L2 Business Practice Topic 2 Module 7 hlayiso.com

BUSINESS PRACTICE LEVEL 2 TOPIC 2 MODULE 7 MAINTENANCE OF SECURITY IN THE WORKPLACE Downloaded from hlayiso.com

LESSON OBJECTIVES  Know what security risks or potential risks are and how to deal with these risks  Understand the security procedures with the limits of your own authority and outside the limit of your authority  Learn how to identify suspicious behaviour and action to be taken. Downloaded from hlayiso.com

The necessity of security procedure Why is the a need for security in the workplace The staff has become victims of assault and other violent acts in the work place that entail a substantial risk of physical or emotional harm. Many of these assaults result in fatal injury, but even greater number result in non-fatal injury, or in the threat of injury, which can lead to medical treatment, missed work, lost wages and decreased productivity. Downloaded from hlayiso.com

Security guards Guards are often needed at accommodation, offices an warehouses. Guards need careful briefing, equipment and strict management. Guards are necessary to in many emergency relief situation. Armed guards may be necessary and appropriate, if there is no other way to protect life and property adequately. Where armed guards are used, organisations should have a clear policy on their use. An organisation has a choices, depending on the size of the organization, when it comes to safeguarding its premises. Downloaded from hlayiso.com

All guards should have full induction, involving briefing, equipment, and training where necessary. Briefing Guards should be briefed clearly on their tasks don’t assume that they know everything. Detailed briefing points should include:  Their routine duties  Hours and shifts  The importance of remaining at their post even if the guard due to take over from them does not appear  How to communicate with their manager, and with other staff  Action taken in the event of different types of incidents  How to deal with visitors  The disciplinary systems, and a warning that disciplinary action will be taken if guards neglect their duties. Downloaded from hlayiso.com

EQUIPMENTS TO BE USED BY SECURITY GUARDS  Identity card  Torch/flashlight  Whistle  Loud alarm  Radio and spare battery  Battery charger  Watch  Coat  Shelter  Name badge  Visitors’ book  Phone  Bicycle Downloaded from hlayiso.com

FACTORS IN A WORKPLACE THAT POSE POTENTIAL RISK OF VIOLENCE  Exchange of money  Working alone at night and during early morning hours  Availability of valued items, e.g. money and jewellery  Guarding of money or valuable property or possessions  Performing public safety functions in the community  Working with patients, clients, passengers, customers or students  Employees with a history of assaults or who have shown violent behaviour to others Downloaded from hlayiso.com

Following security procedures Reducing risks Business can prevent risks by introducing loss-prevention programmes such as fire drills, health and hygiene education, safe inspection, regular maintenance of equipment, accident prevention measures. A security plan Train all employees, supervisors and managers for an effective workplace security plan. Provide appropriate training in crime awareness, assault and rape prevention and defusing hostile situations. Downloaded from hlayiso.com

A security plan must include:  A system for ensuring that employees comply with safe and healthy work practice.  A system of communicating with employees about workplace security hazards.  Procedure for identifying workplace security hazards.  Procedure for investigating occupational injury or illness arising from a workplace assault or threat of assault.  Procedure for correcting unsafe conditions, work practices and work procedures, including workplace security hazards.  Training and instruction on how to recognise workplace security hazards, measures to prevent workplace assaults and what to do when assault occurs Downloaded from hlayiso.com

Suspicious behaviour Steps to limit access of intruders  All person entering the company must be able to identify themselves and state the reason for the visit.  All the suspicious individuals must be asked what they want.  Any suspicious must be reported to the security personnel  Strict control must be maintained on all incoming post, especially unexpected parcels and large envelops must be handled with care.  Objects that appear out of place or unfamiliar should immediately be reported to security personnel – avoid touching.  Visitors need to identify themselves, give their details in a register at the entrance to the building.  Cameras should be installed to monitor movement of intruders. Downloaded from hlayiso.com

Taking action in the workplace  All employees must be familiar with the emergency plans and know exactly what to do.  Employees must be security conscious and report all out-of-ordinary events to the security guard.  Any foreign object must be reported to security immediately. Downloaded from hlayiso.com

Keys as a security risk Keep all keys securely locked away from unauthorised access at all times. Employees should always keep their keys with them. Staff should not leave keys lying around while bus with something else. Keys should not be given to:  any unauthorised person  Anyone that does not understand the responsibility of security measures  Colleagues outside of the organisation. All empty offices must be locked at all time. Cabinets should be kept locked. Confidential information, cash and cheque books must be put in a safe place that is lockable at all times. When there are visitors confidential document must be kept in a safe overnight not lying around in the office Missing staff, customers and organisation must reported immediately to the Downloaded from hlayiso.com appropriate person.

Securing electronic information Securing information electronically is an on going problem as the electronic world is always advancing. Access control, password are some of the ways that can be used to secure information. Access control determines who has access to different parts of the system. It is wise to keep your password as a secret, change it more often to prevent intruders. Downloaded from hlayiso.com

Debriefing after a security incident After a security incident, a debriefing should normally be held for all staff affected by it. This enables the fact to be confirmed and changes in procedures to be discussed. Proper documentation of the findings from each workplace security complaint inspection is important to learn by experience in this new area of occupational safety and health. It is good practice to establish a Security Incident File in each file office, held on paper or in electronic form. Good reporting of a security incident can reduce its results. It can result in quick reaction by the police or other reaction units; it can help warn colleagues enabling them to avoid the same incident and can help to improve security procedures. Downloaded from hlayiso.com

ACTIVITIES • Assessment 7.3 • Assessment 7.5 • Summative Assessment Downloaded from hlayiso.com