Introduction
Fire checklist
Security
Maintenance procedures
Staff awareness
The first 90 minutes
Further guidance notes
Emergency evacuation procedures
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Firefighters began balloting on Friday 27 September as to whether they should go on strike or not. The possible advent of the firefighters strike gives rise to serious concerns about the fire risk to our Customers premises with the possibility of rapidly developing and spreading fires.
If the industrial action goes ahead, you will be facing the prospect of much larger and more devastating fires. As a result attached a guidance document and checklist.
Click here to download the Fire checklist
Click here to download the Security checklist
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Click here to download the Maintenance procedures
Click here to download the Staff awareness form
If an incident occurs during works time the immediate actions taken are vital to ensure safety of staff and members of the public. The attached checklist will enable you to prepare an aide memoir to assist the senior management on site to take control.
This aide memoir checklist will require modifying depending on the circumstances appertaining to your premises.
The first 90 minutes!
These notes are based on the assumption that Fire Evacuation and Bomb Threat procedures are in place.
Tick box when you are satisfied you have attended to, or specifically delegated, the item.
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Health and Safety checklist
Click here to download the Health and Safety checklist
FURTHER GUIDANCE NOTES
These checklists/guidance notes have been compiled to assist you in assessing the risks to your premises. They must be regarded as guidance notes and it is up to the Customer to alter these to suit your purposes.
CCTV
While it will probably be necessary to employ a consultant to design any medium to large CCTV system, the following is a list of points you should consider at the early design stages. When requesting tenders for such a system, it is better not to be product specific and leave the engineering of the solution to the supplier of the system.
Purpose
The exact purpose of the system needs to be established. Consider other security risk control techniques such as lighting, manned guarding, fencing, physical security and access control. Assuming the need for a CCTV system has been established, there should be a "mission statement" for the system. Examples of such could be:
To be able to identify all people who enter the building at all the entrance points;
To provide a CCTV system that allows the guards in the control room view any of the shops on the high street;
To deter vandals from attacking the pavilion; or
To provide evidence supporting any allegation of crime in the car park area.
Location of cameras
This will depend entirely on the purpose of the system. Plan the locations of the cameras on a scale drawing and decide the maximum distance that the cameras will be required to focus.
Monochrome/Low Light/Colour/Dual Technology
Colour Cameras are not good at low lighting levels, a measure of the lux levels should be taken prior to deciding on a suitable type. Colour cameras make identification of people easier, while monochrome provides clearer pictures. For external system a dual technology camera that reverts to monochrome at low light levels may be most suitable. Low Light cameras can obtain images at very low light levels.
Lighting/Infrared
Lighting may be necessary to allow recorded images to be of an acceptable quality. Infrared lighting, may boost background lux level sufficiently without startling those being filmed. The light bulbs for Infrared cameras can be expensive to change if access equipment is needed. Normal security lighting may deter criminal activity or help criminals depending if others can see what he or she is doing.
Motion Activated
Motion Activated recording will most probably reduce the amount of recording medium required and may speed up viewing of recorded images.
PTZ/Static/Dome
Static cameras are suitable for monitoring doors or specific risks, Pan Tilt & Zoom (PTZ) cameras and dome cameras allow the user to follow individuals or view multiple risks via one camera . Although non static cameras can follow a predetermined route, typically they are only used when the system is monitored. Dome cameras make it more difficult for others to see what area is being supervised. They are also often more aesthetically pleasing and can require less maintenance.
Covert/Overt/Dummy cameras
Depending on the purpose of the system, all three types have obvious advantages and disadvantages. Beware of obvious dummy cameras with unnecessary flashing lights and unrealistic appearances.
Recording/Digital recording
All system should record images. Digital recording will make the system much easier to look back at events post incident and will dramatically reduce searching time. Digital recording systems tend to be much easier to use and do not suffer from any loss of viewing quality, unlike cassette tapes.
Monitoring
Consider who will monitor the system and where. This could be security guards at a remote location or a receptionist on site.
Interfacing
Often it will be advantageous to interface the CCTV with access control, intruder detection, fire detection systems or Building Management Systems, but this will depend on the purpose of the system.
Installation and naintenance company details
Carefully select the company you purchase the system from, obtain references from previous customers. The NACOSS website (www.nacoss.org.uk) has a list of vetted CCTV installation companies.
Data Protection consideration
The system and its use will need to comply with the Data Protection Act. For further information contact the Government's Information Commissioner on 01625 545 745 or visit www.dataprotection.gov.uk
ACCESS CONTROL
Purpose
The system should have a clearly determined purpose. Decide upon the use of the system and provide a mission statement within the specification. For example:
- The system should prevent non staff members from entering the building beyond the lobby area;
- The system should prevent staff from getting access to rooms outside their department; or
- The system should enable staff time and attendance to be monitored for payment of wages.
Areas covered
This will depend entirely on the purpose of the system, but assuming it is to prevent unauthorized access to a building, it is likely to incorporate access control to each door or elevator leaving the entrance lobby as a minimum. It is best to identify on a plan the different doors, elevators or turnstiles that will require control at the design stage.
Cards - Swipe/Proximity
Proximity cards do not need to be in contact with the readers and will therefore last longer. Swipe cards are cheaper. Long rage proximity cards are advantageous as they can open a door as someone approaches it, although is unsuitable if unwanted persons may take advantage of door being opened accidentally by a passing employee.
Staff training
Staff must be thoroughly trained to prevent them letting in unauthorized people.
Interface with Intruder Detection, Perimeter Protection, Lighting Control, Human Resources Software, Time & Attendance Software, CCTV, Asset Management. Consider if it beneficial for the access control system to interface with these systems.
Visitor control
Consider how visitors and employees from other sites will be controlled. There should be visitor badges that have customised access rights that are set up individually for each visitor.
Maintenance
The system will require maintenance. Insist on a regular inspection of door furniture and ensure that staff delete ex employees and visitors immediately after their access rights cease. System IT maintenance and door maintenance should be planned and also reactive to any faults.
Locks
Electromagnetic door locks are the norm, although some of the less expensive ones can spoil aesthetics of the door furniture. Battery back up will be needed for such systems, consider how long the batteries operate, this should be the maximum time that a fault will go unnoticed.
PC control system is easy to use
The system must be designed so that the users understand the operation of the system. It must be quick to respond to commands and easy to use in a stressful incident.
Anti Pass Back (Will require "Read In" and "Read Out" at each door) Such a system will prevent users providing their card to the person behind in order for them to gain access.
Does each card have a unique ID?
For anything above minimal security this should be considered.
Does the system link to a database with cardholder information?
All but the most basic of system should have this facility.
Can staff be grouped into categories?
This will be necessary if, for example, different groups of people are to be automatically given certain access rights. All but the simplest system should have this facility.
Can individuals access rights be changed?
It should be easy and quick to alter individuals' access rights. This is especially important when employees employment is terminated or the security situation in a building needs to be altered.
Does the ID card have a photograph of the cardholder?
Such a system will make it more difficult for people to use others cards, although good systems will allow security staff to monitor this by displaying a photograph on the PC terminal for comparison purposes.
Does the system incorporate any verification techniques (requiring PIN to be entered, displaying image of person to security guard comparing image with expected image from database)?
This can make the system more time consuming to use, but greatly increases security. Consider that advanced security measures may only be necessary at certain times of the day or by other criteria.
Is the database big enough for future needs of the organisation?
Consider that access control system may be extended to incorporate other building, complexes or entire countries. More advanced system allow for multinational companies to control their access via one central system
This is not a definitive list of considerations, but hopefully it should give non expert some idea of the things that ought to be considered with regards to these two risk control systems.
WHAT CAN THE BUSINESS DO TO HELP ITSELF?
Everyone must recognise that they have a responsibility for maintaining overall security of the premises. Vigilance by everyone is the only way you can protect yourselves.
A nominated person within the business should be responsible for security
Any security checklist will depend on the premises and the perceived threat to them. Below are some of the items that should be considered:
- Increase employee awareness e.g. display official public awareness posters
- Encourage employee vigilance
- Strictly enforce access control. Ensure employees and contractors wear there corporate i.d. badges at all times. Ensure visitors wear visitors badges and are escorted.
- Make periodic checks of building perimeters and open yards - particularly at opening and closing times. Keep interior and perimeter environments clean and tidy. This can include moving objects such as dustbins, skips and crates - which could be used to hide an explosive device - to at least 25 metres from your building, securing the objects or keeping them in supervised buildings.
- Control access to staff and customer car parks. Consider preventing vehicle parking within 25 metres of all occupied buildings and where unavoidable maintain high vigilance
Undertake frequent testing and regular auditing of technical equipment and security systems to ensure optimum effectiveness e.g. CCTV (including effective tape
- Management/quality checks), lighting, access control systems and intruder alarms
- Ensure that Business Continuity plans are up to date and tested.
- Ensure employee emergency contact lists are up to date
- Ensure the integrity of computer back-up systems
- Report all suspicious incidents to line management
- Operate a clear desk policy, where practicable.
- Consider high profile use of security personnel and ensure that extra guards can be made available at short notice
- Review post and delivery handling procedures and pay particular attention to the checking of goods being delivered
- Carry out security audit to identify high risk areas and ensure appropriate measures are taken to secure them
- Where appropriate, develop a working relationship with your local police.
- Develop an effective local communications network and liase/exchange information with other businesses, groups and neighbours in your area.
Sources of information
AR4 - FPA data sheet: Incendiary Devices: Information and Guidance.
SEC 15 - LPC data sheet: Guidance for the Protection of Premises Against Terrorist Attack.
Bombs - Protecting People and Property. Issued by the Home Office.
Business As Usual - Maximising Business Resilience to Terrorist Bombings. Issued by the Home Office.
Your local Crime prevention Officer
Your Emergency Planning Officer with his/her links to the security services
Health & Safety Executive
The Institution of Civil Engineers
The Institution of Structural Engineers
The Glass and Glazing Federation
The Laminated Glass Information centre
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EMERGENCY EVACUATION PROCEDURES
(Fire and security alerts)
Location
Section 1: General emergency procedures for all persons
Section 2: Security personnel instructions
Section 3: Incident controller instructions
Section 4: Safety marshal instructions
Section 5: New employees and replacement safety marshal
Appendix I: Bomb threat call checklist
Appendix II: Evacuation assembly maps
ENSURE THAT ALL FIRE DOORS ARE CLOSED BEHIND YOU WHEN LEAVING THE BUILDING
Failure to comply with these instructions may result in disciplinary action in accordance with Company rules and discipline procedures.
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SECTION 1 - GENERAL EMERGENCY PROCEDURES
ON DISCOVERY OF FIRE
- IMMEDIATELY sound the alarm by breaking the glass of the nearest alarm point. Dial 999 and report the fire to the emergency services
- Try to extinguish the fire but DO NOT TAKE PERSONAL RISK. (Water must not be used on electrical equipment)
ACTION TO TAKE ON HEARING THE ALARM
- Switch off all electrical equipment and disconnect where possible - DO NOT PUT YOURSELF AT RISK
- Quickly and quietly leave the building by using the nearest exit. Lifts must not be used
- Walk - do not run. Do not attempt to overtake other people
- Assemble at the Assembly Point. See map Appendix II
- Await further instructions from Authorised Personnel
NOTE: People recognised as being unable to comply with these regulations will be under the control of the Safety Marshal (see below and section 4)
INSTRUCTIONS TO BE FOLLOWED BY PEOPLE RECOGNISED AS BEING UNABLE TO COMPLY WITH NORMAL PROCEDURE IN THE EVENT OF A FIRE
- Proceed directly the LIFT LANDING and report to the Safety Marshal
- If you are not on your own floor do not attempt to return to your normal place of work but remain where you are and report to the Safety Marshal in the LIFT LANDING on that floor
- The Safety Marshal will be responsible for your safety
- You must remain in the charge of the Safety Marshal at all times - do not attempt to evacuate with or before the main evacuation of your floor.
- REMEMBER: Do not attempt to evacuate alone before the main evacuation.
IN THE EVENT OF A SERIOUS SECURITY ALERT
AN ANNOUNCEMENT WILL BE MADE BY CASCADING OF TELEPHONE CALLS, VIA SAFETY MARSHALS ADVISING STAFF TO EVACUATE THE BUILDING. PLEASE FOLLOW THE PROCEDURE LISTED BELOW
- NOTE: You may be instructed to evacuate to an alternative assembly point. See Appendix II
- Switch off electrical equipment and disconnect where possible - DO NOT TAKE PERSONAL RISK
- Quickly and quietly leave the building by your nearest available exit, using the staircase - LIFTS MUST NOT BE USED
- Assemble at the designated Assembly Point. See map Appendix II
- DO NOT RETURN TO THE BUILDING UNLESS INSTRUCTED TO DO SO BY AUTHORISED PERSONNEL
- Further instructions will be issued as necessary by authorised personnel
Persons classed 'at risk' will be evacuated after the main evacuation by authorised personnel
- They should follow the fire evacuation procedures and remain with their Safety Marshal until their safe evacuation
Please be aware of any unusual or out of place objects around your immediate area. Do not touch or move but inform authorised personnel immediately - ie, Safety Marshal. Any person finding a suspicious object should be available for interview by the Police
Once evacuated from the building it is vital, In the interests of safety that you do not leave the group or wander off, even for a few moments.
If it is not possible to re-enter the premises you will be advised by the Incident Controller, in conjunction with the emergency services, where you should go and when it is safe for you either to return to your office or home.
If the buildings are going to be inaccessible for a lengthy period it is likely that the ******* Business Continuity plans will be invoked. Your manager will contact you to advise the next steps. Information about the incident will be made available as soon as possible.
RE-OCCUPATION
- Police remain in control throughout the security alert and will order the re-occupation in consultation with the Incident Controller, after ensuring the building is safe for re-occupation
- Safety Marshal are to ensure the safe re-occupation of all staff from the evacuation site
DEALING WITH TELEPHONE WARNINGS
- keep the caller talking using the attached call checklist.
- eanwhile alert a colleague to dial 999 immediately and to inform the Incident Controller
- Keep calm
- Keep the line open even when the caller has rung off
In all cases it is very important to telephone the Police immediately with details of the call.
PRECAUTIONS
(by conforming to the following points we can help to take precautions against any security alert)
- GOOD HOUSEKEEPING - will reduce the opportunity for an explosive device to be planted undetected. All rooms, stairways, corridors etc should be kept clean and tidy
- VIGILANCE - We can do much to protect the Company and ourselves from any threat by keeping a sharp lookout for suspicious or unusual behaviour. Anything or anyone out of the ordinary should be reported to Security or the Incident Controller
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SECTION 2 - SECURITY PERSONNEL
Click here to download the Security Evacuation procedures
SECTION 3 - INCIDENT CONTROLLERS
INSTRUCTIONS FOR INCIDENT CONTROLLER TO BE UNDERTAKEN IN THE EVENT OF A FIRE
- Collect equipment from box in ***** if needed
- Proceed directly to front of building
- Safety Marshal will report to you that his/her floor is clear
- Report floor status to emergency services
- Await further advice from emergency services and act in accordance
INSTRUCTIONS FOR INCIDENT CONTROLLER TO BE UNDERTAKEN IN THE EVENT OF A SECURITY ALERT
- Ensure the Police have been informed
- Inform Senior Management in the building
- Following a security threat the Incident Controller will make an announcement or cascade calls to Safety Marshals asking for a search and then security evacuation to be put into effect
- Inform ********** (*******)
- Await arrival of Police who will assist with the situation. The Controller is to remain with the Police and ensure contact established with the evacuation site to ensure all persons accounted for
SECTION 4 - SAFETY MARSHALS
INSTRUCTIONS FOR SAFETY MARSHALS TO BE UNDERTAKEN IN THE EVENT OF AN EMERGENCY EVACUATION
- Ensure that evacuation instructions are adhered to by all staff on your floor and that all telephone calls have ceased
- Switch off all machinery and motors if possible but DO NOT PUT YOURSELF AT RISK.
- Proceed directly to exit points and ensure that they are safe routes for evacuation. DO NOT PUT YOURSELF AT RISK. ANY evidence of smoke, fire or obstructions is to be reported immediately
- Control the evacuation from the building i.e., advising staff to keep moving quickly and quietly
- Ensure that floor is cleared and that cloak areas and lavatories are searched to check that no staff are left behind. DO NOT PUT YOURSELF AT RISK
- Check the LIFT LANDING for individuals unable to comply with normal procedures and assist them to evacuate the building
- When satisfied that the floor is clear proceed to the Assembly Point. Liaise with fellow Marshals and establish that the evacuation of your floor has been completed successfully
- Safety Marshal or nominated deputy to report floor status to Incident Controller at the Assembly Point
INSTRUCTIONS FOR SAFETY MARSHALS TO BE UNDERTAKEN IN THE EVENT OF A SECURITY ALERT
- You will receive a call cascading down, asking you to search and evacuate the building
- Safety Marshals will conduct a quick visual sweep of their area, looking for anything out of the ordinary, which will be reported to Security or the Incident Controller
- Safety Marshals will conduct the building evacuation, ensuring all routes are safe for exit and that staff evacuate calmly and quickly
- Safety Marshals will continue to the evacuation area, controlling the evacuation and maintaining calm and authority at the evacuation site
- Safety Marshals will make themselves available to the Incident Controller for any further assistance required, once they have ensured all staff are evacuated and accounted for
Mobile telephones ARE NOT to be used
SECTION 5 - NEW EMPLOYEE'S & REPLACEMENT SAFETY MARSHAL
NEW EMPLOYEES
- As early as possible on their first day, new employees should be introduced to the Safety Marshal. The Safety Marshal should show them the Fire Instruction Notice and alarm points and give appropriate explanation and advise on evacuation procedures. The Safety Marshal should show them, which fire exit to use when evacuating the building and advice of evacuation sites.
REPLACEMENTS
- Safety Marshals should make sure that their duties are covered if they are going to be absent from their floor, by informing their Manager or authorised Deputy.
- It is the responsibility of Safety Marshals to arrange with their Manager or authorised Deputy for a replacement if they change department or floor. The Safety Marshal should pass over their instructions to the replacement. The Manager or authorised Deputy must inform ********************, IN WRITING, to ensure that records are updated and staff are aware of any changes.
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Appendix 1 : BOMB THREAT LIST
Click here to download the Bomb threat call checklist
Appendix 2 : EVACUATION POINTS
FIRE ALERT
SECURITY ALERT
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