Creating a security plan

Creating a security plan is normally the responsibility of a Security Co-ordinator. If you do not already have a Security Co-ordinator, you should appoint one. In larger organisations the role should ideally be filled at board level and in smaller organisations it should similarly be a senior responsibility. Without a designated person with the proper authority to co-ordinate events, any security plan will not be fully effective. The Security Co-ordinator must be involved in planning and managing the building's internal and external security arrangements. It is also important that the security co-ordinator is consulted over any new building or renovation work.

Security Co-ordinator's key responsibilities:

• the production of a security plan based on the risk assessment
• ensuring security measures are implemented and tested
• the formulation of other contingency plans dealing with bomb threats, suspect packages and possible evacuation
• deciding when to re-occupy premises after they have been evacuated
• liaising with the police, other emergency services and local authorities
• arranging staff training, communication cascades and drills
• conducting regular reviews of security measures and procedures.

The Security Co-ordinator's first responsibility is the production of the security plan. This should be produced in consultation with the emergency services, fully rehearsed and regularly updated. It should contain the following:

• details of all the protective security measures to be implemented, covering physical, information and personnel security
• instructions on how to respond to a threat (e.g. telephone bomb threat)
• instructions on how to respond to suspicious items or events
• a search plan
• evacuation plans, including details on securing premises in the event of a full evacuation
• business continuity plans
• a communications and media strategy which also includes handling enquiries from concerned family and friends.

Seven key instructions for handling suspicious items

• do not touch suspicious items
• move away to a safe distance
• prevent others from approaching
• communicate safely to staff, visitors and the public
• use hand-held radios or mobile phones away from the immediate vicinity of a suspect item, remaining out of line of sight and behind hard cover
• notify the police
• ensure that whoever found the item or witnessed the incident remains on hand to brief the police.