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U.S. Geological Survey Manual

CHAPTER 8. IDENTIFICATION AND ADMITTANCE TO FACILITIES

1. General.

A. Policy. A properly organized and administered personnel identification system constitutes an important part of the physical security program. Such a system identifies those who have a need to enter and leave an area and also detects unauthorized personnel who attempt to gain entry. Since September 11th, entry to most space under USGS or GSA control requires identification of personnel at all times. At those facilities where the local security procedures require identification to gain access, employees and contractors needing access to these USGS and GSA controlled buildings and facilities must display proper identification.

B. Employees. As cited in Survey Manual 440.1, Identification Cards, all employees and temporary employees of the USGS are required to have in his or her possession a personal identification badge/card such as those described below in Chapter 8.2.A.

C. Contractors.

(1) Contractors that require recurring official access to departmental Level IV and sensitive buildings, as determined by the Bureau Security Manager, during normal working hours and/or nights, weekends, and holidays must also be issued a personal identification badge/card as described below in Chapter 8.2.A. The FSO must establish procedures to ensure security where private contract personnel are concerned. Procedures may be as simple as observation or could include sign-in/escort. For Level IV facilities, all contractors that require recurring official access to departmental buildings during normal working hours and/or nights, weekends, and holidays must undergo a background suitability check before an identification badge/card is issued.

(2) Contractors that perform building services functions such as building maintenance, building construction, cleaning, carpet installation, guard services, cafeteria services, movers, etc., and that have regular and continuing access to a USGS facility should undergo a background suitability check conducted by the FPS, Department of Homeland Security. FSO’s should go to their FPS Regional Office for assistance.

(3) Contractors that are hired for Public Trust positions at the Moderate Risk and High Risk level should undergo a background investigation through the Office of Security Management, USGS. Most of these contractors will be in Information Technology positions as cited in Survey Manual 600.5, Automated Information systems Security – General Requirements. Contractors hired into Low Risk positions do not need to be subjected to a USGS background investigation; the background checks that are conducted by the contractor company are adequate.

D. Visitors.

(1) Visitor Control/Screening System. A visitor control/screening system is a minimum-security requirement for all USGS facilities. At a minimum, individuals must access all USGS facilities via a screening system, display a temporary/visitor badge at all times, and/or be escorted at all times. The following information provides recommended screening standards. For Level I facilities, a sign-in register may be established. For Level II facilities, visitors may be required to sign-in with a receptionist or guard and may be asked to present a valid form of identification based on a facility evaluation by the local FSO. For Level III and IV facilities, visitors are required to sign-in and present a valid form of identification with a receptionist or guard.

(2) Visitor ID Accountability System. As part of a visitor badging system, stringent methods of control over visitor badges to ensure that visitors wearing badges have been appropriately screened is required.

2. DOI Identification Cards, Badges, and Smart Cards. SM 440.1, Identification Cards, contains the policy and procedures for the issuance and control of the various DOI personnel identification cards, badges, and smart cards listed below.

A. Forms of Identification.

(1) DOI Identification Card (Form DI-238A). The DI-238A is the standard identification card issued to permanent employees. This DI-238A card is unique to the DOI.

(2) DOI Temporary Building Pass (Form DI-238). This identification card is issued for a designated period of time up to five years to temporary employees and contractors having no other appropriate form of identification, whose duties require their recurring official access to Federal buildings during business and/or security hours.

(3) Retiree Identification Card. Employees upon retirement may be issued a retiree identification card, if desired.

(4) Automated Badging Systems. Some USGS facilities have installed automated badging systems either with or without card reader systems. Those facilities that opted to replace their DI-238A, DI-238, and Retiree Identification Cards with an automated badge obtained approval from the Security Management Office, followed certain guidelines with respect to the design of the badges; assured that all accountability requirements as cited in SM 440.1, Identification Cards, were met; and issued a Privacy Act System of Record statement. As of July 2003, only the smart card badging system implemented by the DOI will be approved by the Security Management Office for automated badging and physical access systems for USGS facilities, as cited below.

(5) DOI Smart Card Badging System. During July 2003, the Department of the Interior, Office of Law Enforcement and Security Management, implemented a new smart card badging and reader system at the Main Interior Building and South Main Interior Building. The implementation of this smart card system is part of DOI’s implementation of President Bush’s E-Authentication Initiative. DOI is committed to implementation of this effort throughout DOI. These smart cards will eventually replace all DOI identification cards and will be used for physical access at those facilities that have implemented the DOI smart-card reader system. Over time, the same card will also be used to access DOI IT systems that require e-authentication.

(6) Other Forms of USGS Identification. Other forms of identification may be developed by the FSO for controlling access into specific facilities, e.g., a single building or a facility within a building, or for identifying employees engaged in a unique pursuit. The use of these forms of identification is limited to the specified facility or purpose. Such forms of identification shall not be used to replace authorized Departmental identification cards/badges.

B. Issuing Authority. No form of DOI identification may be lawfully possessed or used unless it has been approved and issued by an authorized issuing official. The authority to issue identification cards/badges has been delegated to the Regional Security Officers who may redelegate the authority to field activities and designated issuing officials.

C. Possession. Each employee of the USGS is required to possess and carry a form of employee identification while in a duty status. As indicated in the requirements cited in Appendix B, DOI Facility Security Standards, an agency photo ID for all personnel that must be worn and displayed at all times is a minimum-security requirement for Level IV facilities, may be a minimum-security requirement for Level III facilities based on a facility evaluation by the FSO and/or Building Security Committee, is a desirable security measure for Level II facilities, and would not be applicable to Level I facilities.

D. Authorized Use.

(1) Departmental identification cards/badges are intended for official use by the bearers. They are used to identify the bearers as employees or contractors of the USGS and to authorize admittance to Federal facilities subject to local controls.

(2) Departmental identification cards/badges are not intended for use as identification in conducting personal business. However, it is understood that from time to time employees will be required to identify themselves, by name and photograph or by place of employment, for legitimate personal purposes.

(3) Any misuse of an identification card or badge, including use for other than official or authorized purposes, repeated loss, or failure to carry it while on duty, may result in retrieval of the card/badge, revocation of the privileges it conveys, or administrative or criminal action. All forms of Departmental identification are the property of the U.S. Government and may be retrieved at any time by the issuing official or security authority for just cause.

E. Safeguarding. Blank stocks of identification cards/badges should be maintained under the positive control of the issuing official and, as a minimum, kept in a locked container.

F. Accountability. It is the responsibility of each issuing official to maintain detailed accountability records of all identification cards/badges that have been received or issued. Control ledgers or the automated system for each type of card/badge will show the card number, date of issue, to whom issued, and office of assignment. Upon separation or transfer, an employee must surrender the card/badge to the issuing office and the control ledger or automated system should be annotated accordingly. See Survey Manual 440.1, Identification Cards, for detailed accountability instructions for all identification cards/badges.

G. Inventories. Upon the appointment of an issuing official, an inventory of the blank stocks of controlled identification cards/badges should be conducted and the results reconciled with the control ledger. During October of each year, the issuing official should also conduct an inventory of blank stocks of controlled identification cards/badges and reconcile the results with the control ledger. A record of the inventories should be maintained with the control ledger. Blank cards/badges should be maintained under lock and key at all times, and only authorized individuals should have access.

H. Inspections. The responsible FSO at activities with designated issuing officials should conduct an annual inspection to insure that the security, issuance, and accounting procedures governing personnel identification cards/badges are in accordance with Departmental and USGS instructions.

3. Other Agency Passes and Credentials. In addition to Departmental identification cards, other credentials may be recognized and honored for admission to the facility during security hours when such passes and credentials are properly accredited, the bearers are on official business, and local security procedures do not prohibit entry. Included in this category are:

A. GSA passes and credentials;

B. All Federal law enforcement credentials;

C. Passes and identification credentials issued by occupying agencies to their own personnel; and

D. Such others as may be designated by the senior officials having jurisdiction of the facility.

4. X-Ray, Magnetometer, Radiation, and Irradiation Screening Devices.

A. Public Entrances/Exits.

(1) X-ray and Magnetometer Screening Devices. X-ray machines are used to scan bags, briefcases, purses, packages, boxes, mail trails and parcels, etc., for the detection of weapons, explosives, narcotics, and flammables using X-ray technology. Magnetometers are used to scan individuals for the detection of metal using electromagnetic technology. Appendix B, DOI Facility Security Standards, indicates that x-ray and magnetometer screening devices at all public entrances for the screening of visitors, contractors, etc., and all of their purses, bags, briefcases, packages, etc., are mandatory for Level IV facilities, a standard based on facility evaluation by the FSO and/or the Building Security Committee for Level III facilities, desirable for Level II facilities, and not applicable for Level I facilities. Additionally, the x-raying of all packages entering the building delivered by contractors, couriers, etc., is mandatory for Level IV facilities, a standard based on facility evaluation by the FSO and/or the Building Security Committee for Level III facilities, desirable for Level II facilities, and not applicable for Level I facilities. Contact your local Federal Protective Office or the Security Management Office for specific information on X-ray and magnetometer screening devices.

(2) Radiation Screening Devices. Radiation screening devices are only for use in Level IV facilities based on a facility evaluation and determination made by the FSO and/or the Building Security Committee. Contact your local Federal Protective Office or the Security Management Office for specific information on radiation screening devices.

B. Receiving and Shipping.

(1) X-ray Screening Devices. Appendix B, DOI Facility Security Standards, indicates that X-raying all incoming packages and mail is mandatory for Level IV facilities, a standard based on facility evaluation by the FSO and/or the Building Security Committee for Level III facilities, and desirable for Level II and I facilities. At a minimum, appropriate security precautions must be established for all deliveries to include controlled bulk freight arriving at a facility loading dock if it is not X-rayed. Contact your local Federal Protective Office or the Security Management Office for specific information on X-ray devices and the recommended security precautions for loading dock deliveries that are not X-rayed.

(2) Irradiation Devices. Irradiation devices are used to attempt to render safe a biological devise that may have been maliciously placed in mail. Irradiation devices are a standard for use in Level IV and III facilities based on a facility evaluation and determination made by the FSO and/or the Building Security Committee. Irradiation devices are desirable in Level II and I facilities. Contact your local Federal Protective Office or the Security Management Office for specific information on irradiation screening devices.

(3) Mail Room Security. All mailroom personnel should have annual training regarding the detection and mitigation of hazardous substances and devices. Mailroom personnel should be trained to check all letters and packages for suspicious indicators as provided by the U.S. Postal Service. The following website has a poster/picture containing these suspicious indicators that can be printed and posted in the mailroom: http://www.emergency.com/pkgbomb.htm. The FSO should provide instructions to the mailroom personnel as to what actions to take if an item is determined to be of a suspicious nature.

5. Admittance to USGS Facilities.

A. Routine Conditions.

(1) Basic requirements for admission to Federal property are contained in FPMR 101-20.302. Accordingly, during business hours, USGS facilities are normally open to visitors and only restricted to authorized individuals after business hours. See Chapter 8, paragraph 1.D and Chapter 8, paragraph 4.A for visitor screening requirements.

(2) During business hours, property or portions thereof can be closed to the public only when situations require this action to ensure the orderly conduct of Government business. The decision to close the property or portions thereof to the public should be made by the Designated Official after consultation with the building manager and the responsible FSO. When property, or a portion thereof is closed to the public, admission should be restricted to authorized persons who will register upon entry to the property and, when requested, display Government or other identifying credentials when entering, leaving, or while on the property. Property or portions thereof that are closed to the public should be designated as a restricted or closed area as prescribed in Chapter 5, Paragraph 2.

B. Emergency and Threat Conditions as Defined by the Homeland Security Advisory System (HSAS). Homeland Security Presidential Directive (HSPD) 3, March 11, 2002, established a HSAS to provide a comprehensive and effective means to disseminate information regarding the risk of terrorist acts to Federal, State, and local authorities and to the American people. The HSAS established a set of five graduated Threat Conditions (Code Green, Blue, Yellow, Orange, and Red), which increase as the threat increases. Federal departments and agencies have implemented a set of protective and preparedness measures corresponding to each Threat Condition. USGS SM 440.5, Threat Condition Guidance, delineates bureau protective and preparedness measures that will be employed at each Threat Condition, which is established by the Attorney General. Protective measures are focused on ensuring protection of facilities from terrorist actions. Preparedness measures are focused on ensuring continuity of essential business functions through continuity of operations and related plans.

C. Public Use of Buildings.

(1) The Public Building Cooperative Use Act of 1976 generally encourages the occasional use of government facilities for cultural, educational, or recreational activities deemed to be in the public interest. This act pertains to the public areas such as auditoriums, meeting rooms, courtyards and lobbies of buildings, and permits activities that will not disrupt the operation of the building.

(2) Such use of Survey facilities is subject to GSA regulations specified in FPMR 101-20 and SM 500.12. The policy and procedures to permit scientific investigators, qualified individuals, students, and graduates of institutions of learning to use the study and research facilities of the USGS are also contained in SM 500.12.


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U.S. Department of the Interior
, U.S. Geological Survey, Reston, VA, USA
URL: http://www.usgs.gov/usgs-manual/handbook/hb/440-2-h/440-2-h-ch8.html
Contact: AO, Office of Policy and Analysis
Content Information Contact: lwalker@usgs.gov
Last modification: 22-Aug-2017@13:39 (kk)
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