Skyscraper Security Mgt.- Administration Mgt. Section 1 Part V

Skyscraper Security Mgt.
Administration Mgt. Section 1 Part V

Skyscraper Security
Mgt.High Rise Access
Control Procedures
By, Richard Garrity
This presentation is proprietary
information and can’t be copied or
reproduced in any fashion without
consent from the publisher owner.

Information Disclosure:
Before we begin this
comprehensive analysis of
security administration mgt. it is
important to note that any and all
references to private business
entities was while this instructor
was employed with them, either
directly or indirectly. All
documents and reports illustrated
were authored solely by Richard
Garrity during that course of
employment. Nothing sensitive or
confidential has been disclosed.

Skyscraper Security Mgt.
Purpose and definition:
The purpose of this training
module is two pronged. The first
section will address proper
administrative mgt. practices that
security supervisors, managers,
and or directors can use to
effectively document their
security program. This section,
although geared toward security
mgt. is equally useful to front line
security personnel.

This power point presentation will
focus on 10 areas of discussion:
1. Daily Reports- Incident Reports
2. Security Night Memos
3. The daily officer duty check list
4. The Elevator Call button check
list
5. The daily client re-cap summary
6. The building key inventory form
7. The OJT training check list
8. Monthly client admin reports
9. Fire life safety check off forms
10. Backing up vital documents

Minneapolis, Minnesota
skyline

Wilshire Grand, Los Angeles,
CA.

16
““He who wishes to be obeyed,He who wishes to be obeyed,
must know how to command”must know how to command”

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Security Administration Mgt.Security Administration Mgt.

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Documenting your operation:Documenting your operation:

Documentation:
Security personnel and
security managers are
expected to complete various
forms of documentation
through their daily duties.
These forms & procedures
“tell us” exactly what
happened during any given
24 hour period. Some of these
forms may seem repetitive,
but in the event of a major
incident, they are vital.

Documentation:
How you document certain
activities, events, and
incidents is critical to your
security operation. Client
property managers demand
and require that recorded
events & activities are
accurate, legible, informative,
and useful in the event there
is some sort of legal action in
the future. Your documenting
what your eyes have seen.

Documentation:
In many cases, daily reports
and incident reports may
become “legal documents” if
used in future criminal
prosecutions or civil actions
in the court system. When
your writing your daily
reports, or an incident report,
what you don’t know is that
someday that very document
maybe released and
submitted as legal evidence.

Documentation:
If a security document you
have written is used in any
type of court action, then you
certainly want to make sure
that it is accurate and well
written. Because if it is sloppy
and incorrect, then you only
serve to embarrass yourself,
the company, the client, and
all the reputations attached to
those individuals. There are
various forms to help support
your daily activities.

Documentation:
Security personnel and
especially security managers
should take note of the
following forms that can help
better enhance your current
security program. Some of
these forms may already be in
place. Some may need to be
updated. Maybe some are not
being used at all and ignored.
If your not using any of these
forms, then you should.

Documentation:
Above all, these
recommended forms are
introduced to show how
they should be correctly
completed. It is easy for
security management to
point at forms and say “Ok,
these need to be filled out
everyday” and then just
walk away.

Documentation:
That is not how you
manage people, you “train”
your personnel on how to
successfully complete the
required forms and
documentation. You do this
until staff have no more
questions on how to do it.
To assume staff personnel
can fill out a routine form is
setting them up for failure.

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The Security Officer Daily Report:The Security Officer Daily Report:

Daily Activity Reports:
Daily reports should contain
all pertinent information that
occurred on your shift.
Cleaning activity, unsecured
areas or doors, safety
hazards, alarm events, patrol
tours, requests for access
etc. Additionally, all reports
must signify the pass on of
site keys, equipment, mag
lites, and facility radios.

Daily reports shall be
updated when needed or a
specific event warrants it.
That could be every 10
minutes, it could be every 30
minutes. However, nothing
longer than 30 minutes for
each entry is acceptable.
Entries shall be neat, printed
in blue or black ink, and have
accurate times accordingly.

Daily activity reports
and Incident Reports,
wheather they are
serious or routine
incident reports,
always, always need to
contain the following
key questions
answered?

The WHO,The WHO,
WHAT, WHEN,WHAT, WHEN,
WHERE, andWHERE, and
WHY?WHY?

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Questions demand Answers:Questions demand Answers:

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Example of anExample of an unacceptableunacceptable report:report:

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35

36

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Example of anExample of an acceptable/ goodacceptable/ good reportreport::

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Example of an acceptable/ good reportExample of an acceptable/ good report::
Section 1 of daily reportSection 1 of daily report

39

40

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Example of anExample of an excellentexcellent report:report:

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Example of an excellent reportExample of an excellent report::

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SIR-SIR- Serious Incident ReportSerious Incident Report
AnAn incident reportincident report should be filed whenevershould be filed whenever
an unexpected event occurs thatan unexpected event occurs that disruptsdisrupts thethe
normal operations of your building. A seriousnormal operations of your building. A serious
incident report should be especially completedincident report should be especially completed
in the event that there is an injury or loss ofin the event that there is an injury or loss of
life. If you’re thelife. If you’re the oneone who discovers thewho discovers the
incident, or you have been involved in theincident, or you have been involved in the
situation leading up to it and know more aboutsituation leading up to it and know more about
it than your fellow officers, then filling out anit than your fellow officers, then filling out an
incident report is your responsibility.incident report is your responsibility.

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You’re expected to complete anyYou’re expected to complete any
incident reportincident report before the end of the shiftbefore the end of the shift
during which the incident occurred orduring which the incident occurred or
was discovered. It is said the generalwas discovered. It is said the general
rule for serious incident reports to berule for serious incident reports to be
completed is within 24 hours. That is acompleted is within 24 hours. That is a
fallacy.fallacy. Any serious event that requiresAny serious event that requires
an incident report shall be completed byan incident report shall be completed by
the end of the shift, no exceptions.the end of the shift, no exceptions.

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In determining what to include and
what to omit, concentrate on the facts.
Describe what you saw when you arrived
on the scene or what you heard that led
you to believe an incident had taken
place. Put secondhand information in
quotation marks, whether it comes from
a colleague, visitor or witness, and
clearly identify the source.

49
Also include the full names & phone
numbers of those involved and of any
witnesses, as well as any information
you have about how, or if, they were
affected. Add other relevant details, such
as your immediate response which may
include rendering assistance, calling for
back-up, or how you may have stopped
the incident from progressing worse.

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Do not offer a prognosis (prediction), do not
speculate about who may have caused the
incident, draw conclusions or make
assumptions about how the event unfolded, or
suggest ways that similar occurrences could
be prevented. That is not what incident reports
are for. The number one rule in writing an
incident report is, never document your
“opinion” on any aspect of the report.
Especially opinions that offer adverse
“negativity”.

51
If your client manager or district office
undertakes an investigation of the
incident and you’re asked to speak to an
insurance adjuster or attorney, be
honest and factual. Fully disclosing what
you know early on will help property
mgt. decide how to handle any potential
legal consequences. It also preserves
your testimony if you’re ever called on to
appear in court proceedings.

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NEVER speak or make any
statements to external private
investigators, insurance adjusters,
attorneys, or anybody else that is not
directly associated with your client
managers or branch office. If
approached by such entities, decline
comment and notify your supervisor!

53
NEVER release or hand out any
copy of a facility incident report,
even to a building tenant
representative. No matter how much
pressure you may receive, the only
person authorized to release any
security documents is…the property
manager & their associates.

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SIR-SIR- Submitting your report:Submitting your report:
Shift Leads, Security Supervisors,
Security Managers, and or Corporate
Security Directors shall never
submit a serious incident report to
either the client or branch mgt. until
it has been thoroughly and
meticulously reviewed for accuracy,
facts, and proper spelling.

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In addition, if staff personnel submit
an incident report that is clearly
unacceptable, and that staff member
is unable to produce anything
significantly better, then security
management will re-write the report
to reflect the stated written facts
from original report and basically
clean it up so that it is presentable.

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The security staff officer who wrote
the original incident report will
review the enhanced version and
insure it is accurate and reflects his
or her own interpretation of what
happened. If the officer agrees with
what has been re-written, they will
sign said report and it will become
an official site document.

57
SIR-SIR- Serious Incident ReportsSerious Incident Reports
If your current high rise security
program is not generating at least 3-
5 incident reports a week, then you
are not properly documenting
serious or harmful conditions within
your facility. There is no way a high
rise building can be that serene and
free of the hazards we have detailed.

58
Sometimes, security personnel are
not exactly sure on what
constitutes a routine or serious
incident report. I find that claim
legitimate especially if they are
relatively new to the program. To
counter that, we will detail what
generally constitutes an IR. They
are as follows, but not limited to…

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What may constitute an IR:What may constitute an IR:
1. Any type of personal injury
2. Any type of fire alarm activation
3. “Trouble alerts” (fire panel)
4. Any building intrusions
5. Access control breaches
6. Vandalism or graffiti
7. Mechanical malfunctions
8. Power outages/ natural disasters

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9. Elevator down or entrapment
10. Recovered property (wallets etc.)
11. Police or Federal agents on site,
no matter what the reason maybe
12. Missing keys, especially a GM
13. Medical emergencies/ bomb
threats, or suspicious packages
14. Secondary containment violations

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15. Any physical violence
16. Any towed motor vehicle
17. Any major water leaks
18. Any clear fire hazards
19. Any evident safety hazards
20. Burnt emergency “Exit” signs
21. Any type of sexual assault
22. Personnel who are insubordinate

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23. Verbal threats of violence
24. Tenants who violate site policy
25. Damaged site equipment
26. Missing site equipment
27. Incidents with Property Manager
28. Former employees on site
29. Violation of restraining orders
30. ANY suspicious activities

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Properly documenting information:Properly documenting information:

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Properly documenting information:Properly documenting information:

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Workplace Accident Response:Workplace Accident Response:

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All incident investigations of
workplace accidents must be
conducted by the supervisor or
manager for the area or facility
where the accident occurred. All
incident investigations must be
initiated the day of the accident, if
not, immediately thereafter.

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Accident investigation follow up
must be monitored by a member of
senior mgt. That would involve
either the client property team or
the senior district mgt. Or both.
This is to insure that the
investigation, facts, and report is
accurately compiled & recorded.

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Any serious or even moderate
injury must be reported to client
mgt. and district mgt. within 1 hour
of the incident transpiring. District
Mgt. if an employee is injured, must
report the incident and have a
thorough incident report completed
and notify the insurance carrier
within 24 hours at the latest.

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OSHA requires all employers to
maintain records of injuries in each
establishment as they occur. It is
recommended that the OSHA 300
log is utilized for this purpose.
Entries of recordable injuries must
be made within 5 working days and
must be saved for 5 years.

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Federal OSHA guidelines
require that all employers
report any incident involving
the following situations to a
local OSHA office within 8
hours without delay:

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1. The death of any employee from
a work related incident.
2. The inpatient hospitalization of 3
or more employees as a result of
a work related incident/ accident.
3. All fatal heart attacks occurring
in the workplace

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Bloodborne pathogens:
OSHA 300 log entries will only
be made and recorded in a
case or cases, of a confirmed
exposure incident. It must be
confirmed via written
documentation by a licensed
medical physician.

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The OSHA 300 Log:The OSHA 300 Log:

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Monthly IR compilation reports:Monthly IR compilation reports:

Security management personnel
should submit on a monthly basis, a
compilation of all site incident
reports to the property management
team during their weekly or monthly
operations meeting. The report
should be detailed and precise, yet
simple. The report should be created
in either an Excel or matrix type
format using Microsoft word. Monthly
IR trackers will include any incident
that is open or not fully investigated
to it’s completion.
Monthly IR Tracking Forms:

In addition, if there are
ongoing patterns of repeat
incidents, like a rash of
missing property (thefts) in
various locations of the
complex, then a separate
tracking matrix should be
created to show the dates
and pattern of the missing
property.
Monthly IR Tracking Forms:

The monthly IR tracker should
highlight particular incidents
that were of a serious nature.
Red for fire alarm type incidents,
yellow for mechanical or
elevator malfunctions/
entrapments, green for safety
hazards, etc. Not every incident
box needs a color code. You
determine which incident was
serious enough to warrant
Monthly IR Tracker:

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The Security Night Memo serves as
direct information passed down from
the property management team and
the security manager. It is not the
traditional “Pass On” format used by
security personnel. This is vital
information from the management
team to inform staff of site updates,
contractors coming on site after
hours, fire alarm panel updates,
tenant approvals, access card level
upgrades, special events, etc. The
night memo is a critical tool to
communicate with security staff
members to effectively coordinate
when business is done for the day.

The daily duty
checklist is a great
administrative tool for
your security program.
It serves 2 major
operational objectives:

1. It holds the individual
security officer to be held
accountable if certain
duties are not completed.
Simply, they have to check
Yes or No, therefore you
can’t fudge the truth if a
procedure was not followed
precisely or correctly.
2. It also reminds personnel of
what needs to be completed

90
Elevator Call Button Checklist:Elevator Call Button Checklist:

Elevator Call ButtonElevator Call Button
Checklist:Checklist:
The site elevatorThe site elevator call button checklistcall button checklist
is used to check the normal operationis used to check the normal operation
of all elevators. This safety check toof all elevators. This safety check to
be completed every month,be completed every month,
specifically tests to make sure thespecifically tests to make sure the
following are working:following are working:
1.1. The call buttons light up.The call buttons light up.
2.2. The emergency phone connects toThe emergency phone connects to
thethe contractedcontracted operatoroperator
3.3. The emergencyThe emergency STOPSTOP button worksbutton works

92
Elevator Call Button Checklist:Elevator Call Button Checklist:

The Client Daily Re-cap:
The client dailyThe client daily re-capre-cap form isform is
filled out by the securityfilled out by the security
manager every morning and ismanager every morning and is
based onbased on informationinformation providedprovided
by security personnel during theby security personnel during the
previous 16-24 hours. The formprevious 16-24 hours. The form
is basically ais basically a short versionshort version ofof
critical events, like majorcritical events, like major
incidents on the property,incidents on the property,
elevator malfunctions, or police/elevator malfunctions, or police/
fire activity.fire activity.

It is aIt is a condensed summarycondensed summary
to make the propertyto make the property
manager fully advised onmanager fully advised on
matters they need to knowmatters they need to know
about immediately but whoabout immediately but who
may not have adequate timemay not have adequate time
to review the daily reports orto review the daily reports or
incident reports when firstincident reports when first
coming in the morning.coming in the morning.

Security managersSecurity managers and orand or
supervisors should havesupervisors should have
the document on thethe document on the
client’sclient’s computer or oncomputer or on
their desktheir desk beforebefore theirtheir
Property Manager arrivesProperty Manager arrives
in the AM.in the AM.

The Key Inventory Form:
One of the most important accessOne of the most important access
control measures corporatecontrol measures corporate
security personnel endeavour issecurity personnel endeavour is
buildingbuilding key controlkey control andand
inventory.inventory. It is required that allIt is required that all
personnel involved with buildingpersonnel involved with building
keys to abide by the key inventorykeys to abide by the key inventory
check off sheet.check off sheet. Shift reliefShift relief
personnel must complete theirpersonnel must complete their
key inventorykey inventory beforebefore the off goingthe off going
personnel leave the site.personnel leave the site.

The Key Inventory Form:
Equally, security managers andEqually, security managers and
supervisors need to monitor,supervisors need to monitor,
check, and enforce that thischeck, and enforce that this
procedure is being adhered tooprocedure is being adhered too
with no deviation from standardwith no deviation from standard
policy. If personnel continually failpolicy. If personnel continually fail
to complete the key inventoryto complete the key inventory
sheet, they must be dealt with in asheet, they must be dealt with in a
manor that involves eithermanor that involves either
(1) CORRECTING the OVERSIGHT(1) CORRECTING the OVERSIGHT oror
(2) TERMINATING said personnel.(2) TERMINATING said personnel.

Fire Life Safety Form:
The fire life safety check off form
should be introduced into your
current security operations. It is
an administrative tool similar to
the other recommended shift
forms we have outlined here
today. This form and proper
documentation of therein could
very well save lives if hazards
have not been detected by other
building personnel.

Fire Life Safety Form:
The fire life safety check off form
should be completed at least once
a week, preferably on the evening
or overnight shifts by either a
designated security officer or the
shift supervisor. The form can be
submitted to site security mgt. at
anytime he or she feels they have
detected various life safety
hazards that building property
mgt. should be aware of.

On the job training- OJT
P
a
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1

It is said that in just about anyIt is said that in just about any
job, career, or industry that youjob, career, or industry that you
are employed,are employed, trainingtraining is theis the
number one prerequisite tonumber one prerequisite to
achieving success. Beingachieving success. Being
properly trained on all facets ofproperly trained on all facets of
the site security program isthe site security program is
mandatory if we want to run amandatory if we want to run a
TeamTeam that is proven in it’sthat is proven in it’s
commitment to deliver unmatchedcommitment to deliver unmatched
excellence.excellence.

To achieve the excellence in ourTo achieve the excellence in our
personnel we desire, everythingpersonnel we desire, everything
originates from theoriginates from the initial traininginitial training
a security officer has had. Ita security officer has had. It
resonatesresonates with them for thewith them for the
duration of their career andduration of their career and
always stays with them. Trainingalways stays with them. Training
is likeis like first impressions,first impressions, it isit is
something they have notsomething they have not
experienced before. If you deliverexperienced before. If you deliver
poor training, expect poor results.poor training, expect poor results.

Security managers andSecurity managers and
supervisory staff should notsupervisory staff should not
deploydeploy any new personnel untilany new personnel until
the following criteria have beenthe following criteria have been
thoroughly reviewed andthoroughly reviewed and
discussed with acute detail. If andiscussed with acute detail. If an
officer has completely understoodofficer has completely understood
thethe OJT check listOJT check list and has signedand has signed
off on such, then there should beoff on such, then there should be
no claims later on down the roadno claims later on down the road
thatthat “they didn’t know that”.“they didn’t know that”.

P
a
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2

P
a
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3

The client monthly administrative
report is probably one of the most
important reports you will generate
for your property management team.
It basically tells them everything you
have been doing for that period.
Acute detail and precise, accurate
data are essential to submitting this
informative summary. Monthly client
reports can be generated in different
formats, but Word is preferred as
there is just as much description data
as numerical data.
Client Monthly Reports:

Monthly client reports should be
submitted on the 1st
of the month or at
your first weekly operations meeting.
Copies of these reports should be
submitted to the branch or district
manager as well. Monthly reports
should contain all phases of your
administrative program, training, etc.
These reports should not contain
references to financials, billing, or
base building total hours. That is for
your quarterly report that we will
discuss later. The next few slides will
illustrate what should be (generally)
in the monthly report.
Client Monthly Reports:

125
Monthly Client Reports:Monthly Client Reports:

126

127

128

129

130

131
Security managers should introduce clientSecurity managers should introduce client
monthly reports to their program if they do notmonthly reports to their program if they do not
have one current. It benefits you and the client.have one current. It benefits you and the client.

132
Flash drive- Protecting valuable data:Flash drive- Protecting valuable data:

Security Directors, Managers, and or
site supervisors should save all
pertinent computer data compiled
from your site operation to a
removable flash drive that has been
properly formatted before data
transfer is executed. Saving this
invaluable, confidential, and sensitive
information is especially critical if
your system crashes or you do not
back up your files daily, to the cloud.
Saving data to a flash drive should be
updated every week.
Flash drive- Protecting valuable data:

Cloning important site files should
consist of at least these documents:
1.Your updated Site Operations/
Procedures Manual
2.Incident Reports- Daily Reports
3.Client/ Employee Contact Info
4.Security Services Contract
5.Night Memos- Pass On documents
6.Site memos/ training trackers
7.Yearly employee evaluations
8.Budget income reports/ billing
9.Employee files if applicable

If your site operations computer
automatically backs up your
valuable files daily to a separate
storage unit, that is conveniently
beneficial. However, regardless
if your computer backs up your
data, it is essential that all
pertinent files & documents are
saved independently to a
dedicated, secure separate hard-
drive to insure the data is never
ever lost or compromised.

This independent data storage unit
(flash drive) must also be kept in a
locked & secure area with only your
direct report knowing the exact
location of said removable flash
drive. The removable, updated flash
drive can’t be copied in any fashion
or manor and the flash drive can
never be brought home or removed
from the site property. If your
computer crashes with all those vital
documents not backed up, they are
lost forever. What will you do then?

137
How do you demonstrateHow do you demonstrate
you’re the best? Youyou’re the best? You proveprove itit

The art of leading & inspiring:

139
Anyone can do this.Anyone can do this. Anyone.Anyone.

140
Not everyone canNot everyone can LeadLead like this-like this-

141
Thank you for attendingThank you for attending
today’s presentation~today’s presentation~

Skyscraper Security Mgt.- Administration Mgt. Section 1 Part V

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