Dallas County Southwestern Institute of Forensic Sciences

FACILITY SECURITY MANUAL, VERSION 2.0

Authorized by: Effective date:

Jeffrey J. Barnard, M.D., Director and Chief Medical Examiner January 18, 2008

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 ................................................................................................................................................................4 1.2. PROGRAM OVERVIEW .........................................................................................................................................4 1.3. RELATIONSHIP BETWEEN THE ACCESS CARD CONTROL SYSTEM, BURGLAR ALARM SYSTEM, AND LIFE SAFETY ALARM SYSTEMS ........................................................................................................................................................4 1.4. PROGRAM OVERSIGHT AND RESPONSIBILITIES ...................................................................................................4 1.5. PROGRAM AUTHORIZATION AND AMENDMENT ..................................................................................................7 1.6. RECORDS RETENTION .........................................................................................................................................7 1.7. SECTION SECURITY PROCEDURES .......................................................................................................................7 2. ACCESS CONTROL ..............................................................................................................................................7 2.1. OVERVIEW ..........................................................................................................................................................7 2.2. OVERSIGHT .........................................................................................................................................................7 2.3. CARD ACCESS CONTROL SYSTEM .......................................................................................................................8 2.4. ACTIVATION OF THE CARD ACCESS CONTROL SYSTEM ALARM .........................................................................8 2.5. ACCESS CONTROL FOR INSTITUTE STAFF............................................................................................................8 2.6. ACCESS CONTROL FOR INSTITUTE VISITORS .......................................................................................................9 2.7. PROCEDURE: RESPONSE TO ACCESS CONTROL SYSTEM VIOLATIONS ...............................................................13 2.8. PROCEDURE: USE AND ACCESSIBILITY OF THE GRAND MASTER ......................................................................13 2.9. 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 .....15 2.11. PROCEDURE: REPLACING ACCESS CARDS, KEYS, KRONOS-SWIPE CARD, INSTITUTE ID, INDIVIDUALLYASSIGNED PADLOCK ................................................................................................................................................16 2.12. PROCEDURE: PROCESSING VISITORS AT THE MAIN ENTRY .............................................................................16 2.13. PROCEDURE: PROCESSING VISITORS AT THE MORGUE ENTRY ........................................................................18 3. BURGLAR/INTRUSION AND ENVIRONMENTAL ALARM SYSTEM......................................................20 3.1. PURPOSE ...........................................................................................................................................................20 3.2. MONITORING ....................................................................................................................................................20 3.3. ACTIVATION OF THE BURGLAR ALARM SYSTEM ..............................................................................................20 3.4. SYSTEM RESPONSIBILITIES ...............................................................................................................................20 3.5. PROCEDURE: BURGLAR/INTRUSION ALARM SYSTEM .......................................................................................21 3.6. PROCEDURE: ENVIRONMENTAL ALARM SYSTEM ..............................................................................................22 3.7. PROCEDURE: OPERATION OF THE CENTRAL KEYPAD ........................................................................................22 3.8. PROCEDURE: OPERATION OF THE LABORATORY KEYPADS ...............................................................................23 3.9. PROCEDURE: RESOLVING A BURGLAR ALARM AT THE LABORATORY KEYPAD ................................................23 3.10. PROCEDURE: CHANGING THE KEYPAD CODE ON THE LABORATORY KEYPADS ..............................................23 4. LIFE SAFETY ALARM SYSTEM......................................................................................................................24 4.1. PURPOSE ...........................................................................................................................................................24 4.2. INTERACTION WITH OTHER SECURITY SYSTEM COMPONENTS .........................................................................24 4.3. ACTIVATION OF THE LIFE SAFETY SYSTEM ......................................................................................................24 4.4. PROCEDURE: LIFE SAFETY ALARM ...................................................................................................................24 Dallas County Institute of Forensic Sciences 2 Facility Security Manual Version 2.0

5. ELEVATOR EMERGENCIES ............................................................................................................................25 5.1. PROCEDURE: ELEVATOR EMERGENCIES ...........................................................................................................25 6. PACKAGE AND MAIL SECURITY ..................................................................................................................25 6.1. GOAL ................................................................................................................................................................25 6.2. INTRA-COUNTY MAIL .......................................................................................................................................25 6.3. INTRA-MEDICAL CENTER MAIL ........................................................................................................................25 6.4. US MAIL ...........................................................................................................................................................25 6.5. PACKAGE DELIVERY SERVICES.........................................................................................................................25 6.6. GENERAL ADDRESS MAIL AND PACKAGES .........................................................................................................25 6.7. SUSPICIOUS PACKAGES AND MAIL....................................................................................................................26

Dallas County Institute of Forensic Sciences

Facility Security Manual Version 2.0

Dallas County Southwestern Institute of Forensic Sciences FACILITY SECURITY MANUAL 1. OVERVIEW 1.1. Goals 1.1.1. The goal of the Institute Security Program is to 1.1.1.1. Ensure care, custody, and control of evidence while at the Institute 1.1.1.2. Ensure the integrity of laboratory testing procedures and the evidence processing and collection processes 1.1.1.3. Safeguard case files 1.1.1.4. Provide a secure working environment for employees 1.1.1.5. Protect visitors from undue risk to the extent allowable by their purpose at the Institute 1.2. Program Overview 1.2.1. Components of the Facility Security Program include 1.2.1.1. Access Control 1.2.1.1.1. Key control 1.2.1.1.2. Mag locks 1.2.1.2. Intrusion/burglar alarm system and environmental alarm system 1.2.1.3. Life safety alarm system 1.2.1.4. Facility lock down (see Facility Emergency Response in the EHS Manual) 1.2.1.5. Package and mail security 1.3. Relationship between the access card control system, burglar alarm system, and life safety alarm systems 1.3.1. The access card control system, burglar alarm system, and life safety alarm system are individual, self-contained components of the Institute security system. 1.3.2. Activation of each results in an audible alarm that requires a unique response. 1.3.3. Activation of one system may influence operation of the others. 1.3.4. Specific details of the operation of these systems are found in their respective sections of this manual. 1.4. Program Oversight and Responsibilities 1.4.1. Oversight 1.4.1.1. Oversight of the security program is the responsibility of the Forensic Administrator who may delegate specific duties of the program. 1.4.1.2. Specific responsibilities include 1.4.1.2.1. Cutting keys, pinning cores, and key accountability 1.4.1.2.2. Overseeing the control and security of the access cards 1.4.1.2.3. Requesting a non-scheduled formal or informal audit of any aspect of the Facility Security Program. 1.4.2. Responsibilities of the Director 1.4.2.1. Support and promote implementation of the Facility Security Manual within the Institute 1.4.2.2. Investigate concerns regarding facility security which are brought to his attention. 1.4.2.3. Seek adequate funding as necessary to maintain a secure facility.
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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 Manager 1.4.3.1. Assist the Forensic Administrator in implementation of the Facility Security Program and provide routine oversight of the components of this Program. 1.4.3.2. Audit keys and access cards annually 1.4.3.3. Audit check-out card and key sets 1.4.3.4. Perform additional security audits as requested by the Forensic Administrator or Director 1.4.3.5. Make Institute IDs and Kronos-swipe cards 1.4.3.6. Oversee the Institute visitor process 1.4.3.7. Review visitor and other security logs and other documentation for compliance, completeness, and legibility and report results to Executive Committee as needed. 1.4.3.7.1. Key/Card Check-out Book 1.4.3.7.2. Alarm Log located in the Medicolegal Death Investigator Office 1.4.3.7.3. Visitor Record and Morgue Visitor Record 1.4.3.7.4. Violations of the Access Control System 1.4.3.7.5. Lab Security Check-lists 1.4.3.8. Oversee routine operation of the intrusion/burglar alarm and environmental alarm 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 supervisors 1.4.4.1. 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 staff 1.4.4.4. 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 employees 1.4.5.1. Actively participate in the Facility Security Program 1.4.5.2. Immediately advise a supervisor of any security related concern 1.4.5.3. 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

Dallas County Institute of Forensic Sciences

Facility Security Manual Version 2.0

1.4.5.3.2. To ensure that IFS access cards and/or keys are never duplicated outside of the Institute 1.4.5.3.3. Not to use a personal access card and/or key to open a secure area to an unescorted, unauthorized individual 1.4.5.3.4. To lock a secure area if the last to leave 1.4.5.3.5. To immediately report lost access card and/or keys to a supervisor or the Forensic Administrator 1.4.5.3.6. To return access cards and/or keys to a supervisor, Forensic Administrator or Executive Secretary upon termination of employment with the Institute 1.4.5.3.7. To pay $10 to replace a non-functioning, broken, lost, or stolen access card 1.4.5.4. Wear an Institute ID while at the Institute 1.4.5.5. Ensure that visitors meet requirements of the Facility Security Manual and are properly badged, logged in and out, and escorted 1.4.5.6. Stop anyone seen in the building without proper identification and/or escort, accompany the visitor back to the main entrance, and report the violation to the 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 contact a 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 permitted unescorted access to laboratories or evidence storage areas unless they are specifically 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 Retention 1.6.1. 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 of one 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 Record 1.6.1.1.3. Visitor Waivers 1.6.1.1.4. Lab Security Check-lists 1.6.1.1.5. Key-Card Check-out Log 1.6.1.1.6. Alarm Record 1.6.1.1.7. Access Control Alarm Log 1.6.1.1.8. Frequent visitor records 1.6.1.1.9. Auxiliary staff records 1.7. Section Security Procedures 1.7.1. Section Chiefs are responsible for developing additional procedures as needed for local implementation of the Facility Security Program including 1.7.1.1. Developing and implementing a security review processes as needed 1.7.1.2. Setting and changing alarm codes and environmental set-points 2. ACCESS CONTROL 2.1. Overview 2.1.1. Access to and within the Institute is controlled by a redundant system of keys and magnetic locks and ID badges. 2.1.2. Anyone receiving keys and/or access cards must sign an acknowledgement agreeing to abide by Institute security policies. 2.1.3. Distribution of keys, access cards, and personal padlocks is documented in one or more of the Access Cards/Keys Acknowledgements log, in the key database managed 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 the Quality Manager.

Dallas County Institute of Forensic Sciences

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2.2.2. The Quality Manager reviews card access control violation reports generated by the Institute card access control system on a routine basis and solicits supervisory review and corrective action as required. 2.2.3. The Quality Manager monitors operation of the card access control system and oversees maintenance and repair activities. 2.2.4. An annual audit of keys, access cards, and personal padlocks is performed under the direction of the Quality Manager. 2.3. Card Access Control System 2.3.1. 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 the building, such as the main lobby doors, hallway security doors and evidence storage areas. 2.3.2.1. The mag locks are released by holding an authorized access card in front of the proximity reader which will release the mag lock for approximately thirty seconds. 2.4. Activation of the Card Access Control System Alarm 2.4.1. 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 is pushed 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 solicit supervisory assessment and corrective action as required. 2.5. Access Control for Institute Staff 2.5.1. 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 appropriate section chief or Forensic Administrator. 2.5.2. ID Badge 2.5.2.1. 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 appropriate key and/or access card. 2.5.3.1.1. Part-time and/or temporary employees may be provided access to authorized work areas through a check-out access card and keys. 2.5.3.2. Unauthorized individuals without appropriate key and/or access card may not be 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 and the Parkland entrance.
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2.5.5. Forgotten ID cards, keys, and access cards 2.5.5.1. 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 or Medicolegal Death Investigator or other non-supervisory employee.. 2.5.5.1.3. Outside standard business hours, employees may also be assigned applicable keys for building access. 2.5.6. Lost or stolen ID cards, keys, and access cards 2.5.6.1. 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 protect security of the Institute. 2.5.7. Termination 2.5.7.1. Upon termination, staff must return ID card, access card, keys, and assigned padlocks to their supervisor or the Forensic Administrator. 2.6. Access Control for Institute Visitors 2.6.1. Oversight 2.6.1.1. Routine oversight of the Visitor Program is the responsibility of the Quality Manager. 2.6.2. Types of Visitors 2.6.2.1. Standard Visitors 2.6.2.2. Frequent Visitors 2.6.2.3. Auxiliary Staff 2.6.2.4. Selected County Staff 2.6.2.5. Morgue Visitors 2.6.2.6. Groups 2.6.2.7. Emergency Response Personnel 2.6.3. Responsibility 2.6.3.1. Daily processing of general visitors is the primary responsibility of Records and Morgue Clerk staff 2.6.3.1.1. Records staff perform a daily reconciliation of Visitor Badges and Access Cards and report unexpected variances to the Quality Manager and 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 entry 2.6.4.1.1. 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 or medical school personnel are permitted to use the Parkland/UT Southwestern entry. 2.6.4.3. Morgue entry 2.6.4.3.1. 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 use only in the morgue may be made through the morgue entry; vendors working in the morgue may be allowed to use the Morgue entry. 2.6.5. Visitor Categories 2.6.5.1. Standard Visitors: 2.6.5.1.1. To enter the secure area of the Institute, a standard visitor 2.6.5.1.1.1. Must enter through the main entry 2.6.5.1.1.2. Must sign the Visitor Record 2.6.5.1.1.3. Must exchange a photo ID (business photo ID or drivers license) for an Institute Visitor ID badge which they must wear within the secure area 2.6.5.1.1.3.1. Minors accompanied by a parent/guardian and individuals under police escort are exempt from providing photo identification. 2.6.5.1.2. Visitors are given the appropriate Institute phone number so they can call for an employee escort. 2.6.5.1.3. All standard visitors require an employee escort at all times including escort 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 the responsibility of the last employee to escort the visitor to the main entrance. 2.6.5.1.5. Medicolegal Death Investigator staff will provide the reception function for after-hours, weekend and holiday visitors. 2.6.5.1.6. Friends or family members accompanying an Institute employee must follow 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 such 2.6.5.2.1.2.2. 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 within the Institute. 2.6.5.3.1.1. Yellow jail IDs are issued by the Sheriffs Office after an extensive 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 specific business at the Institute which requires more frequent visits or visits of longer duration than a Standard Visitor. 2.6.5.4.1.1. Examples of individuals assigned Auxiliary Staff badges include selected UT Southwestern/Parkland faculty and residents, technical consultants, and Transplant Services personnel. 2.6.5.4.2. Auxiliary Staff must sign an acknowledgement agreeing to follow applicable Institute security policy. 2.6.5.4.3. Auxiliary Staff badges may be assigned permanently for routine consultants such as physicians in Neuropathology or temporarily on an as needed basis to individuals with short-term access needs. 2.6.5.4.3.1. Permanent Auxiliary Staff badges must be approved by name or position by the Director. 2.6.5.4.3.2. Temporary Auxiliary Staff badges may be authorized by the Director, Deputy Director, Forensic Administrator, Chief Medicolegal Death Investigator, and/or Section Chiefs. 2.6.5.4.4. With management approval and depending upon the duties of the individual, Auxiliary Staff have may check out an access card which provides unescorted access to non-laboratory and non-evidence areas during standard working hours. 2.6.5.4.5. Individuals must be known to Institute staff or present photo identification to receive an Auxiliary Staff badge. 2.6.5.4.6. To access the building, Auxiliary Staff are required to sign the Visitor Record, 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 are permitted access to the Morgue bay area through the morgue entry. 2.6.5.5.1.1. Funeral home staff must present appropriate business photo identification. 2.6.5.5.2. All visitors entering the secure area of the Institute through the Morgue must sign the Morgue Visitor Record. 2.6.5.5.2.1. Entry into the secure part of the Institute through the Morgue requires management approval.
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2.6.5.5.2.1.1. Gas cylinder delivery personnel and x-ray service personnel are pre-approved for entry in this manner but must be escorted by Institute staff. 2.6.5.5.3. All visitors entering the Morgue through the Central Morgue Entry must 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 IFS emergency situation without following standard visitor protocol. 2.6.5.6.2. IFS staff must immediately contact Administration regarding this action. 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 group and 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 not limited 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 with biological and/or chemical agents during their stay will be expected to follow procedures and practices established for Institute staff and to use similar 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 and Safety 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, fellows or scientists) perform work or conduct observations that potentially place 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 has appropriate notification regarding potential biological and chemical hazards they may encounter while at the Institute and to limit the Countys liability should any adverse events occur while the Visitor is at the Institute. The Visitor Waiver form is

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available in the Medicolegal Death Investigation Office or in the forms section of this manual. 2.6.5.9.2.2.2. It is the responsibility of the hosting Institute staff to ensure that visitors follow appropriate procedures and sign the Visitors Waiver which should be returned to the Quality Manager or his designee. 2.7. Procedure: Response to Access Control System Violations 2.7.1. System Activation 2.7.1.1. Violations of the access control system result in local alarms which register only on the in-house security system. 2.7.1.2. There is no external monitoring of access control system alarms and no automatic call to Parkland Hospital Police. 2.7.1.3. If the mag locks release in response to a life safety emergency, the monitoring company automatically will be notified by the activation of the Life Safety System via the main control panel in the Medicolegal Death Investigation Office. 2.7.2. Responsibilities during normal working hours 2.7.2.1. Staff in the immediate area of an alarm are responsible for reporting the alarm to the Medicolegal Death Investigation Office and an appropriate supervisor. 2.7.2.2. The Medicolegal Death Investigator is responsible for noting the alarm on the Alarm Record. 2.7.2.3. The supervisor is responsible for investigating the alarm and advising the Quality Manager. 2.7.3. Responsibilities after hours and on weekends 2.7.3.1. 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 Hospital Police. 2.7.3.2.1. Medicolegal Death Investigator staff should not attempt to investigate or 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 the Medicolegal Death Investigator Office. 2.7.4. Responsibilities of the Quality Manager 2.7.4.1. The Quality Manager will periodically review access violation reports generated by the access control system and the Alarm Record maintained in the Medicolegal Death Investigation Office and will consult with supervisors and the Forensic Adminstrator to determine an appropriate course of action. 2.8. Procedure: Use and Accessibility of the Grand Master 2.8.1. 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 Chief Medical Examiner, Section Chiefs, Forensic Administrator, Chief Medicolegal Death Investigator and Quality Manager. 2.8.1.2. Use of the Grand Master is noted in the Grand Master Key Log located in the Medicolegal 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 allow temporary access to a secure location to an otherwise non-authorized staff member. 2.8.2.1.1. Changes in security settings of access cards are documented in the security system. 2.9. Procedure: Temporary Check-out of Access Cards and Key-sets 2.9.1. Availability 2.9.1.1. Access cards and in some cases keys may be checked out by selected types of visitors. 2.9.1.2. Use of check-out access cards and keys is documented in a log; Institute staff is 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 individuals issued Auxiliary Staff ID badges and to individuals approved for a temporary access 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 Office 2.9.3.1. 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, and Parkland Residents. 2.9.4. Transplant Services Access 2.9.4.1. 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 in exchange for a photo ID. 2.9.4.3. The access card allows unescorted access to non-laboratory & non-evidence areas 24 hours a day and provides access to the morgue entrances and the first floor hall doors only. 2.9.4.3.1. The access card is not valid for the main lobby doors or the Parkland hospital 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 Auxiliary Staff ID badges or for Institute staff who forgot or lost a Institute ID and access card and to others designated by the Director or a supervisor. 2.10. Procedure: Issuing and Returning Access Cards, Keys, and/or Institute IDs for Employees 2.10.1. New employee 2.10.1.1. 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 for 2.10.1.2.1. Identifying appropriate access card, keys, and/or personal padlock for the new position 2.10.1.2.2. Activating and verifying proper operation of the access card 2.10.1.2.3. Issuing the Institute ID and appropriate access card, keys, and/or personal padlocks to the new employee 2.10.1.2.3.1. Ensuring that the new employ completes the Access Card/Key Acknowledgement form 2.10.1.2.3.2. Filing the acknowledgement form in Access Card/Key Acknowledgement log located in Institute Administration 2.10.2. Reassigned Institute Employee 2.10.2.1. 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 employee 2.10.3.1. The terminated employee will turn in Institute ID, access card, keys, and/or personal padlocks to their section chief, deputy section chief, or Forensic Administration. 2.10.3.2. The supervisor will 2.10.3.2.1. Give the Institute ID to the Executive Secretary 2.10.3.2.2. Deactivate the access card 2.10.3.2.3. Place access card, keys, and/or personal padlock in a sealed envelop, inventory envelope contents on the outside of the envelop, and store the envelop in Institute Administration. 2.10.3.2.4. Note receipt of the employees access card, keys, and/or personal padlock 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 card 2.11.1.1. The employee will advise the Executive Secretary that their access card is not 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-swipe card does not work reliably. 2.11.2.2. The Executive Secretary will request a replacement Kronos-swipe card from the Quality Manager. 2.11.2.3. The employee will give the old Kronos-swipe card to the Executive Secretary. 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 padlock and/or Institute ID 2.11.3.1. The employee will advise their supervisor immediately when these items are suspected lost. 2.11.3.2. With the concurrence of the Forensic Administrator, these items may be replaced. 2.11.3.2.1. Notation of any change in access cards, keys, and/or personal padlocks will be made in the Access Card/Key Acknowledgement log and security computer 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. Overview 2.12.1.1. 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 visitor badge, and be escorted at all times by IFS personnel. 2.12.2.2. Frequent Visitor Must have frequent business with IFS and be preapproved by the Director, must log in and out, must wear IFS Frequent Visitor ID badge, may be admitted by Records staff, and may have free access to the elevator area but must be escorted within the secure areas of IFS. 2.12.2.3. Auxiliary Staff Must be Parkland or UT-Southwestern staff or IFS consultants. Permanent Auxiliary Staff must be individually approved by name or position by the Director; temporary Auxiliary Staff may be authorized by Director, Deputy Director, Forensic Coordinator, Chief
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Medicolegal Death Investigator, and/or Section Chiefs. Must wear IFS Auxiliary 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. 6 p.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 certain cases 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 have authority to immediately admit emergency response personnel responding to an IFS emergency situation without following standard visitor protocol. IFS staff must immediately contact Administration regarding this action. 2.12.3. Program Responsibilities 2.12.3.1. IFS staff in the Records Office is primarily responsible for processing visitors; however, IFS employees hosting a visitor may also perform these functions. 2.12.3.2. IFS employees should card-out and log-out their own visitors. 2.12.4. Standard Visitor Processing Procedures 2.12.4.1. Standard Visitor Log-in 2.12.4.1.1. 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 license 2.12.4.1.2. IFS staff will 2.12.4.1.2.1. Verify photo ID matches visitor 2.12.4.1.2.2. Verify ID name matches name on Visitor Record 2.12.4.1.2.3. Ensure visitor has completed Visitor Record completely and legibly; if not, require visitor to re-enter information 2.12.4.1.2.4. Issue an IFS Visitor Badge and receive visitor photo ID 2.12.4.1.2.5. 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 should 2.12.4.2.1.1. 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 Processing 2.12.5.1. Frequent Visitors, Auxiliary Staff, and County Staff will do the following to enter the Institute 2.12.5.1.1. 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 treated as 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 In 2.12.5.2. 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-out 2.12.5.3.1. 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 through secured 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 Entry 2.13.1. 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 access through the morgue entry. 2.13.1.4. Personal visitors are not allowed entry through the morgue entry nor are they allowed in the morgue area. 2.13.1.5. All visitors entering the secure area of the building must be escorted at all times 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 are 2.13.2.1. Transplant Staff with appropriate Auxiliary Badge 2.13.2.2. 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 escort 2.13.2.4. Gas cylinder delivery personnel with escort 2.13.3. Loading Dock Access: Visitors routinely allowed to use the main morgue entrance to gain access to the loading dock area are as follows: 2.13.3.1. Funeral home and transfer service personnel 2.13.3.2. Biological waste disposal vendor 2.13.3.3. Hazardous chemical waste vendor 2.13.3.4. Clinical lab services courier 2.13.3.5. 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 License Number, 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 jail ID or Auxiliary Staff badge.

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2.13.5.3.6. Log visitor out and initial in IFS Initial column of Morgue Visitor Record. 2.13.6. Recordkeeping and Oversight 2.13.6.1. 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 the Visitor Program. 2.13.6.2.3. Advise Administration and Autopsy Supervisor of any suspected security 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 needed 3. BURGLAR/INTRUSION AND ENVIRONMENTAL ALARM SYSTEM 3.1. Purpose 3.1.1. The purpose of the burglar alarm system is to provide timely notification of unauthorized access or refrigeration equipment malfunction in selected controlled areas, such as laboratories and evidence storage areas. 3.2. Monitoring 3.2.1. Monitoring of the burglar/intrusion alarm system and environmental alarm system are performed by the same system which is monitored by the external monitoring company. 3.3. Activation of the Burglar Alarm System 3.3.1. Example: a staff member enters a lab without disarming the keypad 3.3.2. 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 Responsibilities 3.4.1. 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 the Medicolegal Death Investigator office 3.4.1.3. Notify appropriate Institute staff that the alarm system as been activated
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3.4.1.4. Log all alarms and the action of the Medicolegal Death Investigator in the Alarm Record maintained in the Medicolegal Death Investigator Office 3.4.2. The Quality Manger has primary responsibility to 3.4.2.1. 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 basis 3.4.2.3. Review monitoring company reports and reconcile with Medicolegal Death Investigator records 3.4.2.3.1. Review Medicolegal Death Investigator response to security system alarms and the Alarm Record 3.4.3. Institute staff who accidentally set off a burglar alarm must immediately report the incident to the Medicolegal Death Investigator Office so that the Medicolegal Death Investigators can advise the monitoring company. 3.5. Procedure: Burglar/Intrusion Alarm System 3.5.1. 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 requires staff to enter an authorized code to disarm a secured work area and to arm the work area after hours. 3.5.1.2. Unauthorized entry into an area secured by motion detectors and/or door contacts 3.5.1.2.1. triggers an audible local alarm at the site of the intrusion 3.5.1.2.2. sends a signal to the monitoring station, and 3.5.1.2.3. triggers an audible local alarm at the central alarm system keypad in the Medicolegal Death Investigator Office 3.5.2. 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 Death Investigator name. 3.5.3. Staff members who are authorized to disregard police response to burglar system alarms include: 3.5.3.1. Director 3.5.3.2. Deputy Chief Medical Examiner 3.5.3.3. Section Chiefs, Deputy Chiefs, and Unit Supervisors
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3.5.3.4. Forensic Administrator and Quality Manager 3.5.3.5. Medicolegal Death Investigators 3.6. Procedure: Environmental Alarm System 3.6.1. 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/freezer 3.6.2.1.2. 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 alarm system keypad in the Medicolegal Death Investigator Office 3.6.2.1.3.1. The central keypad message will read HI/LOW FREEZER/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 resolving environmental 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 by a 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 information including date, time, central keypad message, action taken, and name into the Alarm Log. 3.7.6.3. Medicolegal Death Investigators may reset and rearm the system or partially rearm the system by bypassing the area in alarm. 3.7.6.3.1. Reset and rearming of the system 3.7.6.3.1.1. 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 system may be fully rearmed by entering 1212 and pressing the ON/OFF button. 3.7.6.3.2. If Laboratory staff are not available to resolve the alarm, Medicolegal Death 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 entering 1212 and pressing the ON/OFF button. 3.8. Procedure: Operation of the Laboratory Keypads 3.8.1. 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 to arm. 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 the code. 3.8.3. If the keypad status light is steady red, the system may be disarmed by entering the code. 3.9. Procedure: Resolving a Burglar Alarm at the Laboratory Keypad 3.9.1. 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 A1@. 3.10.3.4. Enter new code. 3.10.3.5. Press AB@, press AB@ again. 4. LIFE SAFETY ALARM SYSTEM 4.1. Purpose 4.1.1. The purpose of the life safety alarm system is to warn those at the Institute of a building-wide emergency. 4.2. Interaction with Other Security System Components 4.2.1. The Institutes life safety system is separate from the burglar alarm or access control systems; however, activation of the life safety system deactivates mag locks on the access control system and results in notification to the burglar alarm monitoring company. 4.3. Activation of the Life Safety System 4.3.1. Example: a fire sensor is activated 4.3.2. 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 panel is reset. 4.3.10. In a power failure, the mag locks will release, the life safety system will go into trouble 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 fire panel will reactivate. 4.4. Procedure: Life Safety Alarm 4.4.1. 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 Institute staff will implement the Facility Emergency Response Plan detailed in the Environmental 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 must be reset by the Dallas County Fire Marshal or under his direction. 5. ELEVATOR EMERGENCIES 5.1. Procedure: Elevator Emergencies 5.1.1. 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. Goal 6.1.1. 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 Mail 6.2.1. 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 to the 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 the responsibility of Physical Evidence Registration which will open and distribute the package. 6.6.2.1. Items of suspected evidence which are not addressed to a specific individual or section will be the responsibility of Physical Evidence Registration. 6.7. Suspicious Packages and Mail 6.7.1. Suspicious packages and mail should not be handled. 6.7.2. This situation should be reported immediately to Institute Administration and/or a Supervisor. 6.7.3. Institute management will determine a course of action to safely investigate and respond to the situation. 6.7.4. Suggestions for action include taking an x-ray of the package, contacting DPD Intelligence, the Dallas County Fire Marshal, the shipping agent, etc.

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Dallas County

Southwestern Institute of Forensic Sciences

Auxiliary Visitor Policy ACKNOWLEDGMENT I, the undersigned, acknowledge that I have received an Auxiliary Staff badge and/or access card which allows limited access to the Institute of Forensic Sciences for conducting necessary business at this Office. I further acknowledge that the badge and access card, if applicable, are the property of the Dallas County Southwestern Institute of Forensic Sciences and will be returned upon request or at the completion of my business at the Institute. I further acknowledge that I am obligated to read and comply with the procedures outlined below. 1. 2. 3. 4. 5. 6. 7. I will not loan my badge or access card to anyone. I will ensure that my badge or card are never duplicated outside SWIFS. I will not use my card to open secure areas to unescorted, unauthorized individuals. I will ensure that unauthorized individuals (those without badges or those with Visitor Badges) do not follow me through a security door. I will secure an area if I am the last to leave, i.e., close and lock the door. I will immediately report lost or damaged badges or cards to my Institute contact or to Institute Administration at 214-920-5913. 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: Transplant Staff: 24 hour access for central morgue entry and first floor hall doors not including Main Lobby and Parkland doors. Other Auxiliary Staff: 7 AM 6 PM with access to central morgue entry, Main Lobby and Parkland doors, and hall doors. Items Assigned:

______________________________ Print Name ______________________________ Date ______________________________ IFS Staff

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________________________________ Signature

________________________________ Date
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SOUTHWESTERN

TELEPHONE: 214-920-5913 FAX: 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

INSTITUTE OF FORENSIC SCIENCES

AT DALLAS
Frequent Visitor Policy ACKNOWLEDGMENT I, the undersigned, acknowledge that I have received a Frequent Visitor badge which allows limited access to the Institute of Forensic Sciences for conducting necessary business at this Office. 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 that the badge is the property of the Dallas County Southwestern Institute of Forensic Sciences and will be returned upon request or at the completion of my business at the Institute. I further acknowledge that I am obligated to read and comply with the procedures outlined below. 1. 2. 3. 4. 5. 6. 7. 8. I will not loan my badge to anyone. I will ensure that my badge is never duplicated outside SWIFS. I will not enter secure areas without an Institute escort. I will not open secure areas to unescorted, unauthorized individuals. I will ensure that unauthorized individuals (those without badges or those with Visitor Badges) do not follow me through a security door. I will close and lock the door if I am the last to leave a secure area. I will immediately report lost or damaged badges to my supervisor or to Institute Administration at 214-920-5913. I will return my badge to Institute personnel upon request or upon completion of my business with the Institute. Items Assigned:

______________________________ Print Name ______________________________ Date ______________________________ IFS Staff

Dallas County Institute of Forensic Sciences 29

________________________________ Signature

________________________________ Date
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SOUTHWESTERN

TELEPHONE: 214-920-5900 FAX: 214-920-5811 Reply To: 5230 Medical Center Drive Dallas, Texas 75235

INSTITUTE OF FORENSIC SCIENCES

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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INSTITUTE OF FORENSIC SCIENCES VISITORS WAIVER

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

___________________________________ Name (PRINT)

_______________________ Date

___________________________________ Signature

Return signed form to IFS Administration Executive Secretary

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