ASG's Security Solutions Blog

5 Tips to Minimizing the Impact of a Critical Security Systems Failure

 

Let’s face it, nothing lasts forever and eventually that super-state-of-the-art security system that you implemented will fail. Your access control system might stop working and lock your employees out of the building. Or maybe your intrusion detection system develops a bug and starts spamming the monitoring company or police with false alarms. Or maybe the camera system that your guards use to remotely patrol your facilities stops broadcasting. No matter how good the system is when you installed it, eventually it’s going to develop a problem. So how do you prepare for this inevitable critical systems failure to minimize the impact it will have on your organization? We will start with the first three of 5 simple tips that you can put into place now to help minimize the damage when the worst happens.  Check back on Thursday to see the last two.

1) Have a Service Contract in Place
You probably won’t think about it until something goes horribly awry, but having a service contract in place with a trustworthy, experienced integrator or service provider can go a long way to alleviating headaches and panic when the worst happens. Most service providers will allow you to pre-negotiate emergency service rates and response times so that when an emergency occurs you don’t have to call around looking for the best rate or quickest response– you’ll already know who to call. Additionally, many service companies will allow you to pre-purchase a block of service hours, so if you have a lengthy or complicated purchasing process you don’t have to worry about getting a check cut, or authorizing a credit card, or acquiring a PO before the problem can be corrected.

Bonus Tip: Try negotiating priority service response. Many service companies will allow you to pay for a higher level of service response, meaning that they’ll bump you up the list of people waiting for appointments in front of people with a lower level of response.

2) Post Emergency Service Contact Information and Procedures
You may have a service contract in place to prepare for the worst, or at least know who installed your system, but does everyone else you work with? What happens if you’re away on vacation or out sick when the worst happens? Do your coworkers know what to do? Help alleviate confusion by documenting what steps to take during a critical systems failure, who to call, when to call, and what reference information they may need (the facility address, a service contract number, or the type of system that went down may be needed when you or your coworker calls the service provider). And make sure that you store the documentation in a conspicuous place where everyone knows where it is and can access it.

Bonus Tip: Make sure that you always have access to updated system schematics or designs to help you or your service provider identify exactly where system components are and which ones are affected. Allowing your service provider to keep a copy of these records can allow them come prepared with the right spare parts or other equipment.

3) Have a Back-Up Plan in Place
You have the time now to plan back-up procedures in case your critical systems should fail, so don’t wait until the worst happens to come up with a plan off the hip. If you’re creating a back-up plan in case access control fails, you need to address both the scenario in which your critical access doors cannot be unlocked by the electronic system and the scenario in which all your doors remain unsecured.

Bonus Tip: When planning for an access control failure, you may want to consider hiring temporary guards to physically monitor critical entrances. Many guard companies will rent guards on a daily or even hourly basis for temporary emergencies. Find one service you like and keep their number handy, just in case.

4) Keep Spare Parts On Hand
While most service providers will keep a stock of common repair parts on hand, it’s by no means assured that they’ll have the part you need when you have a major break down. The best option is to keep an inventory of spare parts for your most critical systems on-site. Ask your integrator which parts are mostly like to break and which critical components are mostly likely to cause a major delay in repair through scarcity or long back order/shipping times. These are the two parts you want to keep in stock.

Bonus Tip: Keep an inventory of your spare parts and make sure you replace them when you use them. There’s nothing more frustrating than knowing you have an inventory of critical parts, but not having that one part your really need on-hand because you forgot to order a new one the last time one broke down.

5) Don’t Have a System Failure In the First Place
Obviously the best way to react to a critical system failure is to not have one at all. Work with your service provider or integrator to create an ongoing maintenance program to ensure that you keep your system working, identify any possible problems before they occur, and swap out buggy or failing parts before they go down completely. Some people think preventative maintenance is more costly than service, but when you consider how proper maintenance will prolong the life of your system as well as avoid costly risk and litigation liability, it’s easy to see that not performing preventative maintenance is like gambling in Vegas. In the long run, the casino always wins.

Bonus Tip: Build equipment replacement into your maintenance plan. Based on failure rates and product life expectancy, you can estimate the amount of money need to replace failing equipment such as cameras or card readers and plan that into your monthly budget. By replacing parts before they begin to fail with newer, better technology, you’re system will always be in working order and will experience continuous quality improvement as your old technology is replaced with newer, better technology over time.

Critical system failures are always stressful, but with a little forethought and a strong service partner whom you trust, you can mitigate their impact on your organization. Eventually it’s going to happen, but with the proper maintenance and planning, it can seem like a small dip in the road rather than plunging off the edge of the Grand Canyon.

Now tell us about your last critical system failure. How could you have been better prepared for that failure? What do you wish you had known then that you know now? Comment below and join the Great Conversation.