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Security Systems in a Strata Environment – what to consider and what to look out for

Owners corporations have a responsibility to ensure the safety and security of all occupants of their building. This can be a difficult task, particularly in multi-tenant buildings where there are multiple stakeholders with different needs and priorities.
In this post we take a quick look at the main issues surrounding Compliance, Data management/ownership and pre/post event monitoring, management and investigation. We will then end with some tips on how to ensure your integrator is up to the job and capable of delivering on the commitments you make to your lot owners and residents.

Legislation – understanding your obligations

One of the most important aspects of managing security in a multi-tenant building is understanding and complying with the relevant legislation. Each state and territory has its own laws governing security, and it is important to be aware of these and ensure that your building’s security system is compliant. For example, legislation provides no specific laws for use of CCTV on a strata property and so this is generally covered by existing laws not specifically written for this area. This means that CCTV in a strata environment is covered by general laws, for example The Surveillance Devices Act 1999 (Vic) for any sites in Victoria. In particular Part 2 – Regulation of installation, use and maintenance of surveillance devices applies. While the general theme is that you can use cameras as long as they do not infringe on residents privacy, or if you have express/implied consent, the trick is to understand what constitutes consent. Is it specific written consent? Can it be written into a lease agreement? Does a person entering into an area with clearly posted signage imply consent? In light of this it is generally safest to install cameras in common areas where residents do not reasonably expect privacy such as gym entrances, pool area entrances, building entrances and foyers areas. Any BBQ and/or outdoor areas may be well covered under the rules as well.
It’s not just CCTV that is subject to legislation – Access Control can also present challenges to managing the compliance of a site. For example, access control is often installed on a fire exit potentially creating a hazard by restricting egress in the event of a fire. This can occur at any exit point from the building, as well as exit points from each floor in a multistorey setting in to a fire stair exit path. This means that any doors or thoroughfares withing the building marked as an exit path must be planned to ensure people can safely exit the building in the event of an emergency. A less considered point is entry. What happens in the event of an emergency if the access control system restricts entry to the building for emergency services such as fire, rescue and/or law enforcement? When selecting an installer, it is very important to ensure you ask the right questions to confirm their understanding of the regulations and risks associated with interfacing with fire systems and/or lift control systems.

For these reasons, it is absolutely critical that any Security works done on a strata site are completed by an integrator that is fully licensed and registered with the relevant state authority. You should also ensure that your integrator is a member of ASIAL (Australian Security Industry Association Limited)

Data – Collecting, managing and making the best use of it

Another key factor in managing security is data management. It is essential to have up-to-date information and contact details for everyone which can be used to track who is in the building and when, where they are allowed to be and if they are current residents. This allows you to not only manage your data to ensure that you have visibility in real time; but also allows you to ensure that you can minimise the possibility of unauthorised access to the site going forward. It is very common for access credentials (cards, key fobs, remotes and Bluetooth credentials – among many others) to simply be entered into the system as a “user number”. Meaning that a live register must, or should, be kept to ensure a user number is always tied to a resident and or authorised person with access to the site. This presents multiple challenges that may start from simple auditing process inefficiencies, i.e.. Who has access to what areas? What type of credential do they have? Do they have multiple types? Do they have access to multiple sites? At the other end of the scale, a poorly managed database can lead to OH&S issues and or liabilities to the Owners Corporation Management provider. For example old/lost credentials being used to gain access to the property, residents having access to areas that they should not be authorised to enter. From a liability perspective, it is extremely important to have accurate records for OH&S purposes. In the event of an emergency such as a fire or other major event, poorly maintained data can lead to significant time delays in communication with residents and/or ascertaining who is physically onsite at any given time. Over and above the obvious safety risks, the legal ramifications for insufficient data management can be catastrophic.
Access to CCTV data such as footage is also vital to ensure live and recorded video is accessible for monitoring, OH&S applications and incident investigation. User access to the CCTV system should be tightly controlled to ensure only those with a need to view footage can do so. Not only should access to the system be managed effectively, there may be certain cameras on the site that should only be available to specific authorised persons. This should be considered when selecting your system, to ensure that adequate control measures are in place and that your installer is aware of best practice when it comes to mitigating the risks involved.
A professional and proficient integrator will always have a clear data management plan as part of their standard practices. When adding, upgrading or installing a new security system, make sure the installer can clearly explain each step in their data management plan before making your choice. It is worth noting that for a data management plan to be effective, the integrator must plan ahead of the install and have a method of data collection that is minimally invasive (does not require unreasonable work from residents or onsite staff) and covers all required information for the various systems to be installed.

Investigation – Monitoring, Reviewing and responding to the challenges

One benefit of having an effective security system is that it can deter people from exhibiting undesirable behaviour on your site simply by being present and visible. For example people are less likely to behave in an unacceptable manner when they are aware of CCTV recording them. It is also well documented that people will be less likely to attempt unauthorised entry to a property when they are aware of an alarm system and/or access control system onsite. The reality is however, often just having the system is not enough. Incidents occur on strata properties every day, and while we can do our best to minimise them, it is almost inevitable that at some point the security system will be tested as an investigative tool. It is therefore critical that Investigation and response procedures are implemented when managing security in a multi-tenant building. In the event of an incident, it is important to have a plan in place for how to deal with it, as well as the tools needed to ensure you can carry out your plan efficiently and effectively. This information should be regularly updated in consultation with your security provider, and shared with anyone who needs it. Your plan may include working with the police or other emergency services such as fire, rescue or medical.
Investigations can be a major challenge for owners corporations. If there is a security incident, it is essential to conduct a thorough investigation to identify the cause and respond effectively.

Effective footage search and review is absolutely indispensable when it comes to CCTV. Valuable hours can be lost when trying to find footage of an event if your system is not setup to efficiently search and provide video. Many strata properties opt for entry level or low end CCTV Systems to save money initially; but end up paying significantly more with large amounts in the end. This comes via hourly costs to onsite staff who need to look through sometimes days’ worth of footage to find who stole that bike, fees from security providers to find the footage of yesterday’s break in or assault or simply higher insurance costs because it is simply too expensive to investigate. Delays in responding also provide time and opportunity for perpetrators to maximise their chances of avoiding repercussions and reduce likelihood of recovering stolen goods and/or obtaining recourse.
Ensuring that you invest in a CCTV system that is setup correctly right from the beginning will ensure that you maximise return on investment; but more importantly, it will optimise your ability to respond to an incident as quickly as efficiently as possible.

It is also important to understand how to setup your access control and alarm systems to ensure that records of all alarms and access events are recorded, stored and managed properly. This is tightly aligned with your data management practices to ensure that events are meaningful and useful. For example, reading the event “door 1 accessed by user 32” does not mean much and is not particularly useful in an investigative context. However careful data planning and management means that that same event is read as “Foyer Entry Door accessed by John Smith”. Adding to the complexity of this task, what happens when John moves out? This is a data change that needs to be managed effectively. This is where working with a provider that not only has strong knowledge of not only the systems and the data involved; but also how it is used specifically in the Strata world is absolutely indispensable.

What to look for when choosing a provider

Now that you have seen just some of the many considerations to be aware of when planning and using your security system, how do you know who to choose as your provider? Have a look at our list of things to look out for below:

Top tips on selecting an integrator

1. Experience in Strata

This cannot be overstated. Without doubt one of the biggest causes of systems that do not perform is a lack of specific market understanding by the integrator. It is tempting to think of a security system as just a collection of cameras, doors and alarms that don’t do much other than record peoples’ movement, control access and call law enforcement in the event of a break-in; but as you can see from our blog series, there are a multitude of factors to take into account. Each industry will have it’s own unique considerations and requirements based on the market they serve. Make absolutely sure your security provider has experience and knowledge of the Strata industry

2. Robust planning and deployment processes

Does your proposed installer have that “she’ll be right” attitude? Run……..get away fast……they may be cheap; but they will cost you a fortune. If your installer cannot supply you with a scope of works, plans, a rollout plan and project milestones at a MINIMUM, they have no idea how they are going to install the system. Commonly you will hear the “I’ve been doing this for 20/30/40 years” line, well the reality is that they have never done it on your site. If your installer is not prepared to put in the time to pre-plan, then you are a number not a customer.

3. They back themselves and their work

Look for guarantees, clear deliverables and strong communication in the initial process. A Service Level Agreement (SLA) signifies that the installer will take account of their work and will work with you to ensure the best outcome. SLAs should be customised to your business needs, so look for an integrator that will work with you to find out what service level items are most important to you. At the end of the day if a provider will not stand behind their work then they are not confident in getting it right. The service you receive from your integrator should not stop when the install is done. They should have a well-developed support process, that provides clear guidance on what to expect going forward and what level of service you are entitled to. Your integrator should offer consistent and well documented maintenance and service packages to give you peace of mind.

4. Partner Support

Be wary of offerings involving the “latest in European design” or brands that you can’t find multiple suppliers for locally. Opting for an “exclusive” brand can leave you exposed to an informal lock-in with your installer. If no-one else supports the product being proposed, you are putting all your eggs in 1 basket and will have nowhere else to go should your installer not perform. Your installer should have the backing

5. Knowledge

Security is a very specific technology and requires very specific knowledge and skills to effectively deploy a security system. Your integrator needs to know how to effectively apply these skills to your specific requirements or you will end up with a system that simply does not do what you want it to do. Does your integrator know what product best suits your application? Do they know the difference between an NVR or a VMS? (see HERE for our blog on the subject). Ask them why they are proposing a particular solution, and if you don’t understand the answer…..ask until you do. Remember you will have this security system for 10 years, so it needs to work for you. Always remember that your concerns and priorities will be different to someone else’s, so make sure your integrator spends the time to understand your site and offers a solution that is tailored to your needs.
Make sure you question them on the 3 major areas described in this blog. Of particular importance is how they will enable you to effectively manage your data going forward. You cannot effectively manage poor data, therefore it is vital that your integrator can communicate a clear, structured and efficient plan during the preparation and/or install phase to collect the necessary data. Ideally integrators will offer a service to manage the data for you on an ongoing basis. This is something that can save you a fortune in total cost of ownership over the years.

Security is a critical part of any Strata environment, and it’s important to make sure you select the right provider and adhere to all applicable legislation. By understanding your obligations, and collecting data in a meaningful way, you can set up an effective security system that will keep your sites and residents safe from harm. Make sure to review your options carefully and ask the right questions when selecting an integrator – covering all of the points we’ve raised in this post should help you make an informed decision. Are there any other things you think are essential when choosing a security provider for a Strata environment? Let us know in the comments below!

All the best!!

Kind Regards,

Adam Walsh
General Manager

Brave Security
9 Hall Street, Port Melbourne VIC 3207
13.000.THEFT (1300-084-338)
0423 456 472
www.bravesecurity.com.au