BRUCE KING

GOVERNOR

OFFICE OF THE SECRETARY ALBUQUERQUE (505)841-8409 SANTA FE (505) 827-6827

PATRICK G. BACA
SECRETARY

ROSE MARY GARCIA
DEPUTY SECRETARY

STATE OF NEW MEXICO DEPARTMENT OF LABOR
401 BROADWAY, N.E. P.O. BOX 1928 ALBUQUERQUE, N.M. 87103

ADMINISTRATIVE SERVICES DIVISION (505)841-8410 EMPLOYMENT SECURITY DIVISION (505) 8418438 HUMAN RIGHTS DIVISION (505)827-6838 JOB TRAINING DIVISION (505) 827-6827 LABOR AND INDUSTRIAL DIVISION (505) 827-6808

POLICY ISSUANCE NO. 23

DECEMBER 13, 1993

TO: FROM: SUBJECT:

ALL NMDOL EMPLOYEES PATRICK G. BACA, SECRETARY SAFE COMBINATION CHANGES PURPOSE

The following procedures are intended to control access to safes within this Department and to establish guidelines for the changing of safe combinations.
POLICIES

It is the policy of this Department to safeguard cash, negotiable instruments, and sensitive property and materials by locking them in Department-owned safes with combination locking devices until the cash and negotiable instruments can be processed and deposited in the bank, such deposits being normally made on a daily basis. Sensitive property and materials are stored in safes until a need arises for their use.
PROCEDURES

1

Knowledge of safe combinations should be limited to two employees for each safe, on a need-to-know basis. These employees should be selected by the Cost Center Supervisors from among the personnel working full time within the area of the cost centers where the safes are located. One employee will be designated "Custodian" and the other "Alternate Custodian." Written justification must be provided to Internal Security and Audit when circumstances warrant more than two custodians.

Safe combinations should be changed at least semi-annually, as a required security measure, as well as every time there is a need to substitute another employee for either one of the employees having knowledge of the safe combination. Such instances may include a significant change in an employee's duties or responsibilities as well as the staff turn-over created by retirements and selection of incumbents for other positions within the Department.

DRUG FREE.

3.

The designated Custodian should tape a 3" X 5" card on the inside of the safe door and record dates of combination changes as they are made. The name and affiliation of the individual who actually makes the change in the combination also should be recorded. (The assistance of the General Services Bureau should be requested when and as may be necessary to ensure expeditious changes in safe combinations). NOTE: The mechanics of making a change in the safe combination does not require that the assisting individual be aware of the new combination numbers. Safe combinations should be recorded by the Custodian on a plain sheet of paper, the paper folded and placed in an envelope and the envelope sealed. The following information should be noted on the face side of the envelope: name of the Custodian and Alternate (s), safe location, date the combination was last changed and the date the envelope was deposited with Internal Security and Audit. The sealed envelope should be hand carried to the Internal Security and Audit Unit. Internal Security and Audit (IS&A) personnel will record its receipt and store the sealed envelope in an appropriate locked container for safekeeping. The IS&A staff auditors will have knowledge of its location and will be authorized to access the locked container.

4.

5.

6.

In the event the safe Custodian and Alternate Custodian(s) are not available, the concerned Supervisor will have the authority to determine if access to the safe is required. The responsible Supervisor can then sign for receipt of and retrieve the sealed envelope from Internal Security and Audit to obtain the combination. The combination will not be disclosed; only the Supervisor will thus have knowledge of the combination, and he or she then becomes personally responsible for the safe contents. After the supervisor has had access to the safe combination and until it is necessary for any other reason to change the safe combination, a new sealed envelope containing the existing safe combination and showing the Supervisor as another Alternate Custodian should be delivered to Internal Security and Audit.

The opening of a safe under emergency conditions should be a rare occasion, since ordinarily at least two employees will have authorized access to each Department safe. In the further event that the Cost Center Supervisor is also the designated Custodian or Alternate, in his or her absence, the next level supervisor should retrieve the envelope and safe combination from Internal Security and Audit. 7. when a combination change is made, the Custodian is responsible to furnish Internal Security and Audit with the hand-delivered, sealed envelope containing the new combination and the information as outlined in paragraph 4 above. The Custodian is also responsible for the disposition of the outdated envelope.

8.

For those Department safes that require a key as well as a combination to open, the Custodian will be required to. place an extra key along with the combination in the sealed envelope.

9.

This Policy is effective immediately, and will continue in effect until written notice is made of its modification or expiration. Cost Center managers having safes within their areas should designate, in writing, a safe Custodian and Alternate(s) for each safe, making reference to this Policy Issuance. In the event a particular safe combination has been changed within six (6) months of the date of this Policy Issuance, and no other conditions require a combination change at this time, Internal Security and Audit should be so notified. Otherwise, notification should be made per paragraphs 4 and 5 above, as changes occur under this Policy Issuance.

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