Sheffield Teaching Hospitals NHS Foundation Trust SECURITY STRATEGY

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1 Sheffield Teaching Hospitals NHS Foundation Trust SECURITY STRATEGY 1. POLICY STATEMENT The purpose of the security strategy is to support the aim of the Trust, in the delivery of high quality clinical services, through the provision of a secure environment. 2. RESPONSIBILITY The ultimate responsibility for security within the Trust rests with the Chief Executive. At Executive board level it rests with the Director of Human Resources, who delegates certain responsibilities through the Director of Hotel Services to the Security Manager. As well as being a management responsibility, security is also the responsibility of every member of staff, who should make every effort to ensure the strategy works for the benefit of all. 3. STRATEGY AIMS The strategy seeks to ensure: - (a) The personal safety at all times of patients, residents, staff and visitors. (b) (c) (d) The protection of property against fraud, theft and damage. To produce a safe atmosphere in which the uninterrupted delivery of quality health care can be delivered. The reporting and detection of all incidents relative to the above. 4. BASIC PRINCIPLES 4.1 Deter Criminal activity where possible by putting in place essential access control and other counter measures. 4.2 Deny The criminal opportunity, not only by physical barriers, but by putting in place effective systems of loss prevention and property control. 4.3 Detect The criminal act. The earlier the criminal act is detected and reported the greater the chances of preventing the offenders getting away. Raised awareness of security at all levels will both detect and reduce the risk of crime. 4.4 Responding Effectively to security issues and problems, with workable counter-measures. 4.5 Review Review the strategy after every incident, also after counter measures have been put in place, to evaluate their effectiveness. 5. WHERE WE ARE 5.1 Deter The installation of additional close circuit television cameras and the upgrading of existing cameras across the Trust together with the commissioning of a new Control Room at the Northern Campus has greatly reduced the incidents of car crime, general theft and damage right across the Trust. The instillation of additional access control and improved lighting across the Trust has proved a deterrent to criminal activities in those particular areas.

2 Audible alarm boxes have been fitted outside a number of vulnerable areas, where alarms are situated and these are gradually being brought through to one of the two Control Rooms for monitoring. The introduction of Access Control has greatly enhanced security in the more sensitive areas of the hospital, especially in the Maternity and Paediatric areas where a baby tagging system is in use. Combined with the Photo ID Badge scheme, fob and swipe cards, identification and legitimate access is now under computer control in all areas of the Trust. 5.2 Deny Audits of areas such as the stores, catering and pharmacy have put in place improved systems of control to deny criminal opportunity. 5.3 Detect To assist in the early reporting and detecting of crime a Hospital Watch Scheme is in the process of being started at each hospital to increase staff awareness and encourage prompt reporting of suspicious or criminal incidents. Informative signs are displayed at all entry / exits where the public has access. 5.4 Response To any situation is the responsibility of the Security staff who give twenty-four hour security cover across the Trust. This response has resulted in a number of criminal offences being detected and offenders arrested. There is also swift feedback to persons reporting incidents. 5.5 Staff Awareness All new starters at the Trust attend a thirty-minute briefing on hospital and personal security. New entrants to the School of Nursing and Junior Grade Doctors also receive an introductory talk on security and personal safety. A weekly Security Bulletin is published which highlights incidents and involvement of the security staff and others in the prevention and detection of crime. Close liaison is maintained with the South Yorkshire Police and regular patrols around the sites are conducted along with Crime Reduction Displays. 6. STAFF IDENTIFICATION Personal identification has been encouraged hospital wide and the security strategy supports the policy of all staff wearing identification badges. Photographic identification badges for staff are produced by the Security Service at the Northern Campus and by HR at the Central Campus. The computerised Photo ID Badge scheme combined with the access control swipe card or fob system has greatly enhanced Security across the Trust. 7. INCIDENT REPORTING Any incident whether actual or perceived should be reported to the Security Staff on extension or bleep 103 at the Central Campus and extension or bleep 423 at the Northern Campus. All thefts and other criminal incidents should also be reported to the Police. In addition all staff should be aware of the 2222 system for alerting the Security Service and Police in the event of incidents of violence and aggression or other serious incidents.

3 8. FIRE AND SAFETY The overlapping interests of security and fire safety policies are recognised and there is full co-operation between the Fire Officer and Security Manager. 9. STAFF INVOLVEMENT Managers and staff have responsibilities for personal security, whilst at work, under The Management of Health and Safety at Work Regulations 1999 the Health and Safety at Work Regulations 1992 and the Crime and Disorder Act It is the responsibility of all staff to be vigilant and promote good safety practice across the Trust. The Hospital Watch Scheme and incident reporting procedures via DATIX and the Counter Fraud and Security Management Service (CFSMS) are designed to help with the promotion of this good practice and to encourage staff to be security conscious. 10. ACCESS CONTROL SYSTEM For information on the issue and use of the Access Control System (Swipe Card and fob) please see appendix SECURITY ADVICE Advice on all aspects of security is available from the Security Manager on extension or bleep 181 or his Deputy on or bleep102. However, an immediate response to any security matter will be directed by the control rooms on extension or bleep 103 at the Central Campus and extension or bleep 423 at the Northern Campus or via 2222 across the Trust. Date reviewed: June 2004 Date to be reviewed: June 2006 To be reviewed by: Executive responsible: Security Manager Director of Human Resources

4 Appendix 1 Sheffield Teaching Hospitals NHS Trust GUIDE FOR GOOD PRACTICE SECURITY OF ATTRACTIVE ITEMS It is suggested each Directorate should ensure that there is an up to date inventory of items attractive to criminals of items costing less than 5,000 per item, for example, computers, calculators, mobile telephones and projectors. In 1993 the NHS Management Executive commissioned a review of Security and Crime Prevention in the NHS called- Preventing Crime in the NHS - the Management Challenge which recommended: - (a) (b) (c) (d) (e) each room to have an inventory of all items list all serial numbers, makes, models etc. regular update of lists (monthly intervals recommended) designate one individual within each department / ward to be responsible for taking the audit identify all items with postcode and directorate or some other form of identification The Security Adviser advises that all managers should: - (a) (b) (c) (a) ensure all thefts are reported promptly to Security and the Police and entered on DATIX monitor developing trends, and ensure security of items Reporting Thefts All stolen / missing items to be reported to Security and the Police, who together, will be responsible for investigating the crime. (b) Developing Trends When ordering items, purchasers should note whether it is new or replacement, condemned, stolen or missing. New items should be included on the inventory where necessary, replacements amended and condemned, stolen or missing items deleted. All stolen and missing items should be reported on DATIX so that trends developing across the Trust can be investigated. All new equipment purchased to be security marked as a deterrent against theft. (c) Ensuring Security of Items Managers should consider the security of all items of value coming into their departments and in consultation with the Security Manager or his Deputy be able to demonstrate how security will be introduced and maintained. The purchase and fitting of security alarms, access control, CCTV etc should be undertaken only after consultation with the Security Manager or his Deputy, to ensure consistency where possible throughout the Trust. The Bio Medical Engineering Department keeps current records of all items maintained by them in a central database.

5 (d) Computers The Information Technology Department audit and keeping a list of all serial numbers, models and make. Asset identification labels are attached to all hardware across the Trust and improvements to internal software integrity is being carried out. (e) Insurance Trust property is insured but the excess payable is 20,000 and therefore only extremely valuable items over 20,000 or multiple claims caused by flood, fire etc would be reclaimable from the Trust s insurance Policy. This means that lost, stolen or damaged property, which requires replacing, would have to come out of the directorate or departments own funds.

6 Appendix 2 Sheffield Teaching Hospitals NHS Foundation Trust ACCESS CONTROL POLICY 1. POLICY STATEMENT The purpose of the security strategy is to promote a safe and secure environment for patients, visitors and staff the broad principles, responsibility and strategic aims of the Trust s policy on security are laid down under the Security Policy. 1.2 The purpose of this document is to provide management and users of the access control system guidelines on the policy and operating procedures relative to the systems. 2. ACCESS CONTROL SYSTEM There are currently three access control systems in operation across the Trust. The Northern Campus utilises the Control Systems International I/NET 2000 personal computer controlled system operated by fob readers. The system was installed by and is maintained by Marshall s Fire and Security Ltd. The Royal Hallamshire Hospital (RHH) and Jessop Wing utilises the Andover Access Control System personal computer controlled system operated installed and maintained by North East Controls Ltd. Western Park Hospital does not currently have an automated access control system but limited installation of a system is to begin in the near future. This system will be the same as that utilised at the RHH and Jessop Wing and will be card swipe access. Charles Clifford Dental Hospital utilises a separate system called Sentinel Control Systems. This too is swipe card access and is maintained by Albion Detection Systems Ltd. 2.1 These systems give card or fob access to designated areas. The issue of cards and fobs is as follows: Directorates to be responsible for deciding which members of their staff should be issued with a swipe card or fob access. They will need to take into account members of staff from other Directorates who might require legitimate access into their area. Swipe cards and fobs can be computer programmed to operate as required. The facility exists therefore to confine the use of each card relative to the working pattern of the individual (e.g. staff member works , five day week - can be programmed to be effective only during these times). Please therefore carefully complete the relevant application form. This form must be supplied to the Security Office at the Northern Campus and Estates at the Central Campus Completed forms will be considered taking account of the overall security of the hospital, its perimeter access and sensitive areas. The following will then occur: - (i) (ii) (iii) the details will be input a swipe card or fob will be issued to designated person against signature the system will be monitored and voidance of swipe cards or fobs from computer system 2.2 The system is capable of recording database details of the name and department of the holder of the card together with a personal reference number applicable to the card or fob issued.

7 2.3 Recorded details are also maintained of the number, date and time each card or fob is used on the system. 2.4 The card or fob remains the property of Sheffield Teaching Hospitals NHS Foundation Trust and any loss or defacing of the card or fob will result in the holder having to pay a fee of for the card and 5.00 for the fob 2.5 In the event of swipe cards or fobs being required for a limited period, either for part-time staff or students, the following procedure will apply: Contractors Part-Time Staff Where such staff require access to a controlled area the issue of a swipe card or fob will be at the discretion of the directorate concerned. Student Nurses As above for part time staff. The issuing of I/D to contractors across the Trust is the responsibility of Estates Department. 2.7 Staff Terminating Employment It shall be the responsibility of heads of departments and/or Business Managers to ensure the return of swipe cards and fobs to the Security Manager when a member of their Directorate/Department terminates their employment. In any case the fact that a member of staff has terminated their employment should be notified to the Security Manager in order that checks can be made on the Access Control computer system to delete the swipe card or fob where appropriate. 3. LOSS OF CARD The loss of any card or fob must immediately be reported to Security in order that they can be made void from the system, thus preserving security. The information should be passed to the Access Control Computer Operator, on extension at the Northern Campus or Estates on for the Central Campus. 4. INTERFERENCE - ABUSE OF SYSTEM It must be noted that any interference with the door/closer - swipe card or fob system will be monitored by the computer control system. 4.1 The system is capable of recording and notifying if any door is kept ajar or forced. In this event it will become a security matter, and may result in a report being obtained and the individual staff member concerned made subject to disciplinary proceedings under the Trust s policy. 5. MONITORING OF USAGE The system can print on demand the following: - (I) (ii) usage of all cards and fobs into the respective Directorate usage of an individual card or fob into the respective Directorate Such a request can only be originated by one of the Directorate Team Managers of the Directorate concerned and should be forwarded to the Security Manager.

8 8. BUILDING BLOCK SYSTEM It is envisaged that eventually the swipe card /fob systems will spread to other areas of the Trust, especially sensitive areas and to enhance outside perimeter security, in order to strengthen the Trust s security policy. 9. ACCESS CONTROL FORMS Forms relative to the issue of swipe cards and fobs to staff and instructions on using the cards can be seen at Appendices A, B, C, respectively. Directorates should ensure they have sufficient stock of these forms where access control is in operation. 10. TRAINING Advice on the policy, handling and use of the system is always available from the Security Manager or his Deputy.