Security System Implementation Support…
With the completion of the security system installation the process of implementation and administration begins. Often, security systems and the attendant new practices can represent a significant change in the culture of the organization they are intended to protect. SDLLC can provide support in developing a migration and implementation strategy that could include the following:
- System Administration: Successful Security systems, whether they be technology based (i.e., access control, cameras) or physically based (i.e., locks and keys) require ongoing supervision and administration—preferably a candidate who is familiar with both the technology and the issue of risk management. SDLLC can assist the Client in developing job descriptions and selection criteria for system administrators and operators. In addition, we can assist in developing standardized conventions to insure consistency and compatibility of future design. Examples of these conventions include standardized names for points, alarm instructional sets, access levels, time zones and opening and closing schedules (to name a few). Such standardizations, along with the use of non-proprietary equipment, will also permit the organization to be in a better position to competitively bid additions to the system as new sites are acquired or constructed.
- Stakeholder Communications: An information exchange between those responsible for the system and the stakeholders should take place to ensure all personnel are aware of how they personally may be impacted. This could occur in the form of orientation meetings, web conferences, newsletters, FAQs, email bursts, or even posted videos showing entrants how to negotiate the new entry controls. SDLLC will support the Client in such matters and provide information to better assure a smooth transition to the new system. In the case of multi-tenant facilities, the issue of system governance must be addressed, particularly in cases where a tenant may desire to install their own security systems in their newly leased property. This is particularly problematic where the tenant’s employees require access to base-building doors (including certain communications and mechanical spaces). There are several technical and policy-related strategies available to deal with such issues; but if not correctly implemented can represent a liability for the client or his stakeholder.
- Credential Production and Enrollment: From the smallest access control system to the largest, all require an enrollment and credential issuance process. If the Client is presently using an access control system with an existing cardholder population, it is important to consider if the new system can — or even should — accommodate the existing credentials. In addition, decisions must be made as to who will produce the credential, what format will be used and where will the issuance take place. Policies and procedures relating to credential issuance and replacement must also be developed.
- System Service and Support: Beyond the warranty period, the Client may desire to implement a service and support agreement to ensure the systems continue operating effectively. Post warranty service contracts can be expensive and may not be desirable in all cases. The decision should not be made on cost alone however; the degree of risk should also be considered. We can assist the Client in making that determination and in crafting maintenance and support agreements that will minimize risk and system downtime, thereby better assuring the maintenance of a secure environment. Such an agreement should also clearly indicate which products and issues are to be covered during the contracted period.
- System Standards: With larger systems, particularly if there are multiple sites involved, there is a need to ensure that products installed in the future are compatible with the newly installed system. In some cases the Client will have specific integrators sole sourced to install these products. SDLLC can develop the documentation necessary to insure compatibility of products and quality installation practices for new security systems within the enterprise. We also have a unique method of competitively bidding new systems installations while still maintaining a viable relationship between the “Integrator of Record” (the firm installing the original system) and the Client.
- Implementation and Ongoing Training: We can assist in developing and delivering training programs intended for operators and other stakeholders who may have a need to access the system. This is particularly relevant in larger systems with administrators at multiple sites who may need to access or interact with the security systems.
- Policies and Procedures: Electronic security systems should be backed by policies and procedures that govern both the operators of the system and the staff, contractors and visitors who use it. Policies and procedures that govern who can authorize access to a space, card replacement, ADA accessibility, use of recorded video and video retention are examples of the topics that should be addressed. We can identify these and other policies and procedures relevant to the organization and assist or author these documents as necessary to suit the Client’s unique operating environment.