreement With Ocean/Air Carries

       E.2.6    Agreement With Labor Contactor

       E.2.7    Agreement With Waste Disposal Contractor

E.2.3                  Monitoring & Follow-up

E.3      Restricted Area Security

E.3.1         Store/Sub-store Security

E.3.2         Packing and Finished Goods Area Security

E.3.3       Chemical Store Security

E.3.4         Loading/Unloading Area Security

      E.3.4.1       Separating Loading/Unloading Area

      E.3.4.2       Unloading of Imported Goods/Local Suppliers

      E.3.4.3       Inspection of Empty Containers

      E.3.4.4       Export Schedule & Booking

                              E.3.4.5       Loading of Container/Trucks

E.4      Supply Chain Security

E.5      Custody of Keys

E.5.1               Keys Distribution

E.5.2               Safe Box

E.5.3               Lock Box

E.5.4               Custody of Lock Box

E.5.5               Opening of Lock Box

E.5.6               Lock Box Register

E.5.7               Rotation of Locks

E.5.8               Selling of Locks

E.5.9               Tempering of Locks

E.5.10             Access to Safe Box/Lock Box

E.5.11             Store Keys

E.5.12             Finished Goods Keys

E.5.13             Accounts Keys

E.5.14             Chemicals Store Keys

E.5.15             Waste Dump Keys

E.5.16             Perimeter Light Box Keys

E.6      Custody of Seals

E.6.1               Seal Materials

E.6.2               Specification of Seal Materials

E.6.3               Seal Operating System

E.6.4               Shippers Seals

E.7     Reporting on Alert/Accidents and Abnormalities

E.7.1  Alert

E.7.2               Identification of Un-usual Activates

E.7.3               Theft/Loss of Property

E.7.3               Gate Pass Anomalies

E.7.4               Accidents & Emergencies

E.7.6  Emergency Contact Numbers

E.8      Transportation of Inward/Outward Cargo

E.8.1               Inward Imported Cargo from Chittagong Port

E.8.2               Outward Export Cargo from Factory

E.8.2.1            Railway Transportation

E.8.2.2            Air Transportation

E.8.2.3            Inland/Road Transportation

E.8.3               Transportation Security

E.8.4               Transportation Risk, Hazard, Accidents

E.9      Storage and Distribution Security of Goods

E.9.1               Physical Security of Storage Areas

E.9.2               Access Control in Storage/Distribution Areas

E.9.3               Procedural Security in Storage/Distribution Areas

E.9.4               Storage of Imported & Local Supply Goods

E.9.5               Storage of Finished & Exported Goods

E.9.6               Security During Distribution of Goods

E.10    It & Documents Security

E.10.1 IT System Security

E.10.2 Commercial Documents Security

E.10.3 Web Page Security

E.10.4 Daily Mail/Documents/Parcel Security

E.10.5 Security Break Reporting

E.11    C-TPAT          Partnership with Service Providers

E.12    Job Description of Security Personnel

E.12.1             Job Description of Security Guards

E.12.2             Job Description of Guards

E.12.3             Job Description of Checkers

E.13    Educations & Training

E.14    Threat Awareness

E.14.1             Identification of Treat Factors

E.14.2             Effects of Treat

E.14.3             Treat Control Elements

E.14.4             Treat Awareness Programs

E.14.5             Reporting on the Threats

E.15    Elements of Product Integrity

E.16    Analysis of Risk Factors

E.17   Chain of Communication & Reporting

E.18    Monitoring, Follow-up & Internal Audit

[

E.19    Security Policy & Procedure

SECURITY Policy & Procedure

In light of national and international requirements and in particulars customs Trade Partnership Against Terrorism "C-TAPT" Ritzy Group adopted the following Statement and procedures:

AA       Policy Statement

To Comply with national and C-TAT requirement, Factory will deploy its resources in term of budgetary allocations, required man-power and monitor on a regular basis its effectiveness, bring changes as and when necessary.

BB       Physical Security

Factory will ensure the following measures:

B.1:     Building will be constructed of durable and impenetrable materials in order to prevent unlawful entry from outside.

B.2      Building will be surrounded by 8-feet high walls or 6-feet walls with barded wires protection

B.3      Doors will have adequate locks and alarm system that prevent opening from outside locked at all when building is not use

B.4      Windows will have locks or latches that prevent opening from outside and locked at all times when building is not use

B.5      Windowpanes will have glasses and un-broken wire mesh to prevent unlawful entry into building

B.6      Sufficient lighting will be arranged outside of the building to protect un-authorized access

B.7      Sufficient lighting will be arranged inside all working floors to ensure prevention of un-lawful activities

B.8      Sufficient lighting be arranged in the loading and un-loading areas to prevent un-authorized activates

B.9      Private parking area will be separated from loading and unloading areas by means of physical barrier if necessary

B.10    Adequate security will be posted covering the entire factory premises to prevent un-lawful entry and damage of the factory property

B.11    Security personnel will be posted at all entry/exit points to verify   identity and un-lawful entry into the premises

B.12    Packing and Finished Goods area will be segregated from the rest of the working floor by the means of physical barrier and will be restricted from easy access

B.13    Security personnel will be posted in all restricted areas and prevent un-authorized entry into packing areas, stores, finished goods area and loading/unloading areas

B.14    Flammable, toxic, dangerous chemicals will be stored in a separate and secure place of the building and all precaution will taken for appropriate storage stop pilferage/misuse

B.15    Upon closer of the factory, representatives of security section, electric unit and working floor will check jointly and ensure all lights, fans, electrical mains/circuits/switches/switched off, water taps and door locked and sealed

B.16    Factory will install security Arch or commission hand held battery operated Metal Detector at the entrance of the building to monitor entry of un-authorized materials by workers/Staff and visitors.

B.17    Duty roster of all security personnel will be prepared for 24-hours a day covering all entry/Exit points and entire compound and approved by the Management

B.18    Checks will be made on alternate days for damage/broken identification of perimeter walls, building, doors and windows by security personnel and report to top Management

B.19    Security will have only access to perimeter lighting switch box as     well as external door alarm system

B.20    Restricted Areas:

    1                  Stores/Sub-stores

    2                  Packing Areas

    3                  Finished Goods Areas

    4                  Loading/Un-loading Areas

    5                  Chemical Store

Records to be maintained:

1	Duty Roster of Security/Guards (B.17)
2	Daily Floor/Factory Closing Report (B.15)
3	Physical damage/broken identification Register (B.18)
4	Entry Register into Chemical Store (B.14)
5	Daily Operational Report of Door Alarm/Switch Box (B.3/B.19

CC       SURVEILLANCE BY CCTV

C.1      Installation of CCTV to Monitor the following:

***      Un-authorized access into factory, restricted areas like packing, stores, Finished Goods stores and loading/Unloading areas

***      Un-usual activities in the working floors

***      Tempering of goods

***      Packing of non-manifested goods

***      Attempt of smuggling items

C.2      CCTV will be operated as follows:

***      Working floors as long floors are in operation

***      Entry/Exit points 24-hours/7days

***      Packing Area 24-hours/7days

***      Perimeter 24-hours/7days

C.3      CCTV will monitored by a designated security staff arrangements be made to monitor CCTV from any PC through internal network system

C.4      CCTV proceeding will be recorded daily preserved for 45 days in the security office

C.5      Un-usual/Suspected activities or un-authorized access is to be recorded, investigated and reported to the Management

C.6      Management will review the incidents, made and enquiry and suggest corrective actions required to stop future incidences

C.7      Factory will ensure monitoring & recording of loading and unloading of goods by CCTV camera

C.8      Daily CCTV monitoring Roster is to be maintained

Records to be maintained:

1	Daily Recorded Tapes/CD (C.3)
2	Records of un-usual/suspected activities (C.4/C.1)
3	Records of un-authorized access (C.1)
4	Roster of CCTV Monitoring (C.9)

DD      Access Control

Factory will ensure the following access control measures:

D.1                  Visitor Access

D.1.1               Security Section will maintain a Register/Log of all visitors entering the factory premises

D.1.2               Security will ensure Visitor's proof of identity by contacting respective personnel with whom visitor want to meet

                                                           

D.1.3               Security will scan all bags/brief cases carried by the visitor

D.1.4               All visitors will wear a "VISITOR PASS" while they are in the factory premises

D.1.5               All visitors will be escorted by the security staff to the place of appointment

D.1.6               Personal guest of staff/workers will not be allowed to meet in the working floors

D.1.7               Visitor's access only allowed in the restricted areas when accompanied with representative of the Management

D.1.8               Visitor log will record all details including issued visitor Pass No. And a column of passes return or missing.

Records to be maintained:

1	Visitors Log/Register (C.1.1)

D.2:     Workers/Staff Access

D.2.1               All workers/Staff will have a photo identification ID card duly signed by the Management

D2.2                Color coded ID cards is to issued as follows:

***      White ID cards for those workers/staff not working in restricted areas

***      Red ID cards for working in restricted areas

D.2.3               Security will allow workers/staff to enter the premises only after their identity confirmed by

***      Workers deposit their time cards

***      Workers/staff wearing ID card

D.2.4               Security will allow entry of new recruits only after registering their names in the register under the custody of PM/APM/LC

D.2.5               General workers/staff will not be allowed to enter into restricted areas as identified in (B.20)

D.2.6               Security will have authority to check body, lunch boxes, packets etc. while any one entering or going out of the premises

D.2.7               Security will allow any workers/staff left the organization without proper identification and gate pass issued by authority

D.2.8               Security will not allow any one to carry drugs, lighter, safety matches, smoking items, and chemicals inside the premises

D.2.9               Security will deny access as follows:

***                  Workers/Staff without ID cards

***                  Visitor's identity not confirmed

***                  Supplier's identity not confirmed

***                  Service provider's identity not confirmed

***                  Ex workers/Staff of the factory

Records to be maintained:

1	Workers/Staff Attendance Records
2	Records of newly recruited workers/staff (D.2.3)
3	Incidence Register un-authorized items (D.2.7)
4	Records of denial of Access (D.2.9)

D.3:    Service Providers Access

D.3.1               Clearing & Forwarding Agency

Security will verify agency staff member names from the suppliers list enter into a Register and allow access into the premises

D.3.2  Transport Agency

Security will verify agency staff member's names from the Suppliers list enter into a register and allow access into the premises

D.3.3               Fabric & Accessory Suppliers

Security will verify supplier's staff member's names from the suppliers list enter into a register and allow access into the premises

D.3.4               Wash Plant Contactor

Security will verify contractor's staff member's names from the suppliers list enter into a register and allow access into the premises

D.3.5               Shipping Agents

Security will verify agency staff member's names from the suppliers list, enter into a register and allow access into the premises

D.3.6               Caterer's Representative

Security will verify caterer's agency staff member's names from the suppliers list, enter into a register and allow access into the premises

D.3.7               Labor contractor

Security will verify Contactor's staff member's names from the suppliers list, enter into a register and allow access into the premises

Records to be maintained:

1	In/out Register of service provider's staff (D.3.1/2/3/4/5/6)
2	Duty roster of contract Labors (D.4.7)

D.4:    Restricted areas Access

Restricted Area has been identified in B.20 as follows:

***      Store/sub-stores

***      Chemical store

***      Packing Areas

***      Finishing Goods Areas

***      Loading/Unloading Areas

D.4.1               Visitor's Access

Visitor's access will be allowed into restricted areas when companied into with a representative of Management

D.4.2               Access to Restricted Areas

Security will not allow any one to enter into loading, unloading, packing and storage areas others than those unauthorized by the Management with a “Security Pass”

D.4.3               Prohibition into Restricted Areas

Security will not allow any one to enter into loading, unloading, packing, storage areas with personal items like lunch boxes, packets, brief cases or back packs

D.4.4               Chemical Store Access

Security will not allow any workers/staff to enter chemical store expect sub-store staff

D.4.5               Service Provider List

Security will have an up-dated list of all staff of C& F Agency, Transport Agency, Shipping Agents, Catering Service, Labor Contractors, local and outside fabric/Accessories Suppliers

D.4.6               Security Pass Holders

List of authorized personnel preferably with photographs those who special “Security Pass” to be available with the security office and posted in the restricted areas

Records to be maintained:

1	In/Out Register in all Stores, Packing Areas (D.4.1/2)
2	In/Out Register of Chemical Store
3	In/Out Register in Finished Goods Areas (D.4.1/2)
4	List of special “Security Pass” holders (D.4.6)
5	Records of up-dated Service Providers (D.4.5)

D.5:    Vehicle Access:

D.5.1               Visitor Vehicle

D.5.1.1           Security will allow access of all vehicles and maintain a register with the following information:

***      Date

***      Vehicle Registration No.

***      Type of vehicle

***      IN/OUT time

***      Driver’s Name

***      No Of Passengers

***      Purpose of entry into premises

***      Parking Ticket No.

D.5.1.2           Security will arrange parking of visitor's vehicle into designated area for parking

D.5.1.3           Security will affix parking ticket to identify authorized

visitor's vehicles

D.5.2              Service Providers Vehicles

Security will allow parking of all vehicles into loading/Unloading areas upon confirmation as per list of vehicles of service providers supplied by the Admin Unit

                                    Service Providers Vehicle:

***      C&F Agencies

***      Transport Agencies

***      Wash plants

***      Local Suppliers- Thread/Poly/Hanger

D.5.3               Staff Vehicles

Security will allow parking of all personal vehicles in to the premises in the designated parking areas and a log maintained

D.5.4               Un-identified Vehicles

Security will not allow parking of any non-identified or suspicious vehicle in and around the premises

Records to be maintained:

1	Visitor Vehicle Log (D.5.1)
2	Suppliers Vehicle Log (D.5.2)
3	Staff Members Vehicle Log (D.5.3)
4	List of Service Provider's Vehicles

D.6:    Ex Workers/staff Access

D.6.1               Access of ex workers/staff those who resigned, dropped out or terminated will be denied in general.

D.6.2               Access will be granted to any ex workers/staff for collection of their dues, upon submission of unauthorized letter or gate pass from Accounts Units or from authority

D.6.3               Access will be denied in any working floors and restricted areas

D.6.4               It is preferred to submit a photo identification list to security Unit by time section for easy identification of ex workers/staff.

Records to be maintained:

1	Separated In/Out Register of ex workers/staff (D.6.2)
2	Photo Identification

EE       PROCEDURAL SECURITY

Factory will ensure the following measures of Procedural Security

E.1      Personnel Security

E1.1                Workers/Staff Recruitment

E.1.1.1            Security will ensure that all potential job seekers name entered into a register at the security Unit by PM/APM/LC/In-Charges and an “INTERVIEW” pass is issued.

Job seekers will wear identification pass “INTERVIEW” while they are in the factory premises.

E.1.1.2            Factory will conduct employment screening by interviewing prospective job seekers to ensure their backgrounds and references in a prescribed format.

E.1.1.3            Factory will ensure temporary time cards to newly recruited workers/staff as access pass till the issuance of ID card which requires 3-days to complete all appointment formalities.

E.1.1.4            Factory will ask workers/staff to submit local government Certificate from Union Perished or ward commissioner to confirm their address and non-involvement in any criminal activity.

E.1.1.5            Factory will maintain personal files of all workers and staff with their photographs and fingerprints.

E.1.1.6            Factory will ensure that all workers/staff ID card while they are in the factory premises.

E.1.1.7            Factory will not re-appointment any ex workers/staff those who were involved in any breach of financial disciplinary or security matters.

Records to be maintained:

1	Register of newly job seekers
2	Personal Files

E.1.2               Security Criteria for Appointment

In addition to their requirements for appointment following security criteria is to be ensured for all workers/staff and security personnel:

E1.2.1             Factory will deny appointments of any workers or staff if:

E.1.2.1a          Found records of criminal involvement

E.1.2.1b          Unable to submit local Govt.Certificate

E.1.2.1c          Negative remarks from referees

E.1.2.1d          Falsified records

E.1.2.1e          Denial for police investigation

E.1.2.2            Records of workers/staff recruited prior to Mach-31/2008 need to be verified as per E.1.2.1.

Records to be maintained:

1	Records of communication of police verification
2	Records of denial of appointment

E.1.3               Criminal Record Verification

E.1.3.1            Factory will conduct police verification (Criminal Record)

of all workers/staff when they are employed no a periodic basis every after 2-Years.

E.1.3.2            Records of workers/staff recruited prior to mach-31/2008 need to be updated as per E.1.3.1

E.1.3.3            Factory will ensure updated verification records of workers/staff employed is a post that requires access/entry into restricted areas

E.1.3.4            Factory will conduct police verification (Criminal Record) of workers/Staff when transferred of assigned to a post in the restricted area

Record to be maintained:

1	Records of communication of police verification
2	Police Verification Reports

E.1.4.              Issuance/Cancellation of ID Cards

E.1.4.1            Factory will issue duplicate ID cards when lost or damage upon receipt of written requested from individual workers/Staff and maintain a register

E.1.4.2            Factory will cancel ID cards when workers/staff resigns, dropped out or terminated and list to be given to security unit for their record

E.1.4.3            Factory will mutilate all cancelled cards and paste into individual files

Records to be maintained:

1	Register of issuance of ID cards
2	Register for issuance of duplicate ID cards
3	Application on loss/Damage of ID cards

E.1.5               Issuance/Cancellation of Security Pass

E.1.5.1            Upon receipt of police verification report, factory will issue Security Pass to workers/staff working in packing areas, store, loading/unloading areas and maintain an issue Register

E.1.5.2            Any workers/staff transferred form others section to designated restricted areas-Security Pass to be issued pending police verification report

E.1.5.3            Any workers/staff transferred from restricted areas to other section-his/her security Pass is to be cancelled and a record maintained

Records to be maintained:

1	Register of issuance of security pass
2	Issuance of visitor pass/interview pass

E.1.6              Issuance of Visitor Pass/Interview Pass

E.1.6.2            Admin Unit will issue visitor pass and interview pass to security Unit and maintain a Register

E.1.6.3            Any loss or damage of pass to be reported in writing by security Unit to Admin Unit

E.1.6.4            All passes to numbered by admin Unit before issue to security unit

Records to be maintained:

1	Register for issuance of passes
2	Records of lost/damaged passes

E.1.6:             Issuance of Seals

E.1.6.1            Admin Unit will procure seal materials and issue to relevant security Unit and maintain a Register showing and balance quantity

E.1.6.2            All issued Seal numbers should be mentioned in the admin issue register

E.1.6.3            Security/Security Compliance will receive seals from admin Unit and maintain an issue Register

E.1.6.4            Any loss or damage of seals must be reported to admin Unit in writing

E.1.6.5            Admin Unit will audit seal issue Register on a monthly basis, record any discrepancies

Records to be maintained:

1	Register for issuance of seals
2	Records of lost/damage passes

E.2:                 Service Organization Security

E.2.1               Selection Criteria

Factory will ensure the following criteria while selecting service organization for their service:

E.2.1.1            For all service Organizations

E.2.1.1a          Valid & Up-dated Trade license

E.2.1.1b          Bank solvency report

E.2.1.1c          Registered office address

E.2.1.1d          Personnel Policy for recruitment

E.2.1.1e          Background check system

E.2.1.2            Additional criteria for Transport Agency

E.2.1.2a          Secured Truck Stand

E.2.1.2b          Valid Tax-token/Fitness Certificate

E.2.1.2c          Valid & Up-dated Driver’s License

E.2.1.2d          Background Check system

E.2.1.2e          Criminal Record checks of drivers

E.2.1.2f          Trucks fitted with GPS Trucking system

E.2.1.2g          Driver’s equipped with cell Phones

E.2.2               Service Agreement

E.2.2.1a          Agreement with clearing & Forwarding Agency

E.2.2.1b          Agencies will submit the following documents:

E.2.2.1c          Up-dated Agreement Copy

E.2.2.1d          Copy of valid & updated Trade license

E.2.2.1e          Name of the chief Executive and address

E.2.2.1f          Name, address of all employees with photographs

E.2.2.1g          Copy of Custom Clearance ID Card of staff engaged in port clearance activities

E.2.2.2                       Agreement with Transport Agencies     

                        Agencies will submit the following documents:

E.2.2.2a          Up-dated Agreement Copy

E.2.2.2b          Copy of valid & Up-dated Trade license

E.2.2.2c          Name of Chief Executive and Address

E.2.2.2d          Name, address of all employees with photographs

E.2.2.2f          List of Trucks with valid Tax-token/Fitness

E.2.2.2e          Bio-data of driver’s & Cell Phone Numbers

E.2.2.2g          Copy of drivers License

E.2.2.3            Agreement with Ocean/Air Carriers Agencies

Agencies will submit the following documents:

E.2.2.3a          Up-dated Agreement Copy

E.2.2.3b          Name of Chief Executive and Address

E.2.2.3c          Name, address of all employees with photographs

(Most of the time carriers are nominated)

E.2.2.4            Agreement with Labor Contractors

Contractor will submit the following documents:

E.2.2.4a          Name of chief Executive and address

E.2.2.4b          Name, Address of all employees with photograph

E.2.2.4c          Fitness Certificate

E.2.2.4d          Background check paper

E.2.2.4e          Criminal verification report

E.2.2.4.f         Photo ID Cards of labors

E.2.2.5                        Agreement with waste disposal contractor

Contractor will submit with following documents:

E.2.2.5a          Name of chief Executive and Address

E.2.2.5b          Name, Address of all employees with photograph

E.2.2.5c          Background check papers

E.2.2.5d          Criminal verification Reports

E.2.2.5e          Photo ID cards of labors

E.2.2.5                                    Monitoring & Follow-up

F.2.3               Factory will follow-up and monitor periodically on the adoption and practices of the issues identified as per C-TPAT requirement and maintain records

Records to be maintained:

1	Agreement copies with C&F Agencies
2	Agreement copies with Transport Agencies
3	Agreement copies with Ocean/Air Carriers
4	Agreement copies with labor contractors
5	Agreement copies with waste disposal contractors
6	List of Truck with Registration Numbers
7	List of Drivers with photon driving license/cell phone Numbers
8	List of Custom Jetty Sarkars with photo ID cards
9	List of Labors with photo ID cards
10	List of off-shore Suppliers
11	List of all local suppliers
12	List of Trucks of local suppliers
13	Monitoring & follow up reports

E.3:                 Restricted Area Security

E.3.1               Store/sub-store Security

E.3.1.1            Factory will conduct periodic background checks criminal records of all workers/staff of stores and sub-stores and maintain records

E.3.1.2            Factory will issue “Security Pass” to those workers/staff directly involved in store materials handling and maintain register of issuance of pass

E.3.1.3            Factory will cancel “Security Pass’’ when workers/staff resigned, dropped out, terminated or transferred and maintain register.

E.3.1.4            Factory will inform and submit a list to security unit of all workers/staff those who resigned, drop out or terminated of transferred from stores.

E.3.1.5            Store/sub-store will maintain a register of all workers/staff and visitor entry

Records to be maintained:

1	Entry Register/Log Book
2	List of workers/staff authorized for entry

E.3.2               Packing and Finished goods area Security

E.3.2.1             Packing area and finished goods area will be separated from working floors and marked “Restricted Area’’ and entry will be allowed only those having “Security Pass”

E.3.2.2            Factory will be conduct periodic background checks criminal records of all workers/staff of packing section and maintain records

E.3.2.3            Factory will issue “Security Pass” to those workers/staff directly involved in packing materials handlings and maintain register of issuance of pass

E.3.2.4            Factory will cancel ‘Security Pass” When workers/staffs resigns, dropped out, terminated of transferred and maintain a register

E.3.2.5            Factory will inform and submit a list to security Unit of all workers/staff those who resigned, dropout or terminated to transferred from packing area

E.3.2.6            Packing section will maintain a register off all workers/staff and visitors entry into packing area

E.3.2.7            Packing section will maintain a register and record daily number of cartons and maintain shipment records

E.3.2.8            Factory will provide separate dress to workers/staff working in the packing area for easy identification dresses to be withdrawn from those workers/staff resigned, dropped out, terminated or transferred.

E.3.2.9            Packing section will display list of workers/staff and loaders with photograph those who holds “Security Pass” and allowed to enter into packing & finishing goods area

Records to be maintained:

1	Entry register/log book of workers/staff & visitor (E.3.2.6)
2	Register of finished cartons and shipment (E.3.2.7)
3	List of workers/staff & loaders

E.3.3:              Chemicals store security

E.3.3.1            Security Unit will control entry into Chemical store and maintain In/Out register

E.3.3.2            Security will allow only Store/Sub-store staff into chemical store

E.3.3.3            Security will maintain stock register of the chemical store.

E.3.3.4            All chemical containers will be stored on sand boxes to prevent any lick age.

E.3.3.5            Security will ensure all safety practices are maintained while chemical delivered

E.3.3.6            Security will maintain register when disposing off empty chemical containers

Records to be maintained:

1	In/Out Register
2	Empty container disposal Register
3	Stock Register

E.3.4:             Loading/Unloading area Security

E.3.4.1            Separation of loading/Unloading Area

E.3.4.2            Factory will separate loading & unloading areas by means of permanent/temporary barriers from rest of the floors and restrict un-authorized access of general workers/staff.

E.3.4.3            Unloading of imported goods & local suppliers

Upon arrival of trucks, Security Compliance (SC) will check and ensure the following and report accordingly in a prescribed format:

E.3.4.2a          Check identity of the truck and driver

E.3.4.2b          Check seal condition before unloading cargo

E.3.4.2c          Ensure presence of store staff before unloading

E.3.4.2d          Ensure presence of security before unloading

E.3.4.2e          Ensure loaders engaged having “Secutiry Pass’’

E.3.4.2f          Clear Un-authorized persons before unloading

E.3.4.2g          Check content of materials as per delivery Chalan

E.3.4.2h          Check any shortage and overage of material

E.3.4.2i           Record details of imported goods in format

E.3.4.2j           Report shortage & overage to admin Unit

Records to be maintained:

1	Import Report

E.3.4.3            Inspection of empty container/Trucks 

Upon arrival empty containers/truck, Security Compliance (SC) will check and ensure the following and report accordingly in a format:

E.3.3.3a         Examine interior front

Measure interior front wall-height & width check for any hollow sound by tapping on walls

E.3.3.3b         Examine Left/Right side walls    

Measure interior front left/right side walls height & width look for new woods/iron sheet, drill marks or holes where foreign substances may have been forced into walls

E.3.4.3c          Examine floors

Measure the floors-length & width look for new woods/iron sheets, change in seam and abutment (Boundary).

E.3.4.3d          Examine Roof/Ceiling)

Measure ceiling/roof-length & width looks for joints, seams, fastener devices.

E.3.4.3e          Examine Doors

Examine tempered hinges, new hinges, position changes, cracks and strengths.

E.3.4.3f          Examine Outside/under carriage

Tap & Listen changes of sound indicating a weakened area

look for joints, wields that are new, changed, weak of holes etc.

E.3.4.3g          Locking Containers/Trucks

Upon completion of empty containers/trucks and if found okay, Security compliance will lock empty containers/truck door to door to stop any un-authorized entry or loading

E.3.4.3h          Posting Guards

Security Unit will place security to guard empty containers/truck from any un-authorized access or loading of materials.

E.3.4.3i           Recording

Security Compliance will document inspection results on a prescribed Format and maintain a Register/log book of arrival an departure of containers/trucks.

Records to be maintained:

1	Inspector Report
2	In/Out Register of Containers/trucks

E.3.4.4            Export schedule & Booking

E.3.4.4a          Based on shipment schedule and intimation from merchandising Unit, Commercial Unit (Export) will place booking with shipping Agents for space on the scheduled ship/aircraft.

E.3.4.4b          Upon confirmation from shipping agents, Commercial Unit (Export) will notify merchandiser, production unit and store on the placement of containers/trucks for loading for onward shipment.

E.3.4.4c          Commercial Unit (Export) will also notify security compliance on the placement of containers/trucks.

                       

E.3.4.5            Loading of Containers/trucks

Upon Placement of containers/trucks, Security Compliance will check and ensure the following:

E.3.4.5a          Check empty containers/trucks as per E.3.4.3

E.3.4.5b          Confirm identity of drivers

E.3.4.5c          Collect cell phone number of drivers

E.3.4.5d          Confirm identity of loaders with “Security Pass’’

E.3.4.5e          Confirm presence of security/store representatives

E.3.4.5f          List names of store/security representatives

E.3.4.5g          Verify details of export like buyer, PO#, Style, Item, Quantity, weight with the commercial invoice packing list and delivery chalan receipts

E.3.4.5h          Oversee loading of goods into containers/trucks

E.3.4.5i           Stop entry of any un-authorized person into loading area and container/trucks

E.3.4.5j           Stop loading of any un-manifested cargo into containers/trucks

E.3.4.5k          Seal loaded containers/trucks as soon loading is completed

E.3.4.5l           Obtain receipts of loaded containers/trucks from Transport Agents

E.3.4.5m         Report any shortage and overage to admin unit

E.3.4.5n          Record details of export in a prescribed format.

Records to be maintained:

1	Export Register
2	Seal Register

E.4:                 Supply Chain Custody

E.4.1               Factory will use licensed sources for purchase of all materials required to produce garments.

E.4.2               Factory will keep all records to trace origin of raw materials like:

E.4.2.1            Performa Invoice

E.4.2.2            Commercial Invoice

E.4.2.3            Packing List

E.4.2.4            Bill of Entry

E.4.3               Factory will keep all records to track down goods from entry to exit like:

E.4.3.1            Inventory Report

E.4.3.2            Shortage/Overage Records

E.4.3.3            Entry Records into stock Register

E.4.3.4            Cutting Records

E.4.3.5            Production Records

E.4.3.6            Quality Records

E.4.3.7            Finished Goods Records

E.4.3.8            Shipment Records

E.4.4               Factory will keep all records of export like:

E.4.4.1            Commercial Invoice

E.4.4.2            Packing list

E.4.4.3            Certificate of origin

E.4.4.4            Multiple Declarations

E.4.4.5            Beneficiary Certificate

E.4.4.6            Bill Of Lading

E.4.5               Factory will ensure packing of goods on the following:

E.4.5.1            Goods packed as per size ratio

E.4.5.2            Goods packed as per required quantity

E.4.5.3            Shipping marks as suggested

E.4.5.4            Each carton weight taken/written

E.4.5.5            Cartons sealed with tamper roof tapes

E.4.6               Factory will keep all records of payment to related parties, service providers and workers/staff

Records to be maintained:

1	List of suppliers and service providers
2	Import Documents
3	Production Documents
4	Export Documents
5	Payments Records
6	Packing Record

E.5:                 Custody of Keys

E.5.1               Keys Distribution

Store will procure all locks and distribute through a register. Distribution of keys will be as follows:

E.5.1.1            One Set for the user

E.5.1.2            One set for the security Unit

E.5.1.3            One set for the safe box

E.5.1.4            Store, Accounts Unit, Finished goods Area duplicate keys will keep only in the safe box.

E.5.2               Safe Box

Admin Unit will remain a safe box for one set of key of all internal/External locks. The box will kept in safe place always locked. Incase of emergency these keys will be issued. A Register is to be maintained for receipts and delivery of keys.

E.5.3               Lock Box

Security Unit will keep all keys of the inside and outside doors in a locked box-“Lock Box’’

E.5.4               Custody of lock Box

Key of the lock box and of the main gate will be kept with Security Officer or to a person designated by the Admin unit.

E.5.5               Opening of lock box

Lock box will be opened by security officer of designated Admin officer at 7:15-7:30 am for opening of all doors for cleaning

E.5.6               Lock box Register

Security/Admin officer will sign Register during receipts of and handing over the lock box key or main gate key during closing and opening of the factory

E.5.7               Rotation of Locks

Locks will rotated/changed daily of all inside doors to prevent any unwanted security breaks and register to be maintained.

E.5.8               Sealing of lock

Locks will be sealed daily by the security before locking any door after closing

E.5.9               Opening Locks

Before Opening any sealed lock security will check any tempering of seals and note in a register and report to admin Unit for enquiry.

E.5.10             Access to safe/Lock Box

Access to ‘Safe Box” and Lock Box will be limited to security In-Charge & designated Admin staff for closing/opening of Boxes

E.5.11             Store Keys

Store will have the custody of their keys and duplicate keys will be kept in the safe Box.

E.5.12             Finished Good Area Keys

Finishing In-Charge will have custody of keys of finishing Goods Areas and duplicate keys will be kept at the safe box.

E.5.13             Accounts Unit Keys

Accounts Unit will have the custody of all keys under their control

Chemical Store Keys

E.5.14             Security will have the custody of keys of chemical store

Waste Dump Keys

E.5.15             Security will have the custody of keys of waste dump

Outside Light Switch Box Keys

E.5.16             Security will have the custody of keys of outside Light Switch Box

Tampering of Lock/Loss of Keys

E.5.17             Security will change any locks found tampered or keys lost and a report to be submitted

Records to be maintained:

1	Safe Box Operating Register
2	Lock Box Operating Register
3	Register of rotation of Lock
4	Register of rotation of Lock
5	Register of tampering of lock
6	Enquiry Reports of lock tampering
7	Register for opening/closing of waste dump
8	Register for lighting On/Off time

E.6                  Custody of Seals

E.6.1               Seal Materials

Based on requisition, Admin Unit will supply Seal Materials to security In-charge and Security Compliance Office for sealing of inside and outside doors or for sealing outbound containers/trucks and maintain a register.

E.6.2               Specification of seal Materials

E.6.2.1            Outbound Seal Materials

E.6.2.1a          Seal can not be used more than once strong enough to prevent accidental breakage of deterioration due to weather

E.6.2.1b          Seals must be difficult to copy or counterfeit

E.6.2.1c          Seals will not be removed or undone without breaking or tampered and leaving a trace

E.6.2.1d          Seal will be ISO Standard

E.6.2.2            Internal Seal Materials

E.6.2.2a          Sealing internal locks will be done by Gala/Thread and stamped with factory logo

E.6.3               Seal Operating System

E.6.3.1            Out bound seals will kept under the Custody of Security Compliance Officer where as internal seals will be kept under Security In-charge

E.6.3.2            Seal Registers for internal and Outbound is to be maintained by Security In-charge and Security Compliance Officer

E.6.3.3            Change of custodian of seals will be recorded in a register and maintained at admin Unit.

E.6.3.4            Loss of any seal is to be recorded and reported to Admin Unit and an enquiry is to be made to prevent future incidence

E.6.4               Shippers Seal

After Custom verification and clearance, Shipper will place ISO recommended seals to loaded containers in shipper nominated Depot.

Shipper will mention seal number in B/L copy

E.6.5               Broken Seal Register

E.6.5.1            Out bound cargo seals

Upon arrival of vehicles (Containers/trucks) with out bound cargo for shipment at Depot C& F Agent will check and provide a receipt mentioning seal condition before handing over to customer/Shipping Agents

E.6.5.2            Inbound Cargo Seals

E.6.5.3            Upon arrival of vehicles (Container/Trucks) with Out-bound cargo from Chittagong or local suppliers, Security/Store will check seal condition and record in a register.

E.6.5.4            Inter-facility Cargo Seals

Security /Store will check seal condition before unloading any cargo arriving from other factory.

Records to be maintained:

1	Seal Register
2	Enquiry Register of lost Seals
3	Records of Shipper’s Seal No.
4	Broken Seal Receipts/Register

E.7:                 Reporting on Alert, Accidents, and Abnormalities

E.7.1               Alert

E.7.1.1            Upon receipt of any information of identification of detection of any illegal activities or an attempt of any activity, Security will inform Director Admin or Factory Management immediately

Reviewing the situation of any illegal activity of any attempt of any such activity, Management will unauthorized Security In-charge to contact and inform local law enforcement authority for action

E.7.1.2            Security will maintain a register/report on all such activity as outlined in E.7.1.1/E.7.1.2

E.7.2               Identification of Un-usual Activities

Security will report to Director Admin on the following activities and maintain a register:

E.7.2.1            Un-authorized entry into factory premises

E.7.2.2            Un-authorized entry into empty/loads containers/trucks

E.7.2.3            Un-authorized entry into restricted area

E.7.2.4            Broken perimeter wall, doors locks, window locks/pane, iron grill, focus light

E.7.2.5            Missing Keys/lock/seals

E.7.2.6            Tampering of door locks/seals

E.7.2.7            Tampering of container/truck seals/locks

E.7.2.8            Over writing or illegible gate-pass/invoices

E.7.2.9            Carrying drugs, narcotics, chemicals

E.7.210           Leakage from chemical containers

E.7.2.11          Upon receipt of report on above issues E.7.2.1-10 from security, Admin Unit will investigate the incidence and take appropriate measures of further occurrence and initiate actions

E.7.2.12          Reports or a Register is to be maintained on all incidences and actions

Records to be maintained:

1	Reports/Register on all incidences (E.7.1.3/E.7.2.12)

E.7.3:              Theft/Loss of Property

Un-authorized Possession of any factory property by an individual for his/her personal benefit will be termed as theft or loss of property of the company

E.7.3.1            Security will immediately investigate from where, how and when he/she is in possession of the ceased materials and report to Director Admin

Incase of proved theft/illegal possession:

E.7.3.1a          Termination Immediately

E.7.3.1b          Seizure of ID Cards/Time Cards

E.7.3.1c          Follow up to stop leakage

E.7.3.1d          Reward to individual detection

E.7.4:              Gate Pass Anomalies

E.7.4.1            Security will inform Director Admin and store In-Charge on the illegible Gatepass/chalan and any overage/shortage as per incoming/outgoing gatepass/chalan

E.7.4.2            Security will inform Director Admin on the status of goods/item going out of the factory for wash, repair, loan through, using Returnable Gate pass' on a weekly basis.

E.7.4.3            Security will inform Director Admin on un-usual delays and shortage of goods/item given through Returnable Gate passes

Records to be maintained:

1	Theft/Loss Property Register
2	Report on illegible Gate pass/Chalan
3	Report on overage/shortage in gate pass/chalan
4	Report on Delays of Returnable goods

E.7.5               Accidents and Emergencies

Accidents to be define when a major occurrence of fire, electric short circuit, boiler burst, generator burst/failure, structural damage of the building identified:

E.7.5.1            In case of incidence, Security will:

E.7.5.1a          Inform Director Admin and other Directors

E.7.5.1b          Mobilize all security personal

E.7.5.1c          Secure all gate/entry points from un-authorized entry of outsiders

E.7.5.1d          Alert Medical Unit/Clinic/Hospitals

E.7.5.1e          Alert Fire service/Police Station

E.7.5.1f          Help workers/staff to come out

E.7.5.1g          Organize evacuation

E.7.5.1h          List missing workers/staff

E.7.5.2            Security will investigate separately and report in writing to Director Admin.

Records to be maintained:

Accident Report

Emergency Contact Numbers

Agrabad Factory

Fire Service

Ambulance

Double Mooring Police

Chittagong Medical Collage

Management Contact

List available with security Unit

Transportation of Inward/Outward Cargo

Inward Imported Cargo from Ctg Port

Upon receipt of shipment Documents from overseas Suppliers, Commercial (Import) Unit Prepares cargo ETA Schedule Report and shared by store, Security and Merchandising Unit

Security and store takes all preparation for un-loading of imported cargo accordingly

C & F Agent clears the cargo from port and loads into designated Transport Agencies trucks, seals trucks, hands over all relevant papers and delivery invoice/Chalan

C&F Agent notifies Commercial (Import) Unit and relevant Store on the identify of trucks, drivers contract No, truck departure time

In the absence of GPS Tracking System in Bangladesh (as of today)

Commercial (Import) Unit/Store will monitor trucks movement from Chittagong port to factory store over driver's cell phone and record stoppages and delays on the road in a register

Normal trucking hours 30 Minutes

Commercial (import) Unit will investigate with Transport Agency on any delays on the road and a written record is to be maintained

Upon arrival of cargo, unloading formalities will be maintained by the store and security

Seal Checks

Security during un-loading

Inventory

Report on overage/shortage

Records in the stock Register

Shipment ETA schedule Report

Tracking Report of Trucks

Delay Enquiry Report

Outward Export Cargo from factories is transported in Chittagong port for shipment through Bangladesh Railway System or inland road Transportation less then 2% exported through air shipment

Railway Transportation

Sealed containers along with an escort from factory leaves for inland container Depot (ICD), Kamalapur Dhaka Railway station in a receipt in a suitable pre-determined route

Factory escort handover sealed container to C&F Agent for custom formalities and a receipt taken

Upon completion of custom formalities, C&F Agent and shipping agent seals containers for shipment seal number is provide in the B/L copy

Sealed container is carried over to Chittagong port under the custody of Bangladesh Railway.

Bangladesh Railway provides adequate armed security while transporting from ICD to Chittagong Port terminal

Transport Time from ICD to Chittagong Port usually takes 12 -15 Hours

Air Transportation

Sealed trucks along with an escort from factory leaves for Shah Amanat Airport, Dhaka, in a suitable pre-determined route

Sealed trucks hand over to Air Fright Forwarder for custom formalities, Air Freight Forwarder handover the cargo to Airport cooling store under the custody of custom Authority

Air Freight Forwarder Provides House Airway Bill after departure of cargo

Inland /Road Transportation

Sealed trucks along with an escort from factory leaves for Chittagong in pre-determined route

Factory escort handover sealed truck to C&F Agents for Custom formalities and a receipt taken

Upon completion of Custom formalities the cargo is hand over to shipping Agents for consolidation and stuffing for shipment

Consolidation and stuffing into containers is done by shipping Agent in the restricted port area and container sealed by Custom/Shipping Agent

Shipping Agents provides containers seal number in the B/L copy

Records to be maintained:

Handover receipt from C&F Agent (E.8.2.1b)

Handover receipt from Air Freight Forwarder (E.8.2.2b)

Handover receipt from C&F Agent (E.8.2.3b)

Transportation Security

In the absence of any GPS/GPRS Tracking System in Bangladesh, Factory adopted the following system to monitor the inward/outward transportation of cargo:

Factory will seal all incoming/outgoing containers and trucks before departure of Chittagong and Dhaka seals should be ISO Standard 1-time use with serial number

Factory will provide escort service to accompany all incoming/outgoing containers/trucks

Factory Commercial Export Unit or Store will monitor and record where-about of all departed containers and trucks through calling Escorts or Drivers cell phone at least 2-3 times

Factory Security will examine all seals and record any attempt of tampering or damage

GPS/GPRS Tracking System

Factory will adopt any service of GPS Tracking available in the country to monitor incoming and outgoing containers/trucks.

Factory is in negotiation with General Automation Ltd a GPS Tracking service provider who is planning to introduce the system by Dec/2008

Service Plan by General Automation:

Tracking movement on a route map

Stop Time Tracking

Geo-fence/stop alert/idle time alert

Non-responsive Tracking

Un-authorized movement

SMS summary

Factory is also negotiation will transport Agencies on the adoption of future tracking service.

Records to be maintained:

Tracking record by cell phone (E.8.3.3)

Seal Monitoring Report (E.8.3.4)

Transportation Risk/Hazard/Danger

Transport Agencies vehicles are provide for transportation of goods from Chittagong port to Ritzy Warehouse and similarly goods transported from Ritzy stores to Chittagong Port using roads and railways.

In case of accidents, any breakage of vehicles, organized arson/theft, police checks following actions to be taken:

In case of accidents/breakage

The drivers will inform immediately to their office and report to nearest police station for protection

The escort will inform immediately to Ritzy Store In-charge/Export Manager

Ritzy Store/Export Unit will communicate with the transport office and request to arrange alternate tucks for onward transportation

The driver and escort will access any damage of goods and report accordingly

The driver and escort will arrange loading of goods into the 2nd truck with the help of local labors.

The driver/escort will be on guard during loading

The driver/escort will report in writing

In case of organized Arson/Theft

The Driver and escort will report to nearest police station and seek assistance and will inform respective officers over cell phone.

In case of Police Checks

As the vehicles are sealed, the driver and escort will politely request police to contact respective officers on the cargo and authenticity.

Hot Numbers

-----------

----------

Storage & Distribution Security of Goods

Storage & Distribution areas identified as follows:

Fabric storage Area

Accessories/Trims Storage Area

Finished Goods Storage Area

Chemical Storage Area

Waste Storage Area

All distribution will done through loading Dock

Following Security procedures will be maintained in addition to factory security policy & procedures.

Physical Security of Storage Area

Store will be separated within the building premises through durable and impenetrable material in order to prevent un-authorized/un-lawful entry from outside.

Doors will have adequate locks and alarm system to prevent un-lawful breakage

Windows will have glasses and wire-mesh grills to prevent un-lawful breakage

Windows will have locks or latches that prevents opening for outsider

Sufficient lighting will be arranged to prevent un-lawful activities

Security guards will be posted at all storage areas till it is open and a roster is to be maintained

Checks will be made of all storage areas on the breakage/wear-out of physical security and a register is to be maintained.

Records to be maintained:

Duty Roster of Security Guards

Register for Physical verification of storage Areas

All workers/staff working in the storage/distribution areas will have photo ID cards and security pass

Contract labors working in the storage/distribution areas will have photo ID/Security Pass.

List of authorized workers/staff for entry into storage/distribution areas will be updated regularly and posted in appropriate place

Register to be maintained of all entry IN/OUT of all workers/staff/labors into storage/distribution areas

Visitor entry will be restricted into storage/distribution areas unless authorized by the management and a register to be maintained

Ex workers/staff entry into storage/distribution areas will not be permitted

Service Providers of his/her representative entry into storage/distribution areas will not be permitted

Security will have authority to stop carrying of any personal item into storage/distribution areas like lunch Box, packets, bags, drugs, match boxes, cigarettes etc.

Security will have authority for body checks to prevent any pilferage/theft of company property

Security will not allow parking of any vehicle of visitors/staff in/near the distribution/loading areas

Security will monitor un-authorized entry into storage/distribution areas through observing CCTV and record/report any break of security procedure

Records to be maintain:

In/Out Entry Register

Records of Security Breaks

Procedural Security in storage/Distribution Areas

Recruitment of workers/staff

Factory will conduct employment screening by interviewing prospective job seekers to ensure their background and reference in a prescribe format

Security Criteria for Recruitment

Factory will deny any appointment if:

Found records criminal involvement

Unable to submit local Govt. Certificate

Negative remarks from Referees

Falsified Records

Denial for police verification

Criminal records verification

Factory will conduct police verification (Criminal Records) of all workers/staff when they are appointment and on a periodic basis

Issuance and Cancellation of ID cards/Security Pass

Factory will issue photo ID cards/Security Pass after background check and Police verification

Photo ID Cards/Security Pass will be cancelled upon resignation/termination or drop out from the job or transferred from storage/distribution areas to another areas of the factory

Custody of Keys

Keys of fabric stores and accessories stores will be under the custody of respective store In-Charges. All locks will sealed by store In-Charge and doors will be locked under his/her presence

Store door will be opened during his/her presence.

Tampering of locks

Store In-Charge will observe any attempt of breakage or tampering of locks while opening store doors and report in written to the Admin unit

Segregation of Domestic/International Cargo

All imported fabric/Trims and locally procured trims will be stored in the stores

All exported goods will be stored in the finished goods stores/area

Any reject/excess finished goods not quality for export will be stored in a separate store area

NO GOODS PRODUCED AS DOMESTIC CARGO

Storage of imported and local Supply Goods

Fabric and accessories either imported or procured from local suppliers. Security checks will be maintained as follows:

Delivery receipt/chalan will be verified based on packing List

Store and security staff will check seals of containers/trucks and doors open

Quantity will be verified separately by store and security against delivery chalan and packing list

Security will stamp delivery chalan and mention quantity received

Store will carry out inventory report

Any shortage/overage will be reported by store to appropriate authority

Store will be make entry of goods in the appropriate stock register

All in-coming goods into the store will have Bin Cards clearly mentioning name of buyer, quantity, deliveries and balance

Yearly Physical inventory of all stocks will carried out by Admin and unit

All records will be maintained for 3 years

Records to be maintained:

Inventory Report

Overage/Shortage Report

Bin Cards

Stock Register

Delivery Chalans

Yearly Inventory Reports

Shortage of Finished & Exported Goods

Upon Inspection of product integrity and Quantity standard of finished goods, packed in a carton or as blister for export. Security checks maintained:

Cartons are numbered

Blister are not numbered

All cartons or blister transferred from packing to finished goods storage area

All incoming goods into finished goods area is recorded in a register

Access into Finished goods area is restricted to selected workers/staff

Security During Distribution of Goods

Security measures are taken while goods are distribution in working floors or during export.

Internal Deliveries/Distribution

All internal deliveries/distribution will have supporting documents in the form of store requisition (SR) or request letter from authorized persons

All deliveries/distribution is given through internal store gate pass

All deliveries/distribution recorded in the Bin cards and stock register

External/Export deliveries will have support documents in the form fo SR, Commercial Invoice, Packing list

All deliveries will be given through delivery chalan, gate Passes

All delivery chalan/Gate passes will be written clearly, any alteration is to be counter signed by the store In-Charge

All deliveries will be checked by security based on delivery chalan /Gate Pass

All deliveries will be recorded in the appropriate register by store

Storage/distribution Reporting

Security will report in writing of Director Admin on all breakage, anomalies of:

Physical Security of the Factory

Breakage/violation of Procedural security

Shortage/Overage of goods as per chalan

Storage/Distribution anomalies

Records to be maintained:

Delivery chalan/Gate Pass

Invoices/Packing List

Export Register

IT & Documents Security

Factory will ensure highest level of security in the preparation, handling, dispatch and preservation of commercial, financial and product integrity papers/documents and protect IT system from illegal entry and hacking

IT System Security

Access to IT Unit

Factory will separate IT Unit from general operating area and restrict access from general entry

IT Staff

Factory will check backgrounds and verify criminal Records of IT personnel on a regular basis

Access to Servers and Security

Access to sever will be restricted to IT Staff only and operation will be controlled through:

Auto shut Down system

Password

Detection of un-authorized entry

Authentication Failure

New Password every after 15-days

Auto alert for new password

Sever Back-up Service

IT Unit will arrange regular back-up support of all commercial & financial documents through:

Head Office server to ASL server

ASL Server to head office server

HO/ASL server to proshika server

Back-up Hard-disk away from server of commercial /Accounts computers

Daily CD writing by IT staff and carry home

IT Staff Change

Upon transfer or termination of IT staff all passwords of servers will be changed

Attendance data Base Security

IT Unit will keep back-up support of all Attendance Data Base information in a separate hard disk for a minimum of 3-years

Register will be maintained by Director compliance or IT Manager on all changes of passwords

Commercial Documents Security

Commercial documents are related with import of raw material and export of finished goods as per buyers Letter of Credit L/C

Commercial Papers

Considering all commercial documents are high risk papers, its preparation, handling, dispatch and preservation will be done centrally at Head Office.

Import related Documents

Performa Invoice (PI)

Commercial Invoice

Packing list

Bill of Entry (B/L)

Export related Documents

Commercial Invoice

Packing List

Certificate of Origin

Multiple Declarations

Beneficiary Certificate

Bill of Lading (B/L)

Individual Computer Security

Individual Computer in the Commercial (Export & Imported) Unit will be protected by Bios, Operating and Resource Passwords and changed on every 15 Years.

Access to all commercial Computers

Access to all commercial computers will be restricted to those who are assigned and operation will be controlled through.

Auto shut down system password

Detection of un-authorized entry

Authentication Failure

New Password every after 15-days

Auto alert for new password

Commercial Staff

Factory will check backgrounds and verify criminal Records of commercial staff on a regular basis

Commercial Staff Change

Upon transfer or termination of commercial staff all passwords of that computer will be changed.

Commercial Computer Back-up Service

IT Unit will arrange regular back-up support of all commercial documents through.

Individual computer to HO Server

Individual computer to Back-up Hard Disk away from HO Server

Daily CD writing by commercial staff and carry home

Web Page

Daily Mail/Documents/Parcel Security

Mails in the form of letters, personal documents and official parcels received daily Security Unit. Following security measures to be ensured:

All incoming mails/Documents/Parcel is to be received by security Unit and to be entered in a Register and hand over to Admin Unit for onward distribution.

Security will have authority to scan, check or open any mail/documents/parcel (if in doubt) before hand over to Admin Unit

Admin Unit will distribution mails/documents/parcels to individuals through a register

Admin Unit will investigate of any un-authorized object found in a mail/documents/parcel and initiate action accordingly

Security Break Reporting

All types of security breaks in the commercial, IT and Accounts is to be reported in writing directly to the Director Administration.

An investigation will be done and appropriate disciplinary actions to be initiated.

Records to be maintained:

Register of incoming mail (E.9.4.1)

Register of Distribution Mails (E.9.4.3)

C-TPAT Partnership with Service Providers

Ritzy Apparels being a manufacture, Importer and exporter will develop and implement a comprehensive plan to enhance security procedures through out their operations by inviting service Providers to participate in the custom Trade Partnership Against Terrorism "CTPAT" program

Partners are Listed/Nominated:

Fabric Manufactures

Accessories Manufactures

Brokers/Suppliers

Warehouses

Land carriers (Railway & Transport Authority)

Air Carriers

Sea Carriers

Participation in the C-TPAT or Security Partnership will enhance Product integrity, timely, Delivery and mutual benefit to all partners.

Factory will initiate awareness program for the service providers on the C-TPAT requirements and participation

Factory will provider detail CTPAT requirement for their self-Assessment and necessary improvement

Factory will pursue Service Provider for execution of an agreement on the implementation of CTPAT requirements.

Records to be maintained:

Records of Communication with service (E.10.1)

Records of self-Assessment of service providers (E.10.2)

Records of Partnership Agreement (E.10.3)

Job Description Of Security Personnel

Physical Security

Check and ensure all guard posts manned as per roster duty

Check and ensure private vehicles not parked in the loading and un-loading area

Check and ensure all security lights functioning and "NO" Position in the loading and un-loading areas and around the building

Check and ensure all internal doors and windows properly locked and sealed

Check and ensure all exit/entry doors properly locked and sealed while factory closed

Report any incidence of un-authorized access into the factory or in areas like stores, loading, unloading and packing area

Access control

Ensure all visitors identity by contacting respective officers/staff with whom visitor wants to meet

Enter all visitors name into register and issue visitor pass to enter the factory

Escort visitor to the respective office/staff

Ensure identity of all workers/staff

Ensure identity of all suppliers/contractors/laborers

Patrol and prevent any un-authorized personnel into restricted areas of workers/staff other than authorized personnel into restricted areas like loading, un-loading, stores, packing etc.

Prevent carrying any brief cases, packets, lunch boxes, bags without checking into restricted areas

Patrol in and around factory premises and working floors to stop any tampering of goods/machines.

Check/scan visitors bag, brief cases etc.

Procedural Security

Check seals of incoming containers/Covered vans and report to any tampering and breakage

Check empty containers/covered vans kept locked

Ensure security cleared loaders engaged in loading

Check loaded containers/covered vans properly locked and sealed

Report/alert authority of any illegal goods loading

Oversee duty of guards posted in & around factory

Job Description Of Guards

Protect Company Property from any damage, theft, pilferage

Perform 'Body Checks" of any workers/staff on grounds of suspicion of pilferage or theft of company property

Checks lunch Boxes, bags of workers/staff in case of doubt

Stop any one or a group of people seeking un-authorized access into factory premises by using force or by means of any illegal method

Control access of workers/staff those who fail to show their

Wear Uniform while on duty

In case of emergency

Not leave their position

Help workers/staff to come out from factory

Stop entry of outsiders

Control and defuse pressure of people on stairs

while rushing out from factory

Protect some one from falling

Job Description of Female Checkers

Perform "Body Checks" of female workers/staff

Report incidents of pilferage, stealing of company property

Supervise cleaning of floors/toilets

Supervise on harassment/abuse in the floors

Records to be maintained:

Job Description distribution Register

Education and Training on Security

Factory will organize security awareness program in general and specific training and specific training to all commercial staff, IT staff, packers and store staff

Factory will brief all workers/staff on the product integrity

Factory will brief all workers/staff for identification of theft, illegal activities and offer them incentives

Factory will orient all newly recruited workers/staff on security matters

Orientation/Training Topics

General Security Topics

Id Cards and Entry

Loss of ID Card

Cancellation of ID Cards

Report of possession of company property

Access into Restricted Area

Employment criteria in light of security

Product integrity

Information of illegal activity/Conspiracies

Restricted Area Security Topics

Issuance Of Security Pass

Loss of Security pass

Cancellation of Security Pass

Periodic criminal record checks

List of Security pass holders

Daily Access log into restricted areas

Daily Finished goods logs

Loading/Unloading Security Topics

Seal Condition

Vehicle Inspection

Persons allowed load/un-load

Documents Authentication

Security arrangement during loading & unloading of vehicles

Role of security compliance/security

Role of store Representative

Detection of un-manifested cargo

Product Integrity

Documents Integrity

Commercial Import/Export Topics

Familiarization of security process adopted to safe guard all commercial import/export Documents

Passwords

Auto shut down assess detection

Auto alert

New password alert

Daily Restoration process

Back-up Support

General security briefing (E.12.5.1)

Periodic criminal record checks

List of Security pass holders

Daily Access log into store area

Confirm goods arrived as per specification

Ensure shipment of goods as per CL/PL

Report any shortage/overage of goods arrived or shipped

Ensure presence of store representative during arrival/departure of goods

Clearly mention identity of vehicle, seal, number, driver's mane in delivery chalan

Security Staff Topics

Briefing on Description

Observation on physical security and report on any breakage/alteration

Visitors access control

Workers/staff access control

Restricted areas access control

Vehicle access control

Newly recruited workers access control

Loading/Unloading Security Process

Key Control

Perimeter Light Control

Alarm System Control

Alert Procedures

Emergency Handling

Detection of illegal activities and reporting

Monitoring of CCTV and reporting

Threat Awareness Topics

Identification of reasons, which can pose a threat in the entire supply chain process

Details in chapter E.14

Review committee will be set-up with the following

Director Administration

GM/PM Production

Store In-charge

Finishing In-Charge

Security In-Charge

Review existing procedures and practices, identify weakness, suggest improvement and maintain written records

Suggest new ideas/topics based on changed requirements/demands as per CTPAT/GSV

Records to be maintained:

Training Records of all workers/staff

Threat Awareness

Factory will foster awareness of threat posed by individuals or a group of individuals at each point of supply chain and aware all employees or personnel engaged in the process of procurement, production, storage, transportation and shipment

Identification of Threat Factories

Workers/staff rift or grievances due to:

Abuse/Harassment

Forced labor/Excess work

Payment anomalies

Termination

Disciplinary actions

Workers/staff personal gains/greediness

Rivalries in the business

Geo-Political grievances in the form of individuals/groups terrorism

Effects of Threat

Loss of factory property

Loss of factory property due to theft by individuals or group of individuals in collaboration with outsiders

Destruction of factory property

Destruction of property due to arson by group of individuals or in collaboration with outsiders

Smuggling of illegal goods

Smuggling of illegal goods like drugs, narcotics, arms/ammunitions by individuals in collaboration with outsiders through packed cartons or using space in the export containers

Loss of business by both parties due to product integrity by affixing wrong labels, size mistakes, product quality, Change of styles/fabric/trims etc.

Threat Control Elements

Physical Security

All elements of physical Security outlined in the Chapter BB (B.1-B.20) and CC (C.1-C-9)

Access Control

All elements of Access control outlined in the Chapter DD (D.1-D.6)

Personnel Security

All elements of personnel security outlined in the security outlined in the Chapter E.1 and E.2

Restricted Area Security

All elements of Restricted Area Security outlined in the Chapter E.3 and E.4

Transportation of cargo Security

All elements of storage and distribution of cargo outlined in chapter E.9

IT & Documents Security

All elements of IT & Documents Security outlined in the Chapter E.10

Product Integrity

All elements of product Integrity outlined in the chapter E.15

Elements of Risk Factors

All elements of risk Factors outlined in the chapter E.16

Records to be Threat Incidence

Threat Awareness Programs

Briefing /Training Sessions

Factory will organize briefing/Training sessions of all existing workers/staff and newly recruited workers/staff on topics identified in the Chapter E.14.1 to E.14.3

Service Providers Awareness

Factory will organize briefing sessions to the members of service Providers on all identified topics in Chapter E.14.3

Security staff Training

Factory will organized training/re-training of all security staff on all elements of threat awareness as identified in E.14.3

Records to be maintained:

Records to Training Sessions

Reporting on the Threats

Workers/staff or a member of security unit will be encourage to report verbally or in writing on any planning or occurance of threat or breakage of security process to security In-charge and Director Administration.

Factory will design internal information collection mechanism or a system to prevent any occurance.

Depending on the degree of offence, Director Admin will authorize security In-Charge to report in writing to the local law Enforcement Authority.

Elements Of Product Integrity

Facility will ensure product integrity through continuous training/Re-training of all workers and staff.

Order and Procure fabric and accessories as per buyer's specification in the Master L/C

Ensure color fastness; lead free, harmful chemical free, sharp edge free fabrics and accessories

Ensure cutting quality

Ensure Production as per specification

Ensure product Quality

Ensure size and corresponding labels okay

Ensure care labels appropriate

Ensure Poly marking are okay

Ensure Shipping marks are okay

Ensure Packing as buyer's ratio

Ensure correct preparation of commercial documents

Ensure correct loading of goods for shipment

Precaution

Excess Labels are to be counted, Stored Properly and be kept for future use.

Excess un-use cartons are to be disposed off after removing or blackening shipping marks

Reject Garments are to be disposed off after removal of labels.

Records to be maintained of all disposals of excess materials/items

Records to be maintained:

Record of disposals (E.13.13d)

Analysis of Risk Factors

Security Risk Factors Analysis will assist factories as a tools for day to day monitoring of security procedures and processes and improve overall security

 practice of the factory

Areas of Security Control	No.	Security Risk Factors	Status
Physical Security		Physical Facilities
	1	Lesser Quality Construction Materials
	2	No Boundary walls or fencing
	3	Un-Protected boundary walls
	4	Un-Protected boundary fencing
	5	Un-Protected doors and windows
	6	Un-Protected entry/exit doors
	7	Non existence of burger alarm system
	8	Poorly illuminated working floors
	9	Poorly illuminated factory premises
	10	Non existence of parking areas
	11	Non existence of secured loading/Unloading Areas
	12	Un-protected loading/un-loading areas
	13	Un-protected parking areas
	14	Un-protected finished goods areas
	15	Un-protected store/sub store areas
	16	No temporary barriers during loading/unloading
	17	Un-protected empty/loaded container/trucks
	18	Absence of finished goods area/store
	19	Non existence of chemical store
	20	No existence of factory closing reporting
	21	Un protected perimeter lighting switch
	22	Non availability of communication gears to security
	23	Poor monitoring of building safety/corrective actions (Broken walls/windowpanes/iron grills etc.)
	24	Non existence of safe key storage Box
	25	No visible sign of restricted areas
		CCTV
	26	Non existence of CCTV facility
	27	Non existence of CCTV monitor at security Unit
	28	No records available of CCTV (45 days) monitoring
	29	No assigned security staff to monitor CCTV 24 hours.
		Security Post
	30	In-sufficient guards at internal/external positions
	31	Non existence of duty Roster of security staff

Areas of Security Control	No.	Security Risk Factors	Status
Access Control		Visitors
	1	Non existence of visitor's log Book
	2	Non existence of visitor's identification
	3	Visitor's not escorted to the place of visit
	4	No control of access of visitors into restricted areas
	5	No identification of loss of visitor pass
	6	No enquiry performed of the loss of visitor Pass
		Workers/staff/Service Providers
	7	No identification
	8	No existence of access control of newly recruited workers/staff/members of service Providers
	9	No existence of access control of dropped-out resigned/terminated workers/staff
	10	Non existence of identification/stoppage process of bringing restricted areas
	11	No identification process of service providers
	12	No clear access control process of members of service Providers into restricted areas.
		Restricted Areas
	13	No visible identification of workers/staff and members of service providers access into restricted areas
	14	No access log maintained for restricted areas
	15	No identification marks on IDs of access into different areas of the factory
		Vehicle
	16	Non existence of vehicle log of visitors, Staff, workers and service providers
	17	No procedure to challenge un-authorized vehicles
	18	No separate parking areas marked for visitors/staff /service providers
	19	No visible identification of vehicles
	20	Non existence of driver's waiting room

Areas of Security Control	No.	Security Risk Factors	Status
Procedural Security		Personnel Security
	1	No procedures exit on workers/Staff requirement
	2	No Security criteria exit for appointment
	3	No background check procedure exit
	4	No update background check available
	5	No criminal record verification process exist
	6	No procedures/practice available on issuance and cancellation of ID cards, Security Pass and Visitor pass, Parking Tickets, Interview Pass.
	7	No List available of the resigned, terminated or dropped-out workers/staff with the security.
	8	No job description available of security personnel
		Service Organization Security
	9	No selection criteria exist for service providers
	10	No service agreement with the service Providers
	11	No monitoring/follow up exist on the security practices by service providers by factory
	12	No up-dated list of service providers available with the security unit
	13	Non existence of list of transport used for inland transportation of goods from/to factory
	14	Non existence of list of drivers used for inland transportation of goods from/to factory
	15	Non existence of business license
	16	Non existence of personnel policies
	17	Non existence of recruitment polices
	18	Non existence of security polices
	19	Non existence of background checks
	20	Non existence of criminal checks
		Restricted Areas Security
	21	No security procedures exist of access control into restricted areas like stores, packing areas, finished goods area, loading/unloading areas, chemical stores
	22	No up-dated list available with the security unit of personnel allowed to work in restricted areas
	23	No Procedures exist on issuance/cancellation of IDs for access into restricted areas
	24	Non availability of up-dated background check papers, criminal record check papers of personnel working in the restricted areas

Areas of Security Control	No.	Security Risk Factors	Status
Procedural Security		Loading/Unloading Security
	25	Absence of identification of personnel engaged in loading/Unloading of goods
	26	Absence of 7 point inspection procedure/practice of empty containers/trucks
	27	Absence of procedure/practice of verification of goods during loading/Unloading item identification weight, quantity etc with invoice, packing list etc
	28	Absence of reporting of excess/shortage of goods during laoding/unloding
	29	Absence of procedure/practice of loading/un-loading of un-manifested goods
	30	Absence of identification of broken/tampered seals of containers/trucks while used for carrying goods
	31	Absence of ISO standard one time use seals while containers/trucks/carrying goods
	32	Absence of containers/trucks register with identification of seal number while carrying goods
		Seal Control
	33	Non use of ISO standard one time use seals
	34	Absence of seal control register
	35	Absence of identified seal custodian
	36	Absence of broken/tampered seal register with identification of seal numbers while carrying goods
	37	Absence of enquiry reports of broken/tampered seals
		Supply Chain Custody
	38	No records available on the origin of goods like invoice, Bill of Entry, Packing List, Production Records, Quality Records, Bill of lading etc.
	39	Non existence of verification of packing goods as per buyer's specification/shipping marks
	40	Non existence of payment Records
		Custody Of Keys
	41	Absence of Keys control Register
	42	No procedure available on the change of custodian of keys due to resignation/termination of or change
	43	Absence of procedure on reporting of locks broken/tampered
	44	Absence of procedure on the loss of keys
	45	No records available on the custodian change, broken/tampered locks, loss of keys

Areas of Security Control	No.	Security Risk Factors	Status
Procedural Security		Transportation Security
	46	No tracking records of loaded containers/trucks
	47	Absence of written procedures on the transportation
	48	Absence of procedures on the reporting of transportation risks to the local law Enforcement Authority
	49	Absence of communication gears with the drivers
		Storage & Distribution Security
	50	Absence of appropriate physical security of Storage and distribution areas
	51	Absence of access control procedures in the storage and distribution areas
	52	Absence of segregated areas for local and international goods
	53	Absence of storage of exported goods area
		IT & Documents Security
	54	Non existence of periodic auto change of computer password
	55	Non existence of regular warning system
	56	Non existence of auto backup system
	57	Non existence of regular verification system of IT security procedure and practice
	58	Non existence of automated information requirement for shipment
	59	No periodic audit or checks performed  on the security procedures requirement of the shipment information control
	60	No procedure in place to verify incoming daily mails, parcels or packets and records of recipient
		C-TPAT Partnership
	61	Non existence of C-TPAT Partnership with service Providers
		Education & Training
	62	Non existence of education/training on security policy/Procedures of all workers/staff
	63	Non existence of threat awareness training
	64	Non existence of security training of newly recruited workers/staff
	65	Non existence of training/re-training of security staff
	66	Non existence of training on product integrity

Areas of Security Control	No.	Security Risk Factors	Status
Procedural Security		Risk Analysis
	67	Non existence of risk analysis in term of security
		Communication & Reporting
	68	Non existence of communication mechanism no security breaks, risk or threat
	69	Non existence of reporting on security breaks to local Law Enforcement Authority
		Monitoring & Follow-p
	70	Non existence of un-announced verification of security practices and corrective actions

 

E.17: Chain of communication & Reporting

In case any security breaks, hazards, accidents Chain of communication shown as follows:

	Board of Director

 

			Director Compliance

 

 

 

 

 

Workers & Staff

Security In-Charge

GM/PM

                                                                                                           

Security & Checkers

Store       IT  Commercial