SWIFS Facility Security Manual v2.0 (01.18.2008) 31 Pages

8/2/2019 SWIFS Facility Security Manual v2.0 (01.18.2008) 31 Pages

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Dallas County Southwestern Institute of Forensic Sciences

FACILITY SECURITY MANUAL,

VERSION 2.0

Authorized by: Jeffrey J. Barnard, M.D., Director and Chief Medical Examiner

Effective date: January 18, 2008


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DALLAS COUNTY INSTITUTE OF FORENSIC SCIENCES

Facility Security Manual

FACILITY SECURITY MANUAL...........................................................................................................................2

DALLAS COUNTY SOUTHWESTERN INSTITUTE OF FORENSIC SCIENCES ..........................................4

FACILITY SECURITY MANUAL...........................................................................................................................4

1. OVERVIEW ............................................................................................................................................................4

1.1.GOALS ................................................................................................................................................................41.2.PROGRAM OVERVIEW .........................................................................................................................................41.3.RELATIONSHIP BETWEEN THE ACCESS CARD CONTROL SYSTEM, BURGLAR ALARM SYSTEM, AND LIFE SAFETYALARM SYSTEMS........................................................................................................................................................41.4.PROGRAM OVERSIGHT AND RESPONSIBILITIES ...................................................................................................41.5.PROGRAM AUTHORIZATION AND AMENDMENT ..................................................................................................7

1.6.RECORDS RETENTION .........................................................................................................................................71.7.SECTION SECURITY PROCEDURES .......................................................................................................................7

2. ACCESS CONTROL..............................................................................................................................................7

2.1.OVERVIEW ..........................................................................................................................................................72.2.OVERSIGHT.........................................................................................................................................................72.3.CARD ACCESS CONTROL SYSTEM.......................................................................................................................82.4.ACTIVATION OF THE CARD ACCESS CONTROL SYSTEM ALARM .........................................................................82.5.ACCESS CONTROL FOR INSTITUTE STAFF............................................................................................................82.6.ACCESS CONTROL FOR INSTITUTE VISITORS.......................................................................................................92.7.PROCEDURE:RESPONSE TO ACCESS CONTROL SYSTEM VIOLATIONS...............................................................132.8.PROCEDURE:USE AND ACCESSIBILITY OF THE GRAND MASTER ......................................................................132.9.PROCEDURE:TEMPORARY CHECK-OUT OF ACCESS CARDS AND KEY-SETS ......................................................14

2.10.PROCEDURE:ISSUING AND RETURNING ACCESS CARDS,KEYS, AND/OR INSTITUTE IDS FOR EMPLOYEES .....152.11.PROCEDURE:REPLACING ACCESS CARDS,KEYS,KRONOS-SWIPE CARD,INSTITUTE ID,INDIVIDUALLY-ASSIGNED PADLOCK................................................................................................................................................162.12.PROCEDURE:PROCESSING VISITORS AT THE MAIN ENTRY .............................................................................162.13.PROCEDURE:PROCESSING VISITORS AT THE MORGUE ENTRY........................................................................18

3. BURGLAR/INTRUSION AND ENVIRONMENTAL ALARM SYSTEM......................................................20

3.1.PURPOSE ...........................................................................................................................................................203.2.MONITORING ....................................................................................................................................................203.3.ACTIVATION OF THE BURGLAR ALARM SYSTEM ..............................................................................................203.4.SYSTEM RESPONSIBILITIES ...............................................................................................................................203.5.PROCEDURE:BURGLAR/INTRUSION ALARM SYSTEM .......................................................................................213.6.PROCEDURE:ENVIRONMENTAL ALARM SYSTEM..............................................................................................223.7.PROCEDURE:OPERATION OF THE CENTRAL KEYPAD........................................................................................223.8.PROCEDURE:OPERATION OF THE LABORATORY KEYPADS...............................................................................233.9.PROCEDURE:RESOLVING A BURGLAR ALARM AT THE LABORATORY KEYPAD ................................................233.10.PROCEDURE:CHANGING THE KEYPAD CODE ON THE LABORATORY KEYPADS ..............................................23

4. LIFE SAFETY ALARM SYSTEM......................................................................................................................24

4.1.PURPOSE ...........................................................................................................................................................244.2.INTERACTION WITH OTHER SECURITY SYSTEM COMPONENTS .........................................................................244.3.ACTIVATION OF THE LIFE SAFETY SYSTEM ......................................................................................................244.4.PROCEDURE:LIFE SAFETY ALARM ...................................................................................................................24

Dallas County Institute of Forensic Sciences 2 Facility Security Manual

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5. ELEVATOR EMERGENCIES............................................................................................................................25

5.1.PROCEDURE: ELEVATOR EMERGENCIES...........................................................................................................25

6. PACKAGE AND MAIL SECURITY..................................................................................................................25

6.1.GOAL ................................................................................................................................................................256.2.INTRA-COUNTY MAIL.......................................................................................................................................25

6.3.INTRA-MEDICAL CENTER MAIL........................................................................................................................256.4.USMAIL...........................................................................................................................................................256.5.PACKAGE DELIVERY SERVICES.........................................................................................................................256.6.GENERAL ADDRESS MAIL AND PACKAGES.........................................................................................................256.7.SUSPICIOUS PACKAGES AND MAIL....................................................................................................................26


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1.4.2.4.Resolve any disputed issues that may arise regarding this policy.1.4.2.5.Request a non-scheduled formal or informal audit of any aspect of the

Facility Security Program.1.4.2.6.Authorize the issuing of keys and/or access cards to non-Institute staff.

1.4.3.Responsibilities of the Quality Manager1.4.3.1.

Assist the Forensic Administrator in implementation of the Facility SecurityProgram and provide routine oversight of the components of this Program.

1.4.3.2.Audit keys and access cards annually1.4.3.3.Audit check-out card and key sets1.4.3.4.Perform additional security audits as requested by the Forensic Administrator

or Director1.4.3.5.Make Institute IDs and Kronos-swipe cards1.4.3.6.Oversee the Institute visitor process1.4.3.7.Review visitor and other security logs and other documentation for

compliance, completeness, and legibility and report results to ExecutiveCommittee as needed.

1.4.3.7.1.Key/Card Check-out Book1.4.3.7.2.Alarm Log located in the Medicolegal Death Investigator Office

1.4.3.7.3.Visitor Record and Morgue Visitor Record1.4.3.7.4.Violations of the Access Control System1.4.3.7.5.Lab Security Check-lists

1.4.3.8.Oversee routine operation of the intrusion/burglar alarm and environmentalalarm system.

1.4.3.9.Maintain archived security policies, procedures, and records.1.4.3.10.Dispose of security records as allowed by policy.

1.4.4.Responsibilities of supervisors1.4.4.1.Support and implement this policy.1.4.4.2.Communicate this policy to employees.1.4.4.3.Assign, distribute, and track keys and access cards for assigned staff1.4.4.4.Ensure that terminating or transferring employees return keys and access

cards prior to termination or transfer.1.4.4.5.Ensure that non-issued access cards and keys are kept in the designated

location.1.4.4.6.Investigate breaches of the access alarm system.1.4.4.7.Immediately deactivate any access card reported as lost or stolen.1.4.4.8.Consult with the Forensic Operations Administrator regarding keys reported

as lost or stolen to determine an appropriate course of action.1.4.4.9.Recommend frequent visitor designation.

1.4.5.Responsibilities of employees1.4.5.1.Actively participate in the Facility Security Program1.4.5.2.Immediately advise a supervisor of any security related concern1.4.5.3.By accepting keys and access card and signing the acknowledgement, each

employee agrees:1.4.5.3.1.To keep the items secure and not loan IFS access card and/or keys to

anyone


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1.4.5.3.2.To ensure that IFS access cards and/or keys are never duplicated outsideof the Institute

1.4.5.3.3.Not to use a personal access card and/or key to open a secure area to anunescorted, unauthorized individual

1.4.5.3.4.To lock a secure area if the last to leave1.4.5.3.5.

To immediately report lost access card and/or keys to a supervisor orthe Forensic Administrator

1.4.5.3.6.To return access cards and/or keys to a supervisor, ForensicAdministrator or Executive Secretary upon termination of employmentwith the Institute

1.4.5.3.7.To pay $10 to replace a non-functioning, broken, lost, or stolen accesscard

1.4.5.4.Wear an Institute ID while at the Institute1.4.5.5.Ensure that visitors meet requirements of the Facility Security Manual and

are properly badged, logged in and out, and escorted1.4.5.6.Stop anyone seen in the building without proper identification and/or escort,

accompany the visitor back to the main entrance, and report the violation tothe Quality Manager or a supervisor.1.4.5.6.1.Non-compliant visitors refusing escort back to the main entrance must

be reported immediately to a supervisor or the Director, who will contacta designated law enforcement agency for assistance.

1.4.5.7.Remain aware of those who enter an access-controlled area with him/her.1.4.5.7.1.It is each employees responsibility to ensure unescorted visitors and

Frequent Visitors do not enter an access-controlled area without an escort.1.4.5.7.2.Auxiliary Staff and staff wearing yellow Jail ID badges are authorized

to enter access-controlled areas; however, they are not permittedunescorted access to laboratories or evidence storage areas unless they arespecifically assigned to that area.

1.4.5.8.Routinely enter and exit the building via the main entry or Parkland entry.1.4.5.8.1.For safety reasons, employees may not use the Morgue entry as an

employee entrance or exit.1.4.5.9.Immediately notify the Medicolegal Death Investigator Office in the event of

a security system alarm or access control system alarm.1.4.5.10.Respond as directed by the Emergency Wardens in response to a life safety

alarm.1.4.5.11.Notify a supervisor or the Quality Manger regarding an apparent security

system problem.1.4.5.12.Follow procedures regarding arming/disarming burglar alarms.1.4.5.13.Manage mail and packages in a safe, secure, and timely manner.1.4.5.14.Seek approval from the Director for building tours and group training.1.4.5.15.Ensure that non-Institute staff working at the Institute are properly trained,

badged, and escorted as appropriate.1.4.5.16.Track use of check-out mag cards and key sets.


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1.5.Program Authorization and Amendment

1.5.1.Implementation of this manual requires written authorization by the Director.1.5.2.The Manual is reviewed annually by the Quality Manager; recommendation for

change will be made to the Executive Committee.

1.5.3.Changes in the Manual must be authorized by the Director prior to implementation.1.5.4.Outdated versions of the manual are archived by the Quality Manager.

1.6.Records Retention1.6.1.Upon termination, the employees card and key acknowledgement forms will be

placed in the employees Department Personnel File which is retained permanently.1.6.1.1.Other security records will be reviewed, retained, and disposed under the

control of the Quality manager; records will be maintained for a minimum ofone year:

1.6.1.1.1.Key, card, and/or badge acknowledgements from Auxiliary Staff,County staff, and Frequent Visitors

1.6.1.1.2.Visitor Record and Morgue Visitor Record1.6.1.1.3.

Visitor Waivers1.6.1.1.4.Lab Security Check-lists

1.6.1.1.5.Key-Card Check-out Log1.6.1.1.6.Alarm Record1.6.1.1.7.Access Control Alarm Log1.6.1.1.8.Frequent visitor records1.6.1.1.9.Auxiliary staff records

1.7.Section Security Procedures1.7.1.Section Chiefs are responsible for developing additional procedures as needed for

local implementation of the Facility Security Program including1.7.1.1.Developing and implementing a security review processes as needed1.7.1.2.Setting and changing alarm codes and environmental set-points

2.ACCESS CONTROL2.1.Overview

2.1.1.Access to and within the Institute is controlled by a redundant system of keys andmagnetic locks and ID badges.

2.1.2.Anyone receiving keys and/or access cards must sign an acknowledgementagreeing to abide by Institute security policies.

2.1.3.Distribution of keys, access cards, and personal padlocks is documented in one ormore of the Access Cards/Keys Acknowledgements log, in the key databasemanaged by the Quality Manager, and on the security computer.

2.1.3.1.Controlled keys are accounted for individually.2.1.4.Unassigned keys, access cards, and personal padlocks are stored in a secure

location in Institute Administration.2.2.Oversight

2.2.1.Routine responsibility for the access control system is the responsibility of theQuality Manager.


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2.2.2.The Quality Manager reviews card access control violation reports generated bythe Institute card access control system on a routine basis and solicits supervisoryreview and corrective action as required.

2.2.3.The Quality Manager monitors operation of the card access control system andoversees maintenance and repair activities.

2.2.4.An annual audit of keys, access cards, and personal padlocks is performed underthe direction of the Quality Manager.

2.3.Card Access Control System2.3.1.Purpose: The access control system is designed to physically limit access to

controlled areas.2.3.2.System: The system consists of an on-site, computer controlled system of magnetic

(mag) door locks and proximity card readers placed at control points throughout thebuilding, such as the main lobby doors, hallway security doors and evidencestorage areas.

2.3.2.1.The mag locks are released by holding an authorized access card in front ofthe proximity reader which will release the mag lock for approximately thirty

seconds.2.4.Activation of the Card Access Control System Alarm2.4.1.A local, audible alarm will occur only in the vicinity of the access control system

breach. For example, the red, emergency release button on the hall security doors ispushed resulting in a local alarm.

2.4.1.1.The external monitoring company will not be notified.2.4.1.2.The Institute access control computer system will record a violation.

2.4.2.The Quality Manager will periodically review violation reports and solicitsupervisory assessment and corrective action as required.

2.5.Access Control for Institute Staff2.5.1.Oversight

2.5.1.1.Routine oversight for distribution of keys, access cards, personal padlocks,and Institute ID to Institute staff is the responsibility of the appropriatesection chief or Forensic Administrator.

2.5.2.ID Badge2.5.2.1.Institute staff is issued an identification badge which must be worn at all

times while at the Institute.2.5.3.Authorized Access

2.5.3.1.Institute staff is authorized to access an area by being given an appropriatekey and/or access card.

2.5.3.1.1.Part-time and/or temporary employees may be provided access toauthorized work areas through a check-out access card and keys.

2.5.3.2.Unauthorized individuals without appropriate key and/or access card may notbe allowed unattended or unescorted in a secure area.

2.5.3.3.The last staff member to leave a secure area must lock the door.2.5.3.4.The last staff member to leave a secure area at the end of a workday must

lock the door and arm the security system if present.2.5.4.Building Access Points

2.5.4.1.The routine entry/exit points for Institute staff are the main building entry andthe Parkland entrance.


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2.5.5.Forgotten ID cards, keys, and access cards2.5.5.1.Employees who do not bring their personal access card to the Institute may

be issued a Temporary Employee ID and access card.2.5.5.1.1.To obtain the Temporary Employee ID and access card, the employee

must contact their supervisor from the Institute lobby area and request

issuance of a Temporary Access Card and Employee ID.2.5.5.1.2.Employees will not be given access to the building by a receptionist orMedicolegal Death Investigator or other non-supervisory employee..

2.5.5.1.3.Outside standard business hours, employees may also be assignedapplicable keys for building access.

2.5.6.Lost or stolen ID cards, keys, and access cards2.5.6.1.Employees must immediately notify a supervisor of suspected lost or stolen

ID cards, keys, and/or access card.2.5.6.1.1.Any access card reported as lost or stolen will be immediately

deactivated by the supervisor or Forensic Administrator.2.5.6.2.The supervisor will consult with the Forensic Administrator who will

determine if any additional corrective action needs to be taken to protectsecurity of the Institute.2.5.7.Termination

2.5.7.1.Upon termination, staff must return ID card, access card, keys, and assignedpadlocks to their supervisor or the Forensic Administrator.

2.6.Access Control for Institute Visitors2.6.1.Oversight

2.6.1.1.Routine oversight of the Visitor Program is the responsibility of the QualityManager.

2.6.2.Types of Visitors2.6.2.1.Standard Visitors2.6.2.2.Frequent Visitors2.6.2.3.Auxiliary Staff2.6.2.4.Selected County Staff2.6.2.5.Morgue Visitors2.6.2.6.Groups2.6.2.7.Emergency Response Personnel

2.6.3.Responsibility2.6.3.1.Daily processing of general visitors is the primary responsibility of Records

and Morgue Clerk staff2.6.3.1.1.Records staff perform a daily reconciliation of Visitor Badges and

Access Cards and report unexpected variances to the Quality Managerand appropriate supervisor in a timely manner.

2.6.3.2.IFS staff are responsible for carding-out and logging-out their own visitors.2.6.4.Building Access Points

2.6.4.1.Main entry2.6.4.1.1.Most visitors are required to use the main entrance.2.6.4.1.2.Most deliveries are made through the main entrance.

2.6.4.2.Parkland/UT Southwestern entry


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2.6.4.2.1.Parkland residents, Pathology Department staff and other Parkland ormedical school personnel are permitted to use the Parkland/UTSouthwestern entry.

2.6.4.3.Morgue entry2.6.4.3.1.Funeral home and transfer service personnel are permitted access

through the morgue entry with proper identification.2.6.4.3.2.With supervisory approval, deliveries of large items or items for useonly in the morgue may be made through the morgue entry; vendorsworking in the morgue may be allowed to use the Morgue entry.

2.6.5.Visitor Categories2.6.5.1.Standard Visitors:

2.6.5.1.1.To enter the secure area of the Institute, a standard visitor2.6.5.1.1.1.Must enter through the main entry2.6.5.1.1.2.Must sign the Visitor Record2.6.5.1.1.3.Must exchange a photo ID (business photo ID or drivers license)

for an Institute Visitor ID badge which they must wear within the

secure area2.6.5.1.1.3.1. Minors accompanied by a parent/guardian and individualsunder police escort are exempt from providing photoidentification.

2.6.5.1.2.Visitors are given the appropriate Institute phone number so they cancall for an employee escort.

2.6.5.1.3.All standard visitors require an employee escort at all times includingescort to their destination and back to the main entrance.

2.6.5.1.4.If a visitor is transferred from one employee to another, it is theresponsibility of the last employee to escort the visitor to the mainentrance.

2.6.5.1.5.Medicolegal Death Investigator staff will provide the reception functionfor after-hours, weekend and holiday visitors.

2.6.5.1.6.Friends or family members accompanying an Institute employee mustfollow standard visitor procedure.

2.6.5.2.Frequent Visitors:2.6.5.2.1.Frequent Visitors routinely conduct business within the secure area of

the Institute several times a month.2.6.5.2.1.1.A Frequent Visitor designation is recommended by a supervisor

and approved by the Director.2.6.5.2.1.1.1. Frequent Visitors must agree to abide by Institute policies

noted on their key/access card acknowledgement sheet.2.6.5.2.1.2.Frequent Visitors are

2.6.5.2.1.2.1. Issued an Institute photo ID badge identifying them as such2.6.5.2.1.2.2. Required to sign the Visitor Record, but are not required to

leave a photo ID.2.6.5.2.1.2.3. Required to have an escort only beyond the hallway

security doors.2.6.5.2.1.3.Frequent visitors who do not have their Institute-issued photo ID

badge with them are required to use standard visitor procedures.


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2.6.5.3.Selected Dallas County Staff:2.6.5.3.1.Dallas County staff wearing a yellow jail photo ID are authorized to

have unescorted access to non-laboratory and non-evidence areas withinthe Institute.

2.6.5.3.1.1.Yellow jail IDs are issued by the Sheriffs Office after anextensive security check and allow access to jail facilities.2.6.5.3.2.With approval of a supervisor, they may be authorized to temporarily

check out an access card allowing access to hallway security doors.2.6.5.3.3.These individuals are required to sign the Visitor Record, but they are

not required to leave a photo ID.2.6.5.4.Auxiliary Staff:

2.6.5.4.1.Auxiliary Staff badges may be assigned to selected medical personnel,consultants, infrastructure contractors, and others who have specificbusiness at the Institute which requires more frequent visits or visits oflonger duration than a Standard Visitor.

2.6.5.4.1.1.Examples of individuals assigned Auxiliary Staff badges includeselected UT Southwestern/Parkland faculty and residents, technicalconsultants, and Transplant Services personnel.

2.6.5.4.2.Auxiliary Staff must sign an acknowledgement agreeing to followapplicable Institute security policy.

2.6.5.4.3.Auxiliary Staff badges may be assigned permanently for routineconsultants such as physicians in Neuropathology or temporarily on an asneeded basis to individuals with short-term access needs.

2.6.5.4.3.1.Permanent Auxiliary Staff badges must be approved by name orposition by the Director.

2.6.5.4.3.2.Temporary Auxiliary Staff badges may be authorized by theDirector, Deputy Director, Forensic Administrator, ChiefMedicolegal Death Investigator, and/or Section Chiefs.

2.6.5.4.4.With management approval and depending upon the duties of theindividual, Auxiliary Staff have may check out an access card whichprovides unescorted access to non-laboratory and non-evidence areasduring standard working hours.

2.6.5.4.5.Individuals must be known to Institute staff or present photoidentification to receive an Auxiliary Staff badge.

2.6.5.4.6.To access the building, Auxiliary Staff are required to sign the VisitorRecord, but they are not required to leave a photo ID.

2.6.5.5.Morgue Visitors:2.6.5.5.1.Funeral home and transfer service personnel, biological waste vendor,

hazardous waste vendor and the clinical lab transport service arepermitted access to the Morgue bay area through the morgue entry.

2.6.5.5.1.1.Funeral home staff must present appropriate business photoidentification.

2.6.5.5.2.All visitors entering the secure area of the Institute through the Morguemust sign the Morgue Visitor Record.

2.6.5.5.2.1.Entry into the secure part of the Institute through the Morguerequires management approval.


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2.6.5.5.2.1.1. Gas cylinder delivery personnel and x-ray servicepersonnel are pre-approved for entry in this manner but mustbe escorted by Institute staff.

2.6.5.5.3.All visitors entering the Morgue through the Central Morgue Entrymust sign the IFS Visitor Record at the front desk.

2.6.5.6. Emergency Personnel:2.6.5.6.1.IFS staff stationed at the reception window have authority to

immediately admit emergency response personnel responding to an IFSemergency situation without following standard visitor protocol.

2.6.5.6.2.IFS staff must immediately contact Administration regarding thisaction.

2.6.5.7.Group Access:2.6.5.7.1.Access to the Institute may be allowed for professional or business

reasons such as training.2.6.5.7.2.Request for group access must be made to the Director by a supervisor.2.6.5.7.3.Groups will be allowed to log-in without presenting individual photo

identification as long as Institute staff take responsibility for the groupand escort the visitors as a group.2.6.5.7.4.Temporary Visitors Badges will be provided and will be valid for only

one day.2.6.5.7.5.All other standard visitor policies apply.

2.6.5.8.Building Tours:2.6.5.8.1.Due to the presence of biological and chemical hazards, formal building

tours are prohibited without the approval of the Director or his designee.2.6.5.9.Visitor Safety:

2.6.5.9.1.As in any forensic facility, certain hazards exist including but notlimited to possible exposure to biological and/or chemical agents,electrical hazards, sharps hazards, and other physical hazards.

2.6.5.9.2.All visitors who may reasonably be expected to come into contact withbiological and/or chemical agents during their stay will be expected tofollow procedures and practices established for Institute staff and to usesimilar personal protective equipment.

2.6.5.9.2.1.The Institute Health and Safety Manual is available upon request.2.6.5.9.2.1.1. Visitors who perform laboratory work at the Institute must

go through the initial Institute Environmental Health andSafety Training.

2.6.5.9.2.2.A Visitor Waiver form is required when non-County employees(e.g., police officers, interns, visiting non-UTSW residents, fellowsor scientists) perform work or conduct observations that potentiallyplace them at risk for exposure to biological or chemical hazards.

2.6.5.9.2.2.1. The purpose of the form is to ensure that the Visitor hasappropriate notification regarding potential biological andchemical hazards they may encounter while at the Institute andto limit the Countys liability should any adverse events occurwhile the Visitor is at the Institute. The Visitor Waiver form is


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available in the Medicolegal Death Investigation Office or inthe forms section of this manual.

2.6.5.9.2.2.2. It is the responsibility of the hosting Institute staff to ensurethat visitors follow appropriate procedures and sign theVisitors Waiver which should be returned to the Quality

Manager or his designee.2.7.Procedure: Response to Access Control System Violations2.7.1.System Activation

2.7.1.1.Violations of the access control system result in local alarms which registeronly on the in-house security system.

2.7.1.2.There is no external monitoring of access control system alarms and noautomatic call to Parkland Hospital Police.

2.7.1.3.If the mag locks release in response to a life safety emergency, themonitoring company automatically will be notified by the activation of theLife Safety System via the main control panel in the Medicolegal DeathInvestigation Office.

2.7.2.Responsibilities during normal working hours2.7.2.1.Staff in the immediate area of an alarm are responsible for reporting the

alarm to the Medicolegal Death Investigation Office and an appropriatesupervisor.

2.7.2.2.The Medicolegal Death Investigator is responsible for noting the alarm on theAlarm Record.

2.7.2.3.The supervisor is responsible for investigating the alarm and advising theQuality Manager.

2.7.3.Responsibilities after hours and on weekends2.7.3.1. Responsibility for addressing access control alarms is assigned to

Medicolegal Death Investigator staff.2.7.3.2.Where safe to do so, the Medicolegal Death Investigator will inspect the

access control alarm and make a decision whether to call Parkland HospitalPolice.

2.7.3.2.1.Medicolegal Death Investigator staff should not attempt to investigateor resolve a suspicious incident without police escort.

2.7.3.3.The Medicolegal Death Investigator will advise designated Institute staff.2.7.3.4.The Medicolegal Death Investigator will document the circumstances of the

alarm and the action taken in the Alarm Record maintained in theMedicolegal Death Investigator Office.

2.7.4. Responsibilities of the Quality Manager2.7.4.1.The Quality Manager will periodically review access violation reports

generated by the access control system and the Alarm Record maintained inthe Medicolegal Death Investigation Office and will consult with supervisorsand the Forensic Adminstrator to determine an appropriate course of action.

2.8.Procedure: Use and Accessibility of the Grand Master2.8.1.The grand master key is stored in a secure key lock in the Medicolegal Death

Investigator area.


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2.8.1.1.It is accessible in extenuating circumstances by the Director, Deputy ChiefMedical Examiner, Section Chiefs, Forensic Administrator, ChiefMedicolegal Death Investigator and Quality Manager.

2.8.1.2.Use of the Grand Master is noted in the Grand Master Key Log located in theMedicolegal Death Investigator area.

2.8.2.There is no grand master access card.2.8.2.1.In extenuating circumstances, the Section Chief, Forensic Administrator, or

Quality Manager may alter security settings on an access card to allowtemporary access to a secure location to an otherwise non-authorized staffmember.

2.8.2.1.1.Changes in security settings of access cards are documented in thesecurity system.

2.9.Procedure: Temporary Check-out of Access Cards and Key-sets2.9.1.Availability

2.9.1.1.Access cards and in some cases keys may be checked out by selected types ofvisitors.

2.9.1.2.Use of check-out access cards and keys is documented in a log; Institute staffis responsible for dispensing and tracking use of these check-out keys.

2.9.1.3.Check-out access cards and key-sets are audited by the Quality Manger.2.9.1.4.These cards do not allow access to secure crime laboratory areas or evidence

areas.2.9.2.Records Office

2.9.2.1.Access cards are available to be checked out for temporary use by individualsissued Auxiliary Staff ID badges and to individuals approved for a temporaryaccess card by the Director or a supervisor.

2.9.2.2.Cards allow access to the main entry, Parkland entry, central morgue entry,and hall doors from 7 AM 6 PM.

2.9.3.Medicolegal Death Investigators Office2.9.3.1.Access cards and sets of keys are available to be checked out for temporary

use primarily by Transplant Services,Facilities Management, janitorial staff,and part-time Institute staff including, Medicolegal Death Investigators, andParkland Residents.

2.9.4.Transplant Services Access2.9.4.1.Transplant services personnel are required to sign in/out of the Visitor Record

as they enter and leave the building.2.9.4.2.Transplant services personnel may check-out Auxiliary Staff ID badge,

access card, and a key from the Medicolegal Death Investigator Office inexchange for a photo ID.

2.9.4.3.The access card allows unescorted access to non-laboratory & non-evidenceareas 24 hours a day and provides access to the morgue entrances and thefirst floor hall doors only.

2.9.4.3.1.The access card is not valid for the main lobby doors or the Parklandhospital entrance.


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2.9.5.Administration Office

2.9.5.1.Access cards are available for check out for temporary use with AuxiliaryStaff ID badges or for Institute staff who forgot or lost a Institute ID andaccess card and to others designated by the Director or a supervisor.

2.10.Procedure: Issuing and Returning Access Cards, Keys, and/or Institute IDs forEmployees

2.10.1.New employee2.10.1.1.The Quality Manager is responsible for making the new employee Institute

ID.2.10.1.2.The section chief, deputy section chief, or Forensic Administrator is

responsible for2.10.1.2.1.Identifying appropriate access card, keys, and/or personal padlock for

the new position2.10.1.2.2.Activating and verifying proper operation of the access card2.10.1.2.3.Issuing the Institute ID and appropriate access card, keys, and/or

personal padlocks to the new employee2.10.1.2.3.1.Ensuring that the new employ completes the Access Card/KeyAcknowledgement form

2.10.1.2.3.2.Filing the acknowledgement form in Access Card/KeyAcknowledgement log located in Institute Administration

2.10.2.Reassigned Institute Employee2.10.2.1.The Quality Manager is responsible for making the revised employee

Institute ID.2.10.2.2.As applicable the access card, keys, and/or personal padlocks are turned into

the current section administration and new appropriate access card, keys,and/or personal pad locks are issued by the new section administration.

2.10.2.2.1.New items are issued as noted for new employees.2.10.2.2.2.Old items are returned following the procedure for terminated

employees.2.10.2.2.3.The Access Cards/Keys Acknowledgment is updated.

2.10.3.Terminated employee2.10.3.1.The terminated employee will turn in Institute ID, access card, keys, and/or

personal padlocks to their section chief, deputy section chief, or ForensicAdministration.

2.10.3.2.The supervisor will2.10.3.2.1.Give the Institute ID to the Executive Secretary2.10.3.2.2.Deactivate the access card2.10.3.2.3.Place access card, keys, and/or personal padlock in a sealed envelop,

inventory envelope contents on the outside of the envelop, and store theenvelop in Institute Administration.

2.10.3.2.4.Note receipt of the employees access card, keys, and/or personalpadlock in the Access Cards/Keys Acknowledgement log.


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2.11.Procedure: Replacing Access Cards, Keys, Kronos-Swipe Card, Institute ID,Individually-Assigned Padlock

2.11.1.Replacement of non-functional access card2.11.1.1.

The employee will advise the Executive Secretary that their access card isnot functional, give the card to the Executive Secretary, and provide a

replacement fee of $10.2.11.1.2.The section chief or Forensic Administrator will deactivate the old card and

issue a new card.2.11.2.Replacement of a non-functional Kronos-swipe card

2.11.2.1.The employee will advise the Executive Secretary that their Kronos-swipecard does not work reliably.

2.11.2.2.The Executive Secretary will request a replacement Kronos-swipe card fromthe Quality Manager.

2.11.2.3.The employee will give the old Kronos-swipe card to the ExecutiveSecretary.2.11.2.4.The employee will receive a replacement Kronos-swipe card at no cost.

2.11.3.Replacement of lost access card, keys, Kronos-swipe card, personal padlockand/or Institute ID

2.11.3.1.The employee will advise their supervisor immediately when these items aresuspected lost.

2.11.3.2.With the concurrence of the Forensic Administrator, these items may bereplaced.

2.11.3.2.1.Notation of any change in access cards, keys, and/or personal padlockswill be made in the Access Card/Key Acknowledgement log and securitycomputer as applicable.

2.11.3.2.2.There is a $10 fee for replacement of a lost access card.2.11.3.2.3.Per County policy, there is a $10 payroll deduction to replace a lost

Kronos-swipe card.2.12.Procedure: Processing Visitors at the Main Entry

2.12.1.Overview2.12.1.1.All visitors entering the secure area of the Institute through the main entry

must log in using the Visitors Record.2.12.2.Types of Visitors

2.12.2.1.Standard Visitor Must log in and out, surrender photo ID, receive a visitorbadge, and be escorted at all times by IFS personnel.

2.12.2.2.Frequent Visitor Must have frequent business with IFS and be pre-approved by the Director, must log in and out, must wear IFS FrequentVisitor ID badge, may be admitted by Records staff, and may have freeaccess to the elevator area but must be escorted within the secure areas ofIFS.

2.12.2.3.Auxiliary Staff Must be Parkland or UT-Southwestern staff or IFSconsultants. Permanent Auxiliary Staff must be individually approved byname or position by the Director; temporary Auxiliary Staff may beauthorized by Director, Deputy Director, Forensic Coordinator, Chief


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Medicolegal Death Investigator, and/or Section Chiefs. Must wear IFSAuxiliary Staff badge, may check out access card usually on a daily basis,and has unescorted access to applicable secure areas of IFS from 7 a.m. 6p.m.

2.12.2.4.Selected Dallas County Staff Must wear Dallas County yellow jail ID,may have unescorted access to applicable secure areas of IFS, and in certaincases may be authorized to check out access card usually on a daily basis.

2.12.2.5.Emergency Response IFS staff stationed at the reception window haveauthority to immediately admit emergency response personnel responding toan IFS emergency situation without following standard visitor protocol. IFSstaff must immediately contact Administration regarding this action.

2.12.3.Program Responsibilities2.12.3.1.IFS staff in the Records Office is primarily responsible for processing

visitors; however, IFS employees hosting a visitor may also perform thesefunctions.

2.12.3.2.IFS employees should card-out and log-out their own visitors.2.12.4.

Standard Visitor Processing Procedures2.12.4.1.Standard Visitor Log-in2.12.4.1.1.Standard visitors must

2.12.4.1.1.1.Print the following on the Visitor Record: Name, Representing,Visiting/Person, Time In

2.12.4.1.1.2.Surrender a business photo ID (preferred) or drivers license2.12.4.1.2.IFS staff will

2.12.4.1.2.1.Verify photo ID matches visitor2.12.4.1.2.2.Verify ID name matches name on Visitor Record2.12.4.1.2.3.Ensure visitor has completed Visitor Record completely and

legibly; if not, require visitor to re-enter information2.12.4.1.2.4.Issue an IFS Visitor Badge and receive visitor photo ID2.12.4.1.2.5.Complete the following columns of the Visitor Record:

Badge/Card Number and IFS Initial.2.12.4.1.2.6.By initialing, IFS staff affirm that they have completed above

steps.2.12.4.1.2.7.Advise visitor how to contact applicable IFS staff to obtain an

escort.2.12.4.2.Standard Visitor Log-out

2.12.4.2.1.IFS staff should2.12.4.2.1.1.Escort visitor to the front door and card the visitor out.2.12.4.2.1.2.Advise the visitor to sign out in the Time Out column of the

Visitors Record.2.12.4.2.1.3.Receive the IFS Visitor ID Badge back from the visitor and

return the visitors identification.2.12.4.2.1.4.Place the IFS Visitor ID Badge in the appropriate location.2.12.4.2.1.5.Make sure the Visitors Record is complete.2.12.4.2.1.6.Place initials in IFS Initial column.


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2.12.5.Frequent Visitor, Auxiliary Staff, and County Staff Processing2.12.5.1.Frequent Visitors, Auxiliary Staff, and County Staff will do the following to

enter the Institute2.12.5.1.1.Wear their assigned Institute ID or yellow jail ID.

2.12.5.1.1.1.Visitors who are not wearing an approved badge will be treatedas Standard Visitors.2.12.5.1.2.Complete the following columns on the Visitors Log:

2.12.5.1.2.1.Your Name, Representing, Visiting/Person, Time In2.12.5.2.IFS staff will

2.12.5.2.1.Verify photo badge matches visitor.2.12.5.2.2.Ensure visitor has completed Visitor Record completely and legibly; if

not, require visitor to re-enter information.2.12.5.2.3.Check out access card as applicable and enter card number in

Badge/Card Number.2.12.5.2.4.Place initials in IFS Initial column.2.12.5.2.5.Provide entry to IFS.

2.12.5.3.Frequent Visitor, Auxiliary Staff, and County Staff Log-out2.12.5.3.1.Frequent Visitors, Auxiliary Staff, and County Staff will log out by

completing Time Out column.2.12.5.3.2.IFS staff will review Visitor Record, initial under IFS Initial, and

provide exit to Frequent Visitor/Auxiliary Staff/County Staff throughsecured building entrance.

2.12.6.Recordkeeping and Oversight:2.12.6.1.The Records Department will

2.12.6.1.1.Place a new, dated Visitor Record out each day.2.12.6.1.2.File the old Visitor Record by date in a designated location.2.12.6.1.3.Briefly review the old record for unusual or incomplete data; advise

Supervisor or Quality Manager as appropriate.2.12.6.1.4.Reconcile badges and access cards daily and advise Quality Manager

and appropriate supervisor when badges or cards were not turned in.2.12.6.1.5.Contact the Quality Manager, Forensic Coordinator, or appropriate

Section Chief when assistance is needed.2.12.6.2.Quality Manager will

2.12.6.2.1.Inspect the Visitor Record on a routine basis for incomplete, illegible,or unusual entries.

2.12.6.2.2.Assist Records staff as necessary to implement the Visitor Program.2.12.6.2.3.Advise Administration of any suspected security issue.2.12.6.2.4.Ensure that records are filed for future reference.2.12.6.2.5.Provide investigation and oversight of the program as needed.

2.13.Procedure: Processing Visitors at the Morgue Entry2.13.1.Only designated individuals or individuals approved by a supervisor may enter

the secure portion of the Institute through the morgue entry.2.13.1.1.Visitors should be directed to the main entry, except as designated below or

as authorized by the Director or a supervisor.2.13.1.2.Visitors entering the secure portion of the Institute through the morgue entry

must log in and out on the Morgue Visitor Record.


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2.13.1.3.Only personnel with legitimate business reasons should be allowed accessthrough the morgue entry.

2.13.1.4.Personal visitors are not allowed entry through the morgue entry nor arethey allowed in the morgue area.

2.13.1.5.All visitors entering the secure area of the building must be escorted at alltimes unless they are wearing a yellow jail ID or Auxiliary Staff badge.2.13.2.Access into the Institute Secure Area: Visitors who may routinely access the

building through the Morgue entry are2.13.2.1.Transplant Staff with appropriate Auxiliary Badge2.13.2.2.County staff wearing yellow jail ID (only those with a business purpose in

the Morgue. All others must use the Main Entry).2.13.2.3.X-ray repair and maintenance personnel with escort2.13.2.4.Gas cylinder delivery personnel with escort

2.13.3.Loading Dock Access: Visitors routinely allowed to use the main morgueentrance to gain access to the loading dock area are as follows:

2.13.3.1.Funeral home and transfer service personnel2.13.3.2.

Biological waste disposal vendor2.13.3.3.Hazardous chemical waste vendor

2.13.3.4.Clinical lab services courier2.13.3.5.Other individuals as authorized by a supervisor on a case by case basis

2.13.4.Program Responsibilities:2.13.4.1.Autopsy Techs are primarily responsible for processing morgue visitors.2.13.4.2.IFS employees hosting an applicable visitor may also perform these

functions.2.13.4.3.IFS employees should log-out their own visitors.2.13.4.4.The Quality Manager has oversight of the Visitor Program; questions and

comments should be directed to the Quality Manager.2.13.5.Visitor Processing Procedures:

2.13.5.1.Funeral home staff must present business photo ID.2.13.5.2.Visitors entering the secure area of the Institute must log in and out on the

Morgue Visitors Record:2.13.5.2.1.Visitors must legibly print information in the following columns of the

Morgue Visitor Record: Name, Business Photo ID/Driver LicenseNumber, Representing, Purpose, Time In, Time Out

2.13.5.2.2.Present a photo ID or be known to Institute staff.2.13.5.3.Autopsy Staff (or other IFS staff) will

2.13.5.3.1.Verify photo ID matches visitor.2.13.5.3.2.Verify ID name matches name on Morgue Visitor Record.2.13.5.3.3.Ensure that the visitor has completed Morgue Visitor Record

completely and legibly; if not, require visitor to re-enter information.2.13.5.3.4.Initial the IFS Initial column of the Morgue Visitor Record to

acknowledge above steps.2.13.5.3.5.Escort visitor if applicable.

2.13.5.3.5.1.Individuals not requiring escort are those wearing a yellow jailID or Auxiliary Staff badge.


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2.13.5.3.6.Log visitor out and initial in IFS Initial column of Morgue VisitorRecord.

2.13.6.Recordkeeping and Oversight2.13.6.1.Autopsy staff will

2.13.6.1.1.Place a new, dated Morgue Visitor Record or as needed.2.13.6.1.2.

File the old Morgue Visitor Record by date in a designated binder.2.13.6.1.3.Briefly review the old record for unusual or incomplete data; advise

Quality Manager as appropriate.2.13.6.1.4.Contact the Autopsy Supervisor or Forensic Coordinator when

assistance is needed.2.13.6.2.Quality Manager will

2.13.6.2.1.Inspect the Visitor Record on a routine basis for incomplete, illegible,or unusual entries.

2.13.6.2.2.Assist Morgue Clerk and Autopsy staff as necessary to implement theVisitor Program.

2.13.6.2.3.Advise Administration and Autopsy Supervisor of any suspectedsecurity issue.2.13.6.2.4.Ensure that records are filed for future reference.

2.13.6.2.5.Provide investigation and oversight of the program as needed3.BURGLAR/INTRUSION AND ENVIRONMENTAL ALARM SYSTEM

3.1.Purpose3.1.1.The purpose of the burglar alarm system is to provide timely notification of

unauthorized access or refrigeration equipment malfunction in selected controlledareas, such as laboratories and evidence storage areas.

3.2.Monitoring3.2.1.Monitoring of the burglar/intrusion alarm system and environmental alarm system

are performed by the same system which is monitored by the external monitoringcompany.

3.3.Activation of the Burglar Alarm System3.3.1.Example: a staff member enters a lab without disarming the keypad3.3.2.A local, audible alarm will occur in the vicinity of the breach of the burglar or

environmental alarm system and at the central keypad.3.3.3.The external monitoring company receives an automated detailed notification from

the system and contacts the Medicolegal Death Investigator Office.3.3.4.Medicolegal Death Investigators will determine whether to have police respond or

disregard the alarm using designated disregard codes.3.3.5.The Institute access control computer system will not record a violation.

3.4.System Responsibilities3.4.1.Medicolegal Death Investigator staff has the primary responsibility to

3.4.1.1.Answer the monitoring center calls in response to an activated burglar alarm,and

3.4.1.2.Monitor the status of the central alarm system keypad which is located in theMedicolegal Death Investigator office

3.4.1.3.Notify appropriate Institute staff that the alarm system as been activatedDallas County Institute of Forensic Sciences 20 Facility Security Manual

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3.4.1.4.Log all alarms and the action of the Medicolegal Death Investigator in theAlarm Record maintained in the Medicolegal Death Investigator Office

3.4.2.The Quality Manger has primary responsibility to3.4.2.1.Oversee function of the monitoring system and interface with the monitoring

agency for repairs and maintenance

3.4.2.2.Check the status of the central keypad on a regular basis3.4.2.3.Review monitoring company reports and reconcile with Medicolegal DeathInvestigator records

3.4.2.3.1.Review Medicolegal Death Investigator response to security systemalarms and the Alarm Record

3.4.3.Institute staff who accidentally set off a burglar alarm must immediately report theincident to the Medicolegal Death Investigator Office so that the MedicolegalDeath Investigators can advise the monitoring company.

3.5.Procedure: Burglar/Intrusion Alarm System3.5.1.Laboratories and evidence storage areas in the Crime Laboratory are monitored by

an intrusion/burglar alarm system consisting of door contacts and motion sensors.

3.5.1.1.Areas with a burglar alarm system are equipped with a keypad that requiresstaff to enter an authorized code to disarm a secured work area and to arm thework area after hours.

3.5.1.2.Unauthorized entry into an area secured by motion detectors and/or doorcontacts

3.5.1.2.1.triggers an audible local alarm at the site of the intrusion3.5.1.2.2.sends a signal to the monitoring station, and3.5.1.2.3.triggers an audible local alarm at the central alarm system keypad in the

Medicolegal Death Investigator Office3.5.2.Primary response to activation of the burglar alarm system is the responsibility of

the Medicolegal Death Investigators.3.5.2.1.Medicolegal Death Investigators will assess whether the monitoring company

should request response by Parkland Police or disregard the alarm.3.5.2.1.1.Medicolegal Death Investigators will consider information provided by

Institute staff about the source of the alarm in making their decision.3.5.2.1.2.If there is no information about the source of the alarm, Parkland Police

will be requested to respond.3.5.2.1.3.Medicolegal Death Investigator staff should not attempt to inspect the

area in alarm without police escort.3.5.2.2.Following activation of the alarm system, the Medicolegal Death Investigator

will notify designated Institute staff regarding the situation.3.5.2.3.Medicolegal Death Investigators are responsible for entering information

about the alarm into the Alarm Record including date and time of the alarm,alarm message on the central keypad, action taken, and Medicolegal DeathInvestigator name.

3.5.3.Staff members who are authorized to disregard police response to burglar systemalarms include:

3.5.3.1.Director3.5.3.2.Deputy Chief Medical Examiner3.5.3.3.Section Chiefs, Deputy Chiefs, and Unit Supervisors


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3.5.3.4.Forensic Administrator and Quality Manager3.5.3.5.Medicolegal Death Investigators

3.6.Procedure: Environmental Alarm System3.6.1.Selected refrigerators/freezers are equipped with monitored temperature sensors.3.6.2.When temperature set points are exceeded

3.6.2.1.1.an audible local alarm is triggered at the refrigerator/freezer3.6.2.1.2.a signal is sent to the monitoring station, and

3.6.2.1.3.an audible local alarm and message is triggered at the central alarmsystem keypad in the Medicolegal Death Investigator Office

3.6.2.1.3.1.The central keypad message will read HI/LOWFREEZER/REFRIGERATOR and will list the lab name (e.g.,TOX).

3.6.3.Environmental alarms do not require a response by Parkland Hospital Police.3.6.3.1.Medicolegal Death Investigators or other authorized staff will advise the

monitoring company to disregard the alarm.3.6.3.2.During normal work hours, Medicolegal Death Investigator staff will contact

the appropriate laboratory, and the lab staff will be responsible for resolvingenvironmental alarm issues.3.6.3.3.After hours and on weekends/holidays, the Medicolegal Death Investigators

will notify designated Institute staff based on the site of the alarm.3.7.Procedure: Operation of the Central Keypad

3.7.1.The central keypad is located in the Medicolegal Death Investigator Office.3.7.2.The central keypad and has two indicator lights in the upper left portion of the

keypad: ARMED and STATUS.3.7.3.The STATUS light is green when the system is unarmed and available for arming.3.7.4.The system is activated or armed by entering 1212 on the keypad and pressing

the ON/OFF button.3.7.4.1.The keypad will display the message SYSTEM ARMED along with the

current date and time.3.7.4.2.The ARMED indicator light is red when the system is activated.3.7.4.3.Note: Disarming the system will result in notification of the burglar alarm

monitoring company.3.7.5.If a monitored area goes into alarm, there is an audible alarm at the site of the

intrusion and at the central keypad.3.7.6.To silence the central keypad, enter 1212 and press the ON/OFF button.

3.7.6.1.The central keypad will display the message ****ALARM*** followed bya message identifying the area in alarm, for example, 13-2nd Floor Tox Lab.

3.7.6.2.The Medicolegal Death Investigator will enter the alarm informationincluding date, time, central keypad message, action taken, and name into theAlarm Log.

3.7.6.3.Medicolegal Death Investigators may reset and rearm the system or partiallyrearm the system by bypassing the area in alarm.

3.7.6.3.1.Reset and rearming of the system3.7.6.3.1.1.Once Laboratory staff resolves the alarm, the central keypad may

be rearmed by the Medicolegal Death Investigator.3.7.6.3.1.1.1. Press RESET on the central keypad until it beeps.


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3.7.6.3.1.1.2. If the STATUS indicator light is solid green, the systemmay be fully rearmed by entering 1212 and pressing theON/OFF button.

3.7.6.3.2.If Laboratory staff are not available to resolve the alarm, MedicolegalDeath Investigators may temporarily bypass the area in alarm and arm the

rest of the system.3.7.6.3.2.1.Press RESET on the central keypad.3.7.6.3.2.2.If the STATUS indicator light is flashing green, the system may

be partially armed by bypassing the area in alarm by entering1212 and pressing the ON/OFF button.

3.8.Procedure: Operation of the Laboratory Keypads3.8.1.Determine keypad status

3.8.1.1.Steady green light - ready to arm.3.8.1.2.Flashing green light - cannot arm; open contact such as an open door.

3.8.1.2.1.The flashing numbers indicate the zones that are open and not ready toarm.

3.8.1.3.Steady red light - system is armed.3.8.1.4.Flashing red light - alarm has been set off.

3.8.1.4.1.The flashing numbers indicate the zones that have been set off.3.8.1.4.2.A flashing P means the system cannot be armed.

3.8.2.If the keypad status light is steady green, the system may be armed by entering thecode.

3.8.3.If the keypad status light is steady red, the system may be disarmed by entering thecode.

3.9.Procedure: Resolving a Burglar Alarm at the Laboratory Keypad3.9.1.Activation of the burglar alarm system is noted locally on the keypad by a red

flashing light with or without audible alarm.3.9.2.If Laboratory staff do not know the source of the alarm or if there is evidence of a

break-in:3.9.2.1.Write down all zone number scrolling on the keypad.3.9.2.2.Immediately contact the Medicolegal Death Investigators Office or a

supervisor.3.9.2.3.Do not enter the area alone; do not touch anything; wait for police

investigation or for further instructions.3.9.3.If Laboratory staff know the source of the alarm:

3.9.3.1.Write down all zone numbers scrolling on the keypad.3.9.3.2.Enter code.3.9.3.3.Press Areset@ until the keypad beeps.3.9.3.4.The system may then be armed as usual.3.9.3.5.Immediately report situation to Medicolegal Death Investigator office and

supervisor.3.10.Procedure: Changing the Keypad Code on the Laboratory Keypads

3.10.1.The alarm code is changed by a section chief or Forensic Administrator.supervisory level staff only.

3.10.2.Authorized lab personnel will be advised when the code is changed.3.10.3.To change the code, the system should be disarmed.


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3.10.3.1.Press A8@ until the keypad beeps.3.10.3.2.Enter master code.3.10.3.3.Press AB@; press [email protected] new code.3.10.3.5.Press AB@, press AB@ again.

4.LIFE SAFETY ALARM SYSTEM4.1.Purpose

4.1.1.The purpose of the life safety alarm system is to warn those at the Institute of abuilding-wide emergency.

4.2.Interaction with Other Security System Components4.2.1.The Institutes life safety system is separate from the burglar alarm or access

control systems; however, activation of the life safety system deactivates mag lockson the access control system and results in notification to the burglar alarmmonitoring company.

4.3.Activation of the Life Safety System4.3.1.Example: a fire sensor is activated4.3.2.A building-wide alarm will sound.4.3.3.The fire panel will go into alarm.4.3.4.Mag locks will release.4.3.5.The external monitoring company will be notified and will call the Medicolegal

Death Investigator Office in response.4.3.6.Staff will begin evacuation in accordance with the Facility Emergency Response

Plan.4.3.7.The Institute access control computer system will note the life safety alarm and any

breaches of the access control system such as using the back emergency exit doors.

4.3.8.Ongoing security is provided by locking doors where possible.4.3.9.Mag locks on the access control system will remain deactivated until the fire panelis reset.

4.3.10.In a power failure, the mag locks will release, the life safety system will go intotrouble status, and the burglar alarm monitoring company will be notified.

4.3.10.1.1.Upon restoration of power, the mag locks will engage and the firepanel will reactivate.

4.4.Procedure: Life Safety Alarm4.4.1.The life safety system is activated by smoke detectors or fire alarm pull stations.4.4.2.Once a smoke detector or pull station is activated, a building-wide alarm will

sound and the fire panel will go into alarm status.

4.4.3.Upon hearing the life safety/fire alarm, Emergency Wardens and other Institutestaff will implement the Facility Emergency Response Plan detailed in theEnvironmental Health and Safety Manual.

4.4.4.As noted in this plan, Institute staff must call 911 to initiate emergency response.4.4.5.The Dallas County Fire Marshal must be notified immediately when the life safety

system is activated; this may be accomplished by contacting Sheriff Dispatch.4.4.6.Once supervisors and Emergency Wardens determine that building occupants are

safe, the alarm may be silenced by Administration or the senior Medicolegal Death


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Investigator on duty.4.4.6.1.The staff member silencing the alarm is responsible for contacting the Dallas

County Fire Marshal to request the reset of the fire panel. The fire panel mustbe reset by the Dallas County Fire Marshal or under his direction.

5.ELEVATOR EMERGENCIES

5.1.Procedure: Elevator Emergencies5.1.1.Emergency alarm buttons and emergency phones are available in each elevator.5.1.2.In the event of an elevator failure, individuals trapped in the elevator should follow

instructions posted in the elevator.5.1.3.Emergency response to an elevator malfunction is obtained by contacting Facilities

Management and Institute Administration.5.1.4.Do not attempt to pull individuals from a stalled elevator because injury can occur

if the elevator suddenly begins operation.

6.PACKAGE AND MAIL SECURITY

6.1.Goal6.1.1.Ensuring the security of packages and mail is an important component in the

receipt and release of evidence, the receipt of supplies and reagents,communication with outside entities, and employee safety.

6.2.Intra-County Mail6.2.1.Mail between County departments is typically handled through the County mail

room and Institute courier.6.3.Intra-Medical Center Mail

6.3.1.Mail within the Medical Center is typically transported by the Pathology courier.6.4.US Mail

6.4.1.US mail is delivered by the US Postal Service.6.4.2.Outgoing County mail is taken to the County Mail Room.6.4.3.Mail is distributed to Institute staff via the mail center located near the Records

Section.6.5.Package Delivery Services

6.5.1.Most package deliveries will occur through the main entrance.6.5.2.Records staff will usually accept packages delivered by FedEx, UPS, etc.6.5.3.Institute staff will pickup appropriate packages from the Records area on a daily

basis.6.5.4.Records staff will advise applicable individuals when packages require special

handling such as refrigeration upon receipt.6.5.5.Outgoing packages will be taken to the Records Department to await pickup by the

delivery service.6.5.6.After hours package receipt and delivery will be performed by the Medicolegal

Death Investigators.6.6.General address mail and packages

6.6.1.Mail which is not addressed to a specific individual or section will be delivered tothe Executive Secretary for initial processing and distribution.


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6.6.2.Packages which are not addressed to a specific individual or section are theresponsibility of Physical Evidence Registration which will open and distribute thepackage.

6.6.2.1.Items of suspected evidence which are not addressed to a specific individualor section will be the responsibility of Physical Evidence Registration.

6.7.Suspicious Packages and Mail6.7.1.Suspicious packages and mail should not be handled.

6.7.2.This situation should be reported immediately to Institute Administration and/or aSupervisor.

6.7.3.Institute management will determine a course of action to safely investigate andrespond to the situation.

6.7.4.Suggestions for action include taking an x-ray of the package, contacting DPDIntelligence, the Dallas County Fire Marshal, the shipping agent, etc.


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Dallas CountyDallas County

Southwestern Institute of Forensic SciencesSouthwestern Institute of Forensic SciencesAuxiliary Visitor PolicyAuxiliary Visitor PolicyACKNOWLEDGMENTACKNOWLEDGMENT

I, the undersigned, acknowledge that I have received an Auxiliary Staff badge and/or access cardwhich allows limited access to the Institute of Forensic Sciences for conducting necessarybusiness at this Office. I further acknowledge that the badge and access card, if applicable, arethe property of the Dallas County Southwestern Institute of Forensic Sciences and will bereturned upon request or at the completion of my business at the Institute. I further acknowledgethat I am obligated to read and comply with the procedures outlined below.

I, the undersigned, acknowledge that I have received an Auxiliary Staff badge and/or access cardwhich allows limited access to the Institute of Forensic Sciences for conducting necessarybusiness at this Office. I further acknowledge that the badge and access card, if applicable, arethe property of the Dallas County Southwestern Institute of Forensic Sciences and will bereturned upon request or at the completion of my business at the Institute. I further acknowledgethat I am obligated to read and comply with the procedures outlined below.

1. I will not loan my badge or access card to anyone.1. I will not loan my badge or access card to anyone.

2. I will ensure that my badge or card are never duplicated outside SWIFS.2. I will ensure that my badge or card are never duplicated outside SWIFS.3. I will not use my card to open secure areas to unescorted, unauthorized individuals.3. I will not use my card to open secure areas to unescorted, unauthorized individuals.4. I will ensure that unauthorized individuals (those without badges or those with Visitor

Badges) do not follow me through a security door.4. I will ensure that unauthorized individuals (those without badges or those with Visitor

Badges) do not follow me through a security door.5. I will secure an area if I am the last to leave, i.e., close and lock the door.5. I will secure an area if I am the last to leave, i.e., close and lock the door.6. I will immediately report lost or damaged badges or cards to my Institute contact or to

Institute Administration at 214-920-5913.6. I will immediately report lost or damaged badges or cards to my Institute contact or to

Institute Administration at 214-920-5913.7. I will return my badge and/or card to Institute personnel upon request or upon completion

of my business with the Institute; access cards are usually available for less than one day.7. I will return my badge and/or card to Institute personnel upon request or upon completion

of my business with the Institute; access cards are usually available for less than one day.

Access cards, when applicable, are authorized for use as follows:Access cards, when applicable, are authorized for use as follows:

Transplant Staff: 24 hour access for central morgue entry and first floor hall doors notincluding Main Lobby and Parkland doors.

Transplant Staff: 24 hour access for central morgue entry and first floor hall doors notincluding Main Lobby and Parkland doors.

Other Auxiliary Staff: 7 AM 6 PM with access to central morgue entry, Main Lobby andParkland doors, and hall doors.

Other Auxiliary Staff: 7 AM 6 PM with access to central morgue entry, Main Lobby andParkland doors, and hall doors.

Items Assigned:

______________________________ ______________________________________________________________ ________________________________Print Name SignaturePrint Name Signature

____________________________________________________________DateDate

______________________________ ______________________________________________________________ ________________________________IFS Staff DateIFS Staff Date


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SOUTHWESTERN TELEPHONE: 214-920-59FAX: 214-920-5811

Reply To:5230 Medical Center Drive

Dallas, Texas 75235

INSTITUTE OF FORENSIC SCIENCES

AT DALLAS

Office of the Director

To: Jeffrey J. Barnard, M.D., Director

From:

Date:

Subject: Request for Permanent Auxiliary Staff Assignment

Please consider the following individual(s) for permanent Auxiliary Staff designation:

Name Agency/Organization Phone Nature of business with the Institute

______________________________________________________________________________Administrative Action Taken:


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SOUTHWESTERN


AT DALLAS

Frequent Visitor Policy

ACKNOWLEDGMENT

I, the undersigned, acknowledge that I have received a Frequent Visitor badge which allowslimited access to the Institute of Forensic Sciences for conducting necessary business at thisOffice. Specifically, I have unescorted access to the elevator lobby on floors one through four.To access other areas, I acknowledge that I require an Institute escort. I further acknowledge thatthe badge is the property of the Dallas County Southwestern Institute of Forensic Sciences andwill be returned upon request or at the completion of my business at the Institute. I furtheracknowledge that I am obligated to read and comply with the procedures outlined below.

1. I will not loan my badge to anyone.2. I will ensure that my badge is never duplicated outside SWIFS.3. I will not enter secure areas without an Institute escort.4. I will not open secure areas to unescorted, unauthorized individuals.5. I will ensure that unauthorized individuals (those without badges or those with Visitor

Badges) do not follow me through a security door.6. I will close and lock the door if I am the last to leave a secure area.7. I will immediately report lost or damaged badges to my supervisor or to Institute

Administration at 214-920-5913.8. I will return my badge to Institute personnel upon request or upon completion of my

business with the Institute.

Items Assigned:

______________________________ ________________________________Print Name Signature

______________________________Date

______________________________ ________________________________IFS Staff Date


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SOUTHWESTERN TELEPHONE: 214-920-59FAX: 214-920-5811

Reply To:5230 Medical Center Drive

Dallas, Texas 75235


AT DALLAS

To: Jeffrey J. Barnard, M.D., Director

From:

Date:

Subject: Request for Frequent Visitor Designation

Please consider the following individual(s) for Frequent Visitor designation:

Name Agency/Organization Phone Nature of business with the Institute

______________________________________________________________________________Administrative Action Taken:


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VISITORS WAIVER

By signature of this letter, I certify that I have been advised of the potential biological andchemical hazards I may encounter during my visit at the Institute of Forensic Sciences. I furtheragree that my visit and/or participation in various work projects at the Institute is done at myown risk and hereby waive legal recourse against the Institute and Dallas County inconsideration for visitation privileges.

___________________________________ _______________________Name (PRINT) Date

___________________________________Signature

Return signed form to IFS Administration Executive Secretary

SWIFS Facility Security Manual v2.0 (01.18.2008) 31 Pages

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