Conduct a security review

Ensuring that all parts of your building are secure is standard procedure. But conducting a security review with a trained professional is essential for optimum reassurance, explains Justin Freeman.

21 April 2011

   
To make sure that all security weaknesses in a building are spotted and that security is appropriate for the various areas, it is advisable to carry out a security review with a trained professional. By doing so, facilities managers are reassured that they are getting the best advice by combining the expertise of a security professional with insider knowledge on what is important for a particular building or series of buildings.

Security review is all about knowing a building’s function and optimising security around it, so when carrying out a security review it is imperative to start from the outside in:

- Check doors and windows for faults and broken locks, weak frames and damage – if there is any sign of wear and tear replace them immediately
- Check gates, fences, grilles and bars to make sure they are in place and solid – if they need replacing make this a priority. After all, if external security is poor then overall security is compromised
- Fit any gates and fences needed and ask a locksmith to install appropriate locks to fences and outhouses – consider electronic access and physical locks
- Consider when the locks on the doors were last replaced. Do they need updating and how many people have copies of the keys? If you aren’t sure, ask a professional locksmith to replace your locks with a patented or restricted lock – the keys for such locks can’t be easily replaced or copied without providing proof of ownership, meaning only official keys can be distributed. If one of these keys goes missing or there is concern over a breach in security, a lock can be reconfigured and a new key is issued, rendering the lost key ineffective
- Are your existing security products compliant with the latest safety and fire regulations and do they comply with insurance stipulations?

Access control
The next stage to consider is how to regulate who is in and out of a building at any given time and how to grant access to approved individuals. There are a host of products to enable FMs to control access. Whether in the form of a manned reception, keys, electronic fobs or swipe cards, there is a solution that will work for every building:
- Keys – as noted above, a patented or restricted locking system is an ideal solution 
for ensuring keys aren’t copied while in the possession of employees and these systems 
can be reconfigured, if need be, saving time and money 
on replacement locks
- Electronic access – such systems ensure employees can gain access while preventing unauthorised entry. This cost effective solution comes in many forms including: digital locks, key fobs, swipe cards, keypad entry systems, digital locks, and audio and video entry systems
The flexibility of these systems allows users to be easily added 
or deleted as required.
Although electronic access has some fantastic benefits including: cost, flexibility, the ability to link to HR systems and building management devices and acting as a locator in emergency situations, it is vital that correctly specified mechanical locks are also fitted for when the building is unoccupied.
- Master key system – master systems are those that use one key which opens all locks in a set while other keys open individual or select locks. This works particularly well in large buildings which are split into various departments or smaller businesses. Such systems enable FMs to 
enter all areas but limit others 
to authorised areas only.

Additional considerations
Once a building or buildings are physically secure and decisions are made about how to monitor who is coming in and out of the building, the next step is to review areas that need to be considered in relation to an FM’s specific needs.

For instance, if sensitive data, valuable stock or money is stored within a building it’s worth considering what security measures are in place to protect this. Would high quality storage cabinets help protect valuables, is a safe room required, would electronic or patented keys to a room improve the situation, is there an opportunity to install a gated area and would installing a number of safes help improve security?

It’s also important to consider the nature of the business. For example, is machinery stored safely, are there any dangerous chemicals on-site that need to be stored in a particular manner or is there an out-of bounds area where only certain people are allowed to enter? By tailoring measures to suit individual 
needs, FMs ensure measures 
are appropriate to the use of 
the building.

Additional measures such as alarms, staff areas, padlocks, storage areas, CCTV and safes can be considered at this stage.

Finally, once a security review has been carried out, measures installed and new systems put in place, it is vital for the new procedures to be passed onto all staff members. Without buy-in from those who use the building on a daily basis, security can become compromised so make sure staff know the dos and don’ts of security and that they are aware of all procedures.

Justin Freeman is technical manager at The Master Locksmiths Association