Responsibility for Security:
It's Everyone's Job

The success of a security program depends on an awareness of its elements, its purpose and its importance on the part of those who must carry it out.
  

Think Security

Each person is a "deputy" in the effort to maintain proper security. Good security practice flows down from top management. It is important for administrators to share security information with their staffs to increase the security consciousness of the entire organization. Security awareness should be built on a broad base which begins at home, continues on the street and public transportation and culminates with sound security planning and practices in the employees' work areas. The key point is to recognize unusual activity.
  

Education

It is essential that employees be educated in security and convinced that it requires their complete cooperation.

• All employees should know what procedures exist and the number for calling the local law enforcement agency.

• A supervisor or mid-management person should be appointed, trained and equipped to function as the building/office security manager. Each floor or office should have a security officer.

• A building-wide and/or office-wide alert system should be established to inform all employees in the event of an emergency.

• All employees should be made familiar with the location and activation procedures for emergency and fire alarm systems.

• Staff members should be assigned to check specific areas regularly. Desks and door locks should be kept closed and locked when necessary. Inoperable, damaged or inadequate hardware should be noted and reported to the proper supervisor.

• Explain the need for cooperation to insure everyone's security, but create levels of accountability to insure that all employees do their part.

• Non-employees can also contribute to enhanced security. Encourage your company's clients or customers to be watchful when walking or driving past your building.

• Evacuation procedures should be posted, included in employee orientation, and reviewed periodically. Drills should be held several times a year.

• Employees should be alert to strangers loitering or lingering in or around the premises and to suspicious cars parked near the building.

• A screening procedure for visitors is absolutely essential. In addition, a package inspection procedure should be instituted. Although somewhat restrictive, visitor and package screening is a significant part of any comprehensive building security plan. Be aware of your rights and responsibilities to restrict uninvited or suspicious visitors to your property.

• Become familiar with your institution's routine: deliveries, vendors, frequent visitors, new hires, terminations and changes in work space or common areas.

• Do not give out unnecessary information about the firm or employees, and report anything you are uncomfortable with, including:

Threats or harassment;

Persons who ask unusual questions or show unnatural interest in the organization or an employee;

Persons asking questions about building layout or design, security measures, staffing, or institutional procedures, and anyone tampering with building equipment or fixtures;

Any deviation in delivery procedures;

Unattended packages.

• Develop lists of names and telephone numbers of management, key personnel and other important contacts, and distribute them to a "quick response" team of staff and lay leaders to contact in case of emergency. Review such lists and procedures periodically.
    

To Sum Up

Have your premises inspected for security needs and posture now. The cost of prevention is always less than the cost of repair and rebuilding after an incident. When equipment or procedures require changing, take the needed action, even if it is inconvenient. Schedule regular meetings for building security and management staff members to share information, discuss areas of concern, develop new ideas and foster mutually beneficial relationships.
  

Remember

Establish a liaison with the local crime prevention and community affairs officers or their equivalent in your area. It is crucial to your security program that you establish an ongoing relationship with local law enforcement officers.
  

Note

An important and useful resource in developing security programs and awareness is the National Crime Prevention Council. The NCPC can be reached at 1-800-627-2911, or www.ncpc.org.

     
STRASBURGER & PRICE, LLP  •  DISCLAIMER
Articles contained within this newsletter provide information on general legal issues and are not intended to provide advice on any specific legal matter. This information is not intended to create, and receipt of it does not constitute, a lawyer-client relationship. Readers should not act upon this information without seeking professional counsel.