(a) At the time an agency submits a request to establish an agency records center, pursuant to Sec. 1234.30, NARA may conduct an inspection of the proposed facility to ensure that the facility complies fully with the standards in this subpart. NARA may also conduct periodic inspections of agency records centers so long as such facility is used as an agency records center. NARA will inspect its own records center facilities on a periodic basis to ensure that they are in compliance with the requirements of this subpart.
(b) Agencies must ensure, by contract or otherwise, that agency and NARA officials, or their delegates, have the right to inspect commercial records storage facilities to ensure that such facilities fully comply with the standards in this subpart. NARA may conduct periodic inspections of commercial records storage facilities so long as agencies use such facilities to store agency records. The using agency, not NARA, will be responsible for paying any fee or charge assessed by the commercial records storage facility for NARA's conducting an inspection.
(c) NARA will contact the agency operating the records center or the agency holding a contract with a commercial records storage facility in advance to set a date for the inspection.
Sec. Appendix A to Part 1234--Minimum Security Standards for Level III
Federal Facilities
Recommended Standards Chart[Reproduced from Section 2.3 (pp. 2-6 through 2-9) of U.S. Department of
Justice, United States Marshals Service report Vulnerability Assessment
of Federal Facilities]------------------------------------------------------------------------
Level III------------------------------------------------------------------------
Perimeter Security------------------------------------------------------------------------Parking:
Control of facility parking......... Required.
Control of adjacent parking......... Desirable.
Avoid leases where parking cannot be Desirable.
controlled.
Leases should provide security Desirable.
control for adjacent parking.
Post signs and arrange for towing Required.
unauthorized vehicles.
ID system and procedures for Required.
authorized parking (placard, decal,
card key, etc.).
Adequate lighting for parking areas. Required.Closed Circuit Television (CCTV)
Monitoring:
CCTV surveillance cameras with time Recommended.
lapse video recording.Post signs advising of 24 hour video Recommended.
surveillance.Lighting:
Lighting with emergency power backup Required.Physical Barriers:
Extend physical perimeter with Desirable.
barriers (concrete and/or steel
composition).
Parking barriers.................... Desirable.------------------------------------------------------------------------
Entry Security------------------------------------------------------------------------Receiving/Shipping:
Review receiving/shipping procedures Required.
(current).
Implement receiving/shipping Required.
procedures (modified).Access Control:
Evaluate facility for security guard Required.
requirements.
Security guard patrol............... Recommended.
Intrusion detection system with Required.
central monitoring capability.
Upgrade to current life safety Required.
standards (fire detection, fire
suppression systems, etc.).Entrances/Exits:
X-ray & magnetometer at public Recommended.
entrances.
Require x-ray screening of all mail/ Recommended.
packages.
High security locks................. Required.------------------------------------------------------------------------
Interior Security------------------------------------------------------------------------Employee/Visitor Identification:
Agency photo ID for all personnel Recommended.
displayed at all times.
Visitor control/screening system.... Required.
Visitor identification Recommended.
accountability system.
Establish ID issuing authority...... Recommended.Utilities:
Prevent unauthorized access to Required.
utility areas.
Provide emergency power to critical Required.
systems (alarm systems, radio
communications, computer
facilities, etc.).Occupant Emergency Plans:
Examine occupant emergency plans Required.
(OEP) and contingency procedures
based on threats.
OEPs in place, updated annually, Required.
periodic testing exercise.
Assign & train OEP officials Required.
(assignment based on largest tenant
in facility).
Annual tenant training.............. Required.Daycare Centers:
Evaluate whether to locate daycare Required.
facilities in buildings with high
threat activities.
Compare feasibility of locating Required.
daycare in outside locations.------------------------------------------------------------------------
Security Planning------------------------------------------------------------------------Intelligence Sharing:
Establish law enforcement agency/ Required.
security liaisons.
Review/establish procedure for Required.
intelligence receipt/dissemination.
Establish uniform security/threat Required.
nomenclature.Training:
Conduct annual security awareness Required.
training.
Establish standardized unarmed guard Required.
qualifications/training
requirements.
Establish standardized armed guard Required.
qualifications/training
requirements.Tenant Assignment:
Co-locate agencies with similar Desirable.
security needs.
Do not co-locate high/low risk Desirable.
agencies.Administrative Procedures:
Establish flexible work schedule in Desirable.
high threat/high risk areas to
minimize employee vulnerability to
criminal activity.
Arrange for employee parking in/near Recommended.
building after normal work hours.
Conduct background security checks Required.
and/or establish security control
procedures for service contract
personnel.Construction/Renovation:
Install mylar film on all exterior Recommended.
windows (shatter protection).
Review current projects for blast Required.
standards.
Review/establish uniform standards Required.
for construction.
Review/establish new design standard Required.
for blast resistance.
Establish street set-back for new Recommended.
construction.------------------------------------------------------------------------
Terms and Definitions in Recommended Standards Chart
[Reproduced from Appendix B, Details of Recommended Security Standards,
U.S. Department of Justice, United States Marshals Service report
Vulnerability Assessment of Federal Facilities]------------------------------------------------------------------------
Term Definition/description------------------------------------------------------------------------
B.1 Perimeter Security
Parking------------------------------------------------------------------------Control of Facility Parking.. Access to government parking should be
limited where possible to government
vehicles and personnel. At a minimum,
authorized parking spaces and vehicles
should be assigned and identified.Control of Adjacent Parking.. Where feasible, parking areas adjacent to
federal space should also be controlled
to reduce the potential for threats
against Federal facilities and employee
exposure to criminal activity.Avoid Leases Where Parking Avoid leasing facilities where parking
Cannot Be Controlled. cannot be controlled. If necessary,
relocate offices to facilities that do
provide added security through regulated
parking.Lease Should Provide Control Endeavor to negotiate guard services as
for Adjacent Parking. part of lease.Post Signs and Arrange for Procedures should be established and
Towing Unauthorized Vehicles. implemented to alert the public to
towing policies, and the removal of
unauthorized vehicles.ID System and Procedures for Procedures should be established for
Authorized Parking. identifying vehicles and corresponding
parking spaces (placard, decal, card
key, etc.)Adequate Lighting for Parking Effective lighting provides added safety
Areas. for employees and deters illegal or
threatening activities.------------------------------------------------------------------------
Closed circuit television (CCTV) monitoring------------------------------------------------------------------------CCTV Surveillance Cameras Twenty-four hour CCTV surveillance and
With Time Lapse Video recording is desirable at all locations
Recording. as a deterrent. Requirements will depend
on assessment of the security level for
each facility. Time-lapse video
recordings are also highly valuable as a
source of evidence and investigative
leads.Post Signs Advising of 24 Warning signs advising of twenty-four
Hour Video Surveillance. hour surveillance act as a deterrent in
protecting employees and facilities.------------------------------------------------------------------------
Lighting------------------------------------------------------------------------Lighting with Emergency Power Standard safety code requirement in
Backup. virtually all areas. Provides for safe
evacuation of buildings in case of
natural disaster, power outage, or
criminal/terrorist activity.------------------------------------------------------------------------
Physical Barriers------------------------------------------------------------------------Extend Physical Perimeter, This security measure will only be
With Barriers. possible in locations where the
Government controls the property and
where physical constraints are not
present. (barriers of concrete and/or
steel composition)Parking Barriers............. Desirable to prevent unauthorized vehicle
access.------------------------------------------------------------------------
B.2 Entry Security
Receiving/Shipping------------------------------------------------------------------------Review Receiving/Shipping Audit current standards for package entry
Procedures (Current). and suggest ways to enhance security.Implement Receiving/Shipping After auditing procedures for receiving/
Procedures (Modified). shipping, implement improved procedures
for security enhancements.------------------------------------------------------------------------
Access Control------------------------------------------------------------------------Evaluate Facility for If security guards are required, the
Security Guard Requirements. number of guards at any given time will
depend on the size of the facility, the
hours of operation, and current risk
factors, etc.Security Guard Patrol........ Desirable for level I and II facilities
and may be included as lease option.
Level III, IV and V facilities will have
security guard patrol based on facility
evaluation.Intrusion Detection System Desirable in Level I facilities, based on
With Central Monitoring evaluation for Level II facilities, and
Capability. required for Levels III, IV and V.Upgrade to Current Life Required for all facilities as part of
Safety Standards. GSA design requirements, (e.g. fire
detection, fire suppression systems,
etc.)------------------------------------------------------------------------
Entrances/Exits------------------------------------------------------------------------X-Ray and Magnetometer at May be impractical for Level I and II
Public Entrances. facilities. Level III and IV evaluations
would focus on tenant agencies, public
interface, and feasibility. Required for
Level V.------------------------------------------------------------------------Require X-Ray Screening of All packages entering building should be
all Mail/Packages. subject to x-ray screening and/or visual
inspection.
High Security Locks.......... Any exterior entrance should have a high
security lock as determined by GSA
specifications and/or agency
requirements.------------------------------------------------------------------------
B.3 Interior Security
Employee/Visitor Identification------------------------------------------------------------------------Agency Photo ID for all May not be required in smaller
Personnel Displayed At All facilities.
Times.Visitor Control/Security Visitors should be readily apparent in
System. Level I facilities. Other facilities may
ask visitors to sign-in with a
receptionist or guard, or require an
escort, or formal identification/badge.Visitor Id Accountability Stringent methods of control over visitor
System. badges will ensure that visitors wearing
badges have been screened and are
authorized to be at the facility during
the appropriate time frame.Establish Id Issuing Develop procedures and establish
Authority. authority for issuing employee and
visitor IDs.------------------------------------------------------------------------
Utilities------------------------------------------------------------------------Prevent Unauthorized Access Smaller facilities may not have control
to Utility Areas. over utility access, or locations of
utility areas. Where possible, assure
that utility areas are secure and that
only authorized personnel can gain
entry.Provide Emergency Power To Tenant agency is responsible for
Critical Systems. determining which computer and
communication systems require back-up
power. All alarm systems, CCTV
monitoring devices, fire detection
systems, entry control devices, etc.
require emergency power sources. (Alarm
Systems, Radio Communications, Computer
Facilities, Etc.)------------------------------------------------------------------------
Occupant Emergency Plans------------------------------------------------------------------------Examine Occupant Emergency Review and update current OEP procedures
Plan (OEP) and Contingency for thoroughness. OEPs should reflect
Procedures Based on Threats. the current security climate.Assign and Train OEP Assignment based on GSA requirement that
Officials. largest tenant in facility maintain OEP
responsibility. Officials should be
assigned, trained and a contingency plan
established to provide for the possible
absence of OEP officials in the event of
emergency activation of the OEP.Annual Tenant Training....... All tenants should be aware of their
individual responsibilities in an
emergency situation.------------------------------------------------------------------------
Day Care Center------------------------------------------------------------------------Re-Evaluate Current Security Conduct a thorough review of security and
and Safety Standards. safety standards.Assess Feasibility of If a facility is being considered for a
Locating Day Care Within day care center, an evaluation should be
Federal Facility. made based on the risk factors
associated with tenants and the location
of the facility.------------------------------------------------------------------------
B.4 Security Planning
Intelligence Sharing------------------------------------------------------------------------Establish Law Enforcement Intelligence sharing between law
Agency/Security Liaisons. enforcement agencies and security
organizations should be established in
order to facilitate the accurate flow of
timely and relevant information between
appropriate government agencies.
Agencies involved in providing security
must be part of the complete
intelligence process.Review/Establish Procedures Determine what procedures exist to ensure
for Intelligence Receipt/ timely delivery of critical
Dissemination. intelligence. Review and improve
procedures to alert agencies and
specific targets of criminal/terrorist
threats. Establish standard
administrative procedures for response
to incoming alerts. Review flow of
information for effectiveness and time
critical dissemination.Establish Uniform Security/ To facilitate communication, standardized
Threat Nomenclature. terminology for Alert Levels should be
implemented. (Normal, Low, Moderate, and
High--As recommended by Security
Standards Committee)------------------------------------------------------------------------
Training------------------------------------------------------------------------Conduct Annual Security Provide security awareness training for
Awareness Training. all tenants. At a minimum, self-study
programs utilizing videos, and
literature, etc. should be implemented.
These materials should provide up-to-
date information covering security
practices, employee security awareness,
and personal safety, etc.
Establish Standardized Armed Requirements for these positions should
And Unarmed Guard be standardized government wide.
Qualifications/Training
Requirements.------------------------------------------------------------------------
Tenant Assignment------------------------------------------------------------------------Co-Locate Agencies With To capitalize on efficiencies and
Similar Security Needs. economies, agencies with like security
requirements should be located in the
same facility if possible.Do Not Co-Locate High/Low Low risk agencies should not take on
Risk Agencies. additional risk by being located with
high risk agencies.------------------------------------------------------------------------
Administrative Procedures------------------------------------------------------------------------Establish Flexible Work Flexible work schedules can enhance
Schedule in High Threat/High employee safety by staggering reporting
Risk Area to Minimize and departure times. As an example
Employee Vulnerability to flexible schedules might enable
Criminal Activity. employees to park closer to the facility
by reducing the demand for parking at
peak times of the day.Arrange for Employee Parking Minimize exposure to criminal activity by
In/Near Building After allowing employees to park at or inside
Normal Work Hours. the building.Conduct Background Security Establish procedures to ensure security
Checks and/or Establish where private contract personnel are
Security Control Procedures concerned. Procedures may be as simple
for Service Contract as observation or could include sign-in/
Personnel. escort. Frequent visitors may
necessitate a background check with
contractor ID issued.------------------------------------------------------------------------
Construction/Renovation------------------------------------------------------------------------Install Mylar Film on All Application of shatter resistant material
Exterior Windows (Shatter to protect personnel and citizens from
Protection). the hazards of flying glass as a result
of impact or explosion.Review Current Projects For Design and construction projects should
Blast Standards. be reviewed if possible, to incorporate
current technology and blast standards.
Immediate review of ongoing projects may
generate savings in the implementation
of upgrading to higher blast standards
prior to completion of construction.Review/Establish Uniform Review, establish, and implement uniform
Standards For Construction. construction standards as it relates to
security considerations.Review/Establish New Design In smaller facilities or those that lease
Standard for Blast space, control over design standards may
RESISTANCE. not be possible. However, future site
selections should attempt to locate in
facilities that do meet standards. New
construction of government controlled
facilities should review, establish, and
implement new design standards for blast
resistance.Establish Street Set-Back for Every foot between a potential bomb and a
New Construction. building will dramatically reduce damage
and increase the survival rate. Street
set-back is always desirable, but should
be used in conjunction with barriers in
Level IV and V facilities.------------------------------------------------------------------------
(Reproduced from Appendix C, Classification Table, U.S. Department of
Justice, United States Marshals Service report Vulnerability Assessment
of Federal Facilities)------------------------------------------------------------------------
Level Typical location------------------------------------------------------------------------III.......................... Agency Mix: Government Records.------------------------------------------------------------------------
Sec. Appendix B to Part 1234--Alternative Certified Fire-Safety
Detection and Suppression System(s)
1. General. This Appendix B contains information on the Fire-safety Detection and Suppression System(s) tested by NARA through independent live fire testing that are certified to meet the requirement in Sec. 1234.12(s) for storage of Federal Records. Use of a system specified in this appendix is optional. A facility may choose to have an alternate fire-safety detection and suppression system approved under Sec. 1234.32).
2. Specifications for NARA facilities using 15 foot high records storage. NARA fire-safety systems that incorporate all components specified in paragraphs 2.a. through n. of this appendix have been tested and certified to meet the requirements in Sec. 1234.12(s) for an acceptable fire-safety detection and suppression system for storage of Federal records.
a. The records storage height must not exceed the nominal 15 feet (3 inches) records storage height.
b. All records storage and adjoining areas must be protected by automatic wet-pipe sprinklers. Automatic sprinklers are specified herein because they provide the most effective fire protection for high piled storage of paper records on open type shelving.
c. The sprinkler system must be rated at no higher than 285 degrees Fahrenheit utilizing quick response (QR) fire sprinkler heads and designed by a licensed fire protection engineer to provide the specified density for the most remote 1,500 square feet of floor area at the most remote sprinkler head in accordance with NFPA 13 (incorporated by reference, see Sec. 1234.3). For facilities with roofs rated at 15 minutes or greater, provide \1/2\[sec] QR sprinklers rated at no higher than 285 degrees Fahrenheit designed to deliver a density of 0.30 gpm per square foot. For unrated roofs, provide 0.64[sec] QR ``large drop'' sprinklers rated at no higher than 285 degrees Fahrenheit. For facilities using 7 or 8 shelf track files, use QR sprinklers rated at no higher than 285 degrees Fahrenheit. For new construction and replacement sprinklers, NARA recommends that the sprinklers be rated at 165 degrees Fahrenheit. Installation of the sprinkler system must be in accordance with NFPA 13 (incorporated by reference, see Sec. 1234.3).
d. Maximum spacing of the sprinkler heads must be on a 10-foot grid and the positioning of the heads must provide complete, unobstructed coverage, with a clearance of not less than 18 inches from the top of the highest stored materials.
e. The sprinkler system must be equipped with a water-flow alarm connected to an audible alarm within the facility and to a continuously staffed fire department or an Underwriters Laboratory approved central monitoring station (see UL 827 (incorporated by reference, see Sec. 1234.3)) with responsibility for immediate response.
f. A manual fire alarm system must be provided with a Underwriters Laboratory approved (grade A) central monitoring station service or other automatic means of notifying the municipal fire department. A manual alarm pull station must be located adjacent to each exit. Supplemental manual alarm stations are permitted within the records storage areas.
g. All water cutoff valves in the sprinkler system must be equipped with automatic closure alarm (tamper alarm) connected to a continuously staffed station, with responsibility for immediate response. If the sprinkler water cutoff valve is located in an area used by the public, in addition to the tamper alarm, the valves must be provided with frangible (easily broken) padlocks.
h. A dependable water supply free of interruption must be provided including a continuous site fire loop connected to the water main and sized to support the facility with only one portion of the fire loop operational. This normally requires a backup supply system having sufficient pressure and capacity to meet both fire hose and sprinkler requirements for 2-hours. A fire pump connected to an emergency power source must be provided in accordance with NFPA 20 (incorporated by reference, see Sec. 1234.3), when adequate water pressure is not assured. In the event that public water mains are not able to supply adequate volumes of water to the site, on-site water storage must be provided.
i. Interior fire hose stations equipped with a 1\1/2\ inch diameter hose may be provided in the records storage areas if required by the local fire department, enabling any point in the records storage area to be reached by a 50-foot hose stream from a 100-foot hose lay. If provided, these cabinets must be marked ``For Fire Department Use Only.''
j. Where fire hose cabinets are not required, fire department hose outlets must be provided at each floor landing in the building core or stair shaft. Hose outlets must have an easily removable adapter and cap. Threads and valves must be compatible with the local fire department's equipment. Spacing must be so that any point in the record storage area can be reached with a 50-foot hose stream from a 100-foot hose lay.
k. In addition to the designed sprinkler flow demand, 500 gpm must be provided for hose stream demand. The hose stream demand must be calculated into the system at the base of the main sprinkler riser.
l. Fire hydrants must be located within 250 feet of each exterior entrance or other access to the records storage facility that could be used by firefighters. Each required hydrant must provide a minimum flow capacity of 500 gpm at 20 psi. All hydrants must be at least 50 feet away from the building walls and adjacent to a roadway usable by fire apparatus. Fire hydrants must have at least two, 2\1/2\ inch hose outlets and a pumper connection. All threads must be compatible with local standards.
m. Portable water-type fire extinguishers (2\1/2\ gallon stored pressure type) must be provided at each fire alarm striking station. The minimum number and locations of fire extinguishers must be as required by NFPA 10 (incorporated by reference, see Sec. 1234.3).
n. Single level catwalks without automatic sprinklers installed underneath may be provided in the service aisles if the edges of all files in the front boxes above the catwalks are stored perpendicular to the aisle (to minimize files exfoliation in a fire). Where provided, the walking surface of the catwalks must be of expanded metal at least .09-inch thickness with a 2-inch mesh length. The surface opening ratio must be equal or greater than 0.75. The sprinkler water demand for protection over bays with catwalks where records above the catwalks are not perpendicular to the aisles must be calculated hydraulically to give .30 gpm per square foot for the most remote 2,000 square feet.