Guidance Notes for Procuring Security Services & Systems

This document has been compiled to offer guidance to officers with responsibility for procuring/sourcing security services or systems.

In order to ensure that the correct level of security is sourced for a specific premises or complex, a security risk assessment/survey, should be carried out in advance of any systems installation work commencing.

Carrying out such a risk assessment from the outset, will ensure any proposed security, systems installations etc, are appropriate to meet the risk/threats as identified.

Appointing a security surveyor
The security risk assessment should be carried out by a suitably qualified, competent person with up to date experience of the following disciplines and systems:-

  1. Security risk assessing
  2. Intruder, hold-up, and Fire alarms
  3. CCTV systems
  4. Door access and control systems
  5. Security Industry standards
  6. Security Industry codes of practice
  7. Specifying and or installing systems
  8. Crime prevention

Competency/Impartiality
The Security Surveyor should possess a CIEH 2005 Level 2 certificate (or equivalent) in Risk Assessing.  Any recommendations made by the appointed assessor should be impartial, and should avoid making any recommendations that are supplier, make or manufacturer specific.

A security risk assessment should cover all of the following areas:-

Physical Security
Ideally the premises should have a clearly defined perimeter wall or fence with lockable entrance gates that inhibits or deters unauthorised persons from accessing the site out of hours.

This is particularly useful when combined with CCTV Systems that are activated by external movement detectors and which are  monitored  by an ARC (alarm receiving centre).  The areas between the perimeter and the premises can be covered by movement beams or sensors which when activated send live pictures to the ARC giving advanced warning of potential intruders.

Access/egress control
The use of electronic systems that allow limited access to visitors and control access to 'high value areas' such as computer rooms etc, offers added protection to staff and students.  Using smartcard technology offers additional benefits over additional benefits over and above access control.  Smartcards can contain individual user ID information with photograph for example which can be used to pursue meals in canteens or for PC logons etc.  Additional protection of high value items can be achieved with electronic proximity tagging.  The specification and installation of any proposed access control system should meet EN 50133-2-1:2000 Standard,

Intruder alarm systems/standards
The specification and installation of any proposed Intruder and hold up alarm systems should meet EN 50131-1 to 7: 2004 Standard.  The system should include movement detection to all rooms and or corridors where access may be gained via windows, doors or skylight etc.

CCTV system standards
The specification, installation and remote monitoring of any proposed Detector activated CCTV system should meet EN 50132-1 to 7: 2004 Standard.  Where monitored CCTV is being used, the system must conform to privacy laws.  And have a controlled documented management systems in place.

Systems maintenance and repair
The maintenance of systems is paramount as this will reduce the risk of faults or false signals, thus helping to ensure consistent responses to alarm signals are maintained etc.  Maintenance should be in accordance with EN 50137 (13) e.g. one annual engineer site visit for alarms graded 1 or 2.  Alarms graded 3 or 4 should receive either 2 annual engineer visits or 1 engineer visit and 1 engineer remote diagnostic service.

Alarm - CCTV Systems monitoring
Education facilities can be subjected to arson as well as burglary and criminal damage attacks, therefore fire detection systems should be monitored at all times.  Out of hour's security can be provided by a combination of intruder detection and CCTV.  The use of CCTV systems is widely accepted as a deterrent to behaviour crime, and out of hours monitoring using strategically placed movement sensors act as an early warning system alerting the ARC operator to any potential intruder activity before the fabric of the building has been breached.

Key-holding and response
Rapid entrance to building and areas may be required.  This can be achieved by using a professional key-holding and response service provider.  All incidents or out of hours alarm activations require immediate verification or response  (Key-holding is a licensed activity) and should only be carried out by suitably trained/qualified personnel.

Signage
Signage should be made up of specific words symbols and colours and placed in strategic locations around the perimeter of the site and around the building, to inform visitors and users they are being monitored (this is a legal requirement) under the Data Protection Act 1998.

Good housekeeping
All staff should be encouraged to wear ID badges in a prominent position.  During the working day there should be a controlled entrance system for visitors and contractors.

All visitors/contractors should be signed in and out and issued with a visitors pass.  A car registration and badge system should be employed for both visitors/contractors and employees.  Vehicles not badged should always be investigated.

All deliveries of valuable and attractive items to site should be placed in a secure area and out of sight immediately on arrival.  Any packaging (especially that stating contents) that is removed should be kept out of sight until it can be removed from the premises and area.

All repairs or alterations to external doors and windows should be of a permanent nature, ensuring the physical security of the immediate area.

When it is safe to do so and only then, staff should be encouraged to challenge strangers to the site.  The challenge should never be aggressive.  A simple "Hello, can I help you?" is enough to determine if the person is the genuine article or not.  If suspicions are aroused then security should be informed immediately so that they can investigate.

Random Mobile Patrols
A system of random overt patrols can be employed by day and night.  The duration and number of these patrols would be determined by the amount of possible criminal activity envisaged in the area or by intelligence received on such activity.

Police/Security Response
The EN: standards referred to within this document are required for police response.  However, it should be noted that systems that meet these standards (not guaranteed) police response, further people can remove or down grade response to systems that give off false signals.  Therefore it is important that any monitored security systems are complimented by employing the services of a professional key-holding response organisation.  This will ensure security of the premises is not compromised by by lack or withdrawal of police response.

Author R Moore