Anthony Froio
The feeling of insecurity that gripped America in the wake of Sept. 11, 2001, was initially replaced by a renewed sense of vigilance. This was especially apparent in the corporate sector, where tighter security measures were immediately instituted. But almost two years post-9/11, security measures vary considerably from property to property.
Facing pressure from tenants who dislike the costs and constraints of controlled access, the critical question for property managers becomes: “How much security is enough?”
Preliminary data from an upcoming report to be issued by the Building Owners and Management Association International indicates that there has been a 14.3 percent increase in security costs from 2001 to 2002. Yet there remains a wide variation in the extent of security precautions, with property managers typically leaving the ultimate decision up to tenants, creating a real dilemma in multi-tenanted buildings.
Customized contingency planning becomes a necessity for savvy landlords who want to protect their assets without burdening their tenants with undue costs or restrictions. A customized in-depth security audit is a virtual necessity, not only in the wake of post-9/11 concerns, but also to minimize the risk of incurring spiraling premise liability lawsuits.
Risk assessment is an integral first step to evaluating any security plan. A complete security analysis and consultation should be conducted by a certified protection professional, and should consist of two-parts: an intellectual audit and a physical audit.
An intellectual audit provides a complete review of all existing security policies to determine what is needed to have a fully secured site. The systems in place for avoiding a security breach should be reviewed and an assessment of potential risks should be made. Regular ongoing security audits are critical to gauge the effectiveness of current policies. The implementation of security management technology that details all security-related incidents occurring at a site also provides a basis to plan for future security needs.
Understanding the organization and identifying the people and assets at risk are at the core of a customized security risk assessment. An analysis of specific loss-risk events and vulnerabilities should also be undertaken to determine points of weakness and countermeasures. Establishing the probability of loss-risk and the frequency and impact of the occurrence of events is essential to the development of options to mitigate risk. The feasibility of implementing security options can then be determined subsequent to a cost/benefit analysis of those options.
A physical audit, also known as a “grounds audit,” involves a thorough assessment of a property to determine specific security needs. Physical audits ensure that a facility is properly protected in accordance with national standards, such as the Americans with Disabilities Act.
Enhanced physical security was increased in many corporate environments across the nation following Sept. 11. The decision of whether to augment uniformed officers, security management technology, surveillance equipment or perimeter security is dependent both on the type of businesses housed in a building, as well as the physical nature of the building. While many companies regard enhanced physical security as the quickest route to on-the-job security, it needs to be supported by staff members and supplemented by careful planning.
The most thorough security plan is compromised without proper employee training. Workers need to be informed of access control policies, evacuation procedures and any changes in company protocol in order for a safety program to work properly. All employees should have a working knowledge of the company’s emergency procedures manual, which outlines how staff and site occupants should react in the event of an emergency. A reliable EPM should be a foremost priority for property managers and security directors.
The intellectual audit, conducted as part of a customized risk assessment, should include a thorough EPM review. The standard definition of purpose in an EPM is “to establish a method of systematic, safe and orderly reaction to an emergency event, in the best possible time.” EPMs should be streamlined and realistic. Some EPMs are loaded with details, charts and contact lists that resemble a telephone directory. Written and on file, they may be beautifully bound and hundreds of pages long, but no one on site has read them.
An overblown EPM may also make unrealistic demands on a company’s staff and resources. If it takes a guard force in the hundreds, or access to management personnel, to carry out the program it outlines, the most foolproof EPM becomes useless. The solution is to develop a thorough EPM that is realistic and responsive to an industry’s needs and budget. The purpose of the EPM should be clearly stated and site information, emergency contacts and emergency procedures checklists should be included.
Staff should become familiar with their EPM through regular training drills. Acting out response procedures demonstrates the viability of a truly workable EPM and safety program. Clear-cut duties should be assigned to staff, and primary and secondary meeting places should be designated as command centers. A reliable EPM, along with trained and prepared staff members, is the key to maintaining a safe secure site. Calm, informed conduct can make all the difference in the event of an emergency.
