Arkansas Administrative Code
Agency 016 - DEPARTMENT OF HUMAN SERVICES
Division 14 - Department of Finance (Administrative Services)
Rule 016.14.10-006 - Policy 5014: Facility Identification and Protection Policy
Universal Citation: AR Admin Rules 016.14.10-006
Current through Register Vol. 49, No. 9, September, 2024
5014.0 Facility Identification and Protection Policy Overview:
5014.1
Purpose: This policy
establishes requirements that provide a safe work environment for the
Department of Human Services (DHS) workforce as well as visitors and
contractors while in DHS Facilities.
5014.2
Applicability: All
individuals granted access, as defined below, are covered by this policy. These
individuals include all members of the DHS workforce, those employed by others
to perform DHS work, and others authorized to access DHS facilities. This
policy applies to all DHS facilities as designated by the DHS Chief Information
Officer (CIO).
5014.3
Failure
to Comply: Any member of the DHS workforce or volunteer granted access
to DHS facilities who violates this policy is subject to sanctions, or
disciplinary action as authorized under DHS Policy 1084, DHS Employee
Discipline Policy: Conduct/Performance. Contractors and visitors may be subject
to termination of contractual agreements, denial of access to DHS facilities,
and criminal and civil remedies.
5014.4
Policy:
5014.4.1
Proper
Identification
A. All members of
the DHS workforce, contractors, and visitors in a DHS facility must wear their
issued DHS identification badge in plain view on their outer garments so that
both the picture and information on the badge are clearly visible. If a person
in a DHS facility is asked to show his or her badge by a member of the DHS
workforce, the person must do so. A person's failure to show his or her ID
badge must be reported as a security incident on DHS Share at
https:/?dhsshare.arkansas.gov and may result in
disciplinary action.
B. All new
employees must obtain a DHS identification badge within 30 days of hired
date.
5014.42
Badges
A.
Temporary Badges: Members of the DHS workforce, and
DHS contractors assigned to work at the DHS Central Complex who have been
issued an identification badge, and who misplace or forget to bring their
badges to work, must check out a temporary employee badge at the main lobby
reception desk. Loaner identification badges must be returned on a daily basis.
Identification badges are the property of DHS and are the responsibility of the
owner or borrower to safeguard from unauthorized use.
B.
Lost or Stolen
Badges: Lost or stolen identification badges must be reported as
soon as possible after the loss or theft is discovered at
http://www.arkansas.gov/dhs/security.
5014.4.3
Visitors
A. All
visitors to DHS facilities must comply with identification badge procedures
pertaining to the specific facility visited. Visitors to the Little Rock
Complex must check in to the main lobby reception desk in Donaghey Plaza South
(DPS) to be issued a visitor's badge.
B. Visitor badges may only be issued for a
specific event or meeting or a specific day. All visitor badges must be
returned on a daily basis.
C.
Visitors must present a piece of photo identification in order to obtain a
visitor badge. If a visitor does not have acceptable identification, as
determined by the badge issuer, the member of the DHS workforce being visited
must vouch for the identity of the visitor.
D. All visitors must be escorted at all times
when in areas where confidential, sensitive, or DHS information systems are
present.
E. Children of employees
or visitors under the age of 12 are not required to obtain a visitor badge. If
at any time, children will be unaccompanied by an adult, guardian, or a member
of DHS workforce, a visitor badge must be assigned and worn.
5014.4.4
Extended
Visitors
A. A DHS extended
visitor badge will only be issued to a person who is on contract or works
regularly with the Department of Human Services, and who must be in a DHS
facility three or more times a week conducting business.
B. Extended visitors must obtain a DHS
extended visitor badge by coordinating with the personnel specialist in the
division with which they will be working.
C. The extended visitor badge will only be
issued for a limited time period. At the end of this period, the visitor must
return the badge to the issuing personnel specialist.
5014.4.5
Contractors
Persons who contract with DHS and conduct business in a DHS facility three times a week or more will be issued a DHS identification badge. This badge must be returned at the end of the contract or when the contract employee terminates services to DHS, whichever is sooner.
5014.4.6
Temporary
Staff
A. Persons who are employed
by DHS on a temporary basis or through a local business and work in a DHS
facility for limited duration, etc., will be issued a DHS identification badge.
The supervisor or division personnel specialist must complete or assist the
employee in completing the required documentation.
B. If at any time the person's employment
status changes, his or her supervisor must make the proper notifications in
accordance with DHS termination or other policy.
5014.4.7
Packages and
Items
A. Certain DHS facilities
require special handling of packages and items introduced to the facility. Each
facility director may develop procedures for the proper handling of packages
and items. Facility procedures will be attached to Policy 5014.
5014.4.8
Facility
Evacuation and Disaster Preparation
A. Each facility director shall create and
maintain procedures for proper evacuation of DHS facilities.
B. Each facility director shall create and
maintain disaster response plans for facilities as appropriate or required by
state regulation.
5014.5
Definitions:
5014.5.1
DHS Information
Systems: DHS Network services (Network, access, e-mail, Internet,
etc.), DHS applications (client-server," web-based, mainframe, etc.), or any
third-party software legally acquired and installed on the DHS devices for
which it was intended. Also includes any computer file, on any device in use by
DHS or its agents that is shared across the DHS network or requires DHS support
or that contains DHS-related information, the privacy of which must be
safeguarded.
5014.5.2
Confidential Information: Information that is
protected from disclosure by federal or state law or regulation.
5014.5.3
Sensitive
Information: Information or knowledge that might result in loss of
an advantage or level of security if revealed (disclosed) to others who might
have low or unknown trust ability and/or indeterminable or hostile intentions.
Loss, misuse, modification or unauthorized access to sensitive information can
adversely affect the privacy of an individual, trade secrets of a business or
even the security, internal and foreign affairs of a nation depending on the
level of sensitivity and nature of the information.
5014.5.4
Person: For
the purposes of this policy, a person is defined as a uniquely identifiable and
distinguishable individual, whose identity has been validated and whose
association with DHS has been certified by the division requesting access
credentials. A person may or may not be a DHS employee.
5014.5.5
DHS
Facility: A location on the approved site list maintained by the
CIO of DHS. This location must be under direct DHS control and supervision and
under compliance with the state and department physical and logical security
standards.
5014.5.6
Identification Badge: A DHS issued badge that is used
to verify an employee's, visitor's, or contractor's personal
identity.
5014.5.7
Visitor: Persons who are not contractors or DHS
employees.
5014.5.8
Workforce: DHS employees, volunteers, trainees, and
other persons under the direct control of DHS, whether or not they are paid by
DHS.
5014.6
Exceptions to Policy:
5014.6.1
Exceptions to this policy and related standards must be requested in writing to
the DHS IT Security Officer. Exceptions are granted in writing on a per
instance basis and approved by the CIO. Individual exceptions do not extend
beyond the party to whom they are issued.
5014.7
References:
5014.7.1 Arkansas Physical and Logical
Security Standard
[LESS THAN]http: //www .techarch. state. ar. us/domains/security/standards/S S-70-008 phys log standard.pdf[GREATER THAN]
5014.7.2 Health Insurance Portability and
Privacy Act of 1996, United States of America
5014.8
Originating Section/Department
Contact:
5014.8.1 Office of Systems and
Technology 1st Floor Donaghey Plaza North POBox
1437, Slot N101 Little Rock, AR 72203-1437 Telephone: 682-0032
Disclaimer: These regulations may not be the most recent version. Arkansas may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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