16 Reporting of Use & Accountability
The entire process by which firearms and related ammunition assigned to Shell contracts are procured and accounted for shall be documented and conform to the following measures:
a. Via the RAM the G4S Business unit MD shall forward a scanned copy of host nation operating license and firearms license and all renewals of same to the Shell Global Account Programme Manager. In turn these documents will be submitted to Shell RE AP for assurance purposes via the Account Programme Manager.
b. The G4S Business unit MD shall comply with host nation regulations for the accounting, reporting and safe storage of firearms and associated ammunition, and where these regulations may not stipulate standards shall seek advice from business parent G4S region and the Account Head of Health & Safety.
c. The G4S Business unit MD shall restrict the access to firearms to authorised employees and shall maintain a written log of authorised persons.
d. Local management shall maintain a written log of firearms stored and deployed at Shell sites.
e. G4S site management shall ensure only authorised have access to the firearms scaled to the site and that the firearms are secure.
d. The G4S Business unit MD shall require the maintenance of a register of firearms taken on charge showing authorised receipts and disposals of firearms and ammunition taken off charge by firearm type and serial number, source and destination as appropriate.
e. The G4S Business unit MD shall require the maintenance of firearms and ammunition issue and receipt register that records the details by name and signature of employees drawing the firearms andor ammunition and return of items on completion of shift signed by the authorised duty storekeeper.
f. G4S Business unit MD shall ensure that management checks are conducted at all Shell site to ensure all firearms are accounted for.
g. G4S Business unit MD shall immediately investigate discrepancies and inform the G4S Shell Global Account Director within 4 hours of the incident occurring. In addition, and within 4 hours of the incident, report the circumstances of any firearms loss or discrepancy using the SIR (Serious Incident Report) process. No communication of the incident is to be made outside MSA community, unless sanctioned by the G4S chain of command or the G4S Shell Global Account Director.
h. G4S Business unit MD is responsible and accountable for the usage of ammunition in accordance with G4S regional policies.
i. The G4S Regional MD shall instruct further investigation into losses occurring and shall require the G4S business unit MD to report losses to the host nation or other international authority where the loss is material, and shall require the business unit MD to co-operate with host country investigations.
j. The public should be informed about the presence of armed personnel. This will be a Shell responsibility.