Security
Security Management is about putting in place the systems and processes needed to ensure the safety of the building and those who use it. This means protecting against risks such as criminal activity or fire.
- During the construction phase security should be the responsibility of the contractors on site. It is their job to ensure the building is secured and locked. In the later stages of construction there is a greater risk of damage to the property. It is advisable to have patrols during the evenings and at the weekends (this will vary depending on the levels of crime in the surrounding area and could take place at 10pm and 3am). Extra patrols of this kind must be paid for by the organisation developing the building.
Effective security management means putting in place the right fittings, personnel and procedures in place.
Fittings
The building should be fitted with CCTV that is operational from a central site office. Any monitoring would take place from this location. Cameras should cover as much of the building as possible but must include the entrances of the car park and all access points to the building.
- The system used should hold a hard drive of a minimum of three months and be easily recordable onto CD/DVD. This will mean the police can be provided copies of specific times if required.
- Grills/roller shutters should be fitted on the fire exits. These should be provided by the construction company as part of the design. These locations should be designated during the design phase.
- An access control system should be put in place to monitor who is entering and leaving the building.
- There are several options for this ranging from a simple sign-in system to an all-in-one package that only gives access to authorised individuals. This maybe operated by fobs / cards issued to users of the building.
- The particulars of each system will vary dependent on your security needs. In deciding which system to adopt several factors should be considered including:
- Is the building open to the public or limited to private tenants?
- Is the building open twenty-four hours-a-day?
- What level of access to the building is required out-of-hours?
- Is there a need to keep data on usage of the building? If so, how will the data collected be used?
- What is the crime level in the surrounding area?
- What are the insurance implications of the access system?
- For buildings needing the highest level of security a personal card-based system should be adopted. This would mean issuing a card on the first visit with their photo and personal details. Their access to the building can then be set as appropriate. For example a tenant could be given access 8.30am – 5.30pm Mon-Fri, while a visitor to the building attending a meeting may only require access from 10am- 12pm on a particular day. Similarly cleaners may only require access weekends from 9am – 2pm.
- This system can be linked to the CCTV so that each time they attend site and swipe the card they are registered on the system. A report can then be pulled using this information for monitoring purposes.
Personnel
- On-site security guards are advisable during the first year of the building being open. This is the period when a building is most vulnerable to crime and needs greatest protection. Initially this should be 24-hour cover, falling over time.
- A buildings/facilties manager should be appointed to reduce the number of hours a security firm is used. There is a need to have someone on site who is able to respond to emergencies at all times.
- In addition to the on-site security, it is advised that random partols are arranged during the evening, where the security firm log into specifc points around the building. This should be decided in co-ordination with the security company.
- The security firm and guards contracted should all be Security Industry Authority (SIA) licensed. This is a legal requirement before guards can be employed. It is possible to employ security guards directly but this is not advisable. A reputable company ensures cover for illness and holidays and is better able to judge the standard of individual guards.
- All staff must under go a training course, pass an exam and complete a Criminal Records Bureau. A list of SIA approved companies can be found at http://www.the-sia.org.uk/home/acs/roac.htm
- The contract should be signed initially on a three month basis, stating the number of hours provided for on site security and any random patrols. This will allow you to amend the number of hours freely and respond easily to changing circumstances.
- Client contact numbers should be provided in the contract so that any incident can be responded to quickly.
- Security guards should carry a mobile/radio where a dedicated phone number is not provided by the security company to allow an immediate flow of communication from the landlord or tenants to security.
Procedures
- An incident book should be established for the building. Should an incident occur during the hours when security is provided by a firm this can be recorded. The police should be contacted where a crime is suspected and footage of the incident provided.
- Regular quarterly service reviews should be conducted with the security company to ensure performance is adequate and to resolve any issues that have arisen. These should be minuted to provide a record of what has been agreed.
- Opening hours should be advertised, notifying tenants.
- Main gates should be closed and locked at the same time each day.
Insurance
Some insurances companies stipulate that companies have BT Redcare GSM or Dual Comm GPRS monitoring. A separate analogue line will be required to set this in place. The purpose of these devices is to a send a message directly to the monitoring firm if the the intruder alarm is activated, who contact the police. This ensures the police are notified quickly.
- Do not duplicate security and building managers. Having both on-site is unnecessary, expect in the very early stages.
- Avoid hiring a security firm that is not licensed. This is illegal and could invalidate your insurance.
- Do not allow communication to breakdown. Ensure everyone involved in securing the building has all necessary contact details, especially for the security company. In the event of an incident action must be taken swiftly.
- Avoid vagueness in your contract with the security company. Make sure you are provided with a Service level Agreement that specifies exactly what their responsibilities are
- Do not forget to check the insurance small print. In particular look closely to see if BT Redcare GSM or Dual Comms GPRS are required as part of the buildings insurance cover.
• http://www.the-sia.org.uk/home/acs/roac.htm