SECURITY GUIDELINES PHL

PURPOSE To safeguard of a company property and restrict unauthorized entry inside the office premises. SCOPE This guideline applies to all employees of PHL, Vendors, Employees of Third Parties affiliated with PHL, Consultants, Contractors and their employees accessing the resources of PHL. Resources include any type of resources that belongs to PHL or available in PHL premises or networks. All locations of PHL are covered by these guidelines. PROCEDURE A] GUIDELINES FOR IDENTITY CARD / ACCESS CONTROL CARD:1. Issue of Access control Card and Identity card:

All the employees will be issued access card / identity card. Employees who are on contract, on retainer ship will be issued separate card. It is mandatory for all the employees to display the card while they are in office premises and produce it to the security on demand. The access card is linked to the time attendance software and hence swiping of a card is very essential at arrival and departure from office. Temporary card will be issued to all the new joinees on the day they join along with the Access Control Card. The employees of the Group Company should have the Identity card from the respective Company. Separate register [Outstation Employees Register] is kept at reception for entry.

2. Display of I-Cards:

It is mandatory for all the employees to possess and display their Identity card at all times when they are in office premises. All employees shall display their I-card on their person, preferably by wearing it around the neck or clipped on to their shirt pocket. I-card shall be displayed which will be easily visible to security / authorized personnel at the time of entry. Security personnel may not allow entry to the office if the employee doesnt possess the Identity card. In case someone forgets to carry the Identity Card on any particular day, he/she will have to make entry in the Register and obtain a Temporary

card from the Reception for that particular day and handover the same to the Reception at the time of leaving the Office. 3. Contract Employees:

All contract Employees should possess the Photo Identity Card issued by their respective employer. Admin department will issue them contract ID with Access control card if such person is going to work for more than six months. This will be issued on the request of the concerned Department Head. Contract staff shall display their Identity card at all times when he/she is in the office premises. I-card shall be promptly shown to security / authorized personnel at the time of entry and leaving the office and when called for. All the peons and Contract staff working for will be issued with Contactors ID along with Access Control Card. . Visitors:The Reception Desk shall issue to every Visitor a separate card with V written on it. The Visitor has to wear this Card on his/her person at all times when he/she is in office and has to return the card while leaving the office premises. It shall be the duty of the Reception Desk to ensure that the Visitor wears the same. The Reception Desk shall ensure that all Visitors write the required details in the Visitors Register and mention their in / out timings. All the employees are requested to meet/attend their respective Vendor/Supplier visitors in the Reception area / meeting rooms or in the Home base near the Library. Their entry in the office premises is restricted. As and when the Visitor/ Guest / Supplier/Vendor arrive, intimation will be given by the Reception Desk on phone/intercom to the concerned employee, it shall be the responsibility of the employee to come and attend the Guest/Visitor in the Reception area. Any employee who intends to take the Visitor inside the office after making entry in the Visitors register shall escort the Visitor inside the office and also back to the Reception Desk as and when the meeting is over. Visitors will not be allowed to go to any Department other than the permitted one. It shall be the responsibility of the concerned to escort the visitor back to the reception. Loss / Damage of I Cards:-

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Any loss / damage of an Identity card / Access card / temporary I card should be reported to Administration Department immediately in writing. Penalty of Rs.500/- will be charged for the loss / damage of Access control card. New Identity & Access Control card will be issued on receipt of the above penalty only.

1. Returning the Access / Permanent I Cards:

In case of relocation /resignation/ transfer employees are requested to return their access control card to HR Department. On return of such card HR Department will destroy the Identity card and update the Data and reuse the Access Control card. HR Department will maintain the inventory of all the Access Control Cards.

2. Absconding / Not returning of Access & I Card:

Employees not returning their access / I card on resignation and/or absconding shall be liable to have an amount of Rs.1000/- deducted from their Full and Final settlement.

B] SECURITY GUIDELINES OF GATE PASS. To restrict unauthorized movement of company materials / property.

All goods / items which are moving out of the premises for any reason need to have a proper gate pass. Security is been instructed not to allow anything to go out unless supported by gate pass duly signed by authorized persons. Two types of gate passes, Returnable gate pass & Non-returnable gate pass will control the movement of goods and assets in & out of PHL office. This is applicable to all the employees of PHL /Contract staff. Returnable Gate pass This gate pass will be used for electronic items , furniture and fixtures , Computers, networking equipments and items such as banners, posters etc which goes out of premises for shorter duration for repairs and for demonstration .Gate pass will indicate the possible date of return of item. (Separate record to be maintained in register of all such returnable item)

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Security to keep track of all this returnable materials date wise and inform admin for necessary action. Non Returnable Gate Pass This gate pass will be used when any item whose despatch is of permanent nature and will not come back. E.g. scraps, promotional items, medicine, news papers, cartons, outstation material, material through courier, and movement of company assets within the group Companies etc.

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3. Inward Material

All the material/ assets coming in office premises will have to be entered in the Material Inward Register. This is applicable for all the purchases including IT. This Inward material Challans/Invoices will be stamped by the Security. Material which is personal in nature and likely to be take it back needs to be entered in the register call Personal Inward Register. Security will have to validate this when you exit and counter sign the same. In case any employee who doesnt enter personal material/goods and found carrying such material while leaving office, the material will not be allowed to be taken out without the gate pass duly authorised by his/her Immediate Supervisor. In case of Contractor / Vendor getting their tool equipment / laptop or sample inside the premises, they should register the same in the inward register before entering office premises and on return should counter sign the same. Gate pass will be signed by Head of the Department or the person nominated by the HOD. Each Department or Function Head should nominate minimum two responsible employees for authorizing the gate passes preferably General manger or the Chief Manager / Manager Administration All the Gate Passes will be approved by Administration Department.