CCTV: the great ‘force multiplier'

I you are a security manager working to a limited budget, the use of CCTV may often be what military types refer to as a ‘force multiplier' (in other words, there's more ‘push' for your pound). That will only hold true, of course, if your surveillance systems are deployed in the right way. Maintaining those systems is essential, the training of your staff a legal requirement and keeping within the law and ethical guidelines a necessity if pitfalls and litigation are to be avoided.

The purpose of the latest guidance document produced by The Security Institute - entitled ‘An Essential Guide to the Acquirement, Deployment and Use of CCTV' - is to help the end user understand what they can (and cannot) expect from an installation. The Working Party who produced the Guide consisted of Institute members from various sectors of the CCTV industry - including end users, consultants and trainers - as well as other individuals active in areas relevant to CCTV use. The project leader was Gordon Tyerman of CCTV Training, while the other Working Party members numbered Bill Wyllie (current TSI chairman), Chris Brogan (Security International), Alistair Freeborn (SDA Protec), Don Grimes of Be Prepared Consultants, Robert Rodgers (Geutebruck UK), Emma Shaw of Esoteric and Derek Webster from the Postal Services Commission among the ranks.

CCTV: pre-installation points to note

There are several issues that must be considered before a surveillance system is installed (including the risk assessment and basic operational requirements). Post-installation and commissioning, there are areas concerning basic use and upgrades with which end users must acquaint themselves. In essence, the overarching desire is to de-mystify some of the terms and phrases used in the CCTV environment. This will then help you to make the right choice of system, and to use it wisely. Certainly, the sections on system design, operation and management should prevent you from spending any of your precious budgetary monies unnecessarily.

Let's assume, then, that you have already decided to install a brand new security systems regime including CCTV coverage. The essential next step is to compile a detailed risk assessment and operational requirement in order to fulfil your own needs.

An operational requirement is a statement of need based on a thorough and systematic assessment of the problems to be solved, and the hoped-for solutions. What is to be observed (in terms of the areas to be covered, and the purpose of the coverage)? You must consider the security response to activity. In other words, the desired response to an incident, and the conditions under which the CCTV system is expected to operate.

You also need to be thinking about the observer interfaces. Where is the observation going to take place, and who will do the observing? What quality of picture is needed for a successful outcome? How are your observers expected to react to incidents?

What are the risks, benefits and priorities involved? As part of the risk analysis, the cost benefit of the proposed installation may be developed based on the history of on-site losses, threats to staff and incidents of criminal damage, etc. There's also the perceived future risk to the business over the lifecycle of the CCTV system - say, for example, ten years - and any perceived increase in threat. A complete guide to operational requirements may be accessed on the Internet by logging on to: www.crimereduction.gov.uk/ cctvminisite22.htm

Now, it's decision time. Do you wish to enlist the services of a professional consultant? Someone who can guide you from the provision of a carefully compiled risk assessment through each stage until the installation of your system has been completed and handed over in full working order? Or do you carry out some (or all) of the work yourself?

A consultant will produce a security plan for the building (large or small) based upon the risk assessment and the operational requirement. If you are fortunate enough to have someone in-house, it's essential that they possess the appropriate knowledge and skills given the likely investment. If you employ an external consultant, they must carry Professional Indemnity insurance to cover the risk, whereas in-house staff will not carry any.

Paths towards specification

You'll then need to decide on what components are to be addressed from the points identified in your operational requirements. The following might well come into play:

(a) a specification, prepared by the client, where the requirements of the CCTV system will be listed (although the technical design will be left to the contractor);

(b) the specification is prepared by the client in conjunction with a consultant, and defines the necessary performance of all surveillance system components;

(c) a proposal wherein the site is surveyed, assessed and designed by an independent, external contractor.

Proposal (c) is most commonly used... and leads to the most confusion! The inevitable problem arises when comparing various quotations as to what the ‘gobbledegook' means, and why it is that there are so many cost variances between competing contractors. This method has been proven to fail time and again. Salesmen are motivated by profit, and are thus unlikely to spend a great deal of time on the operational requirements (given that they only have a one-in-four chance of success).

On the other hand, proposal (a) is usually the most successful. Here, there's an in-house security or engineering manager who can, at least in part, detail the requirements of the system. This method is often rolled-out for the early stages of a project, with the consultant then deployed to perform those duties which cannot be completed in-house. Proposal (b) is normally the safest route for the client since the risk to the business is reduced, with the consultant reporting to the end user and agreeing all stages of the work in advance.

When choosing your consultant, it's vitally important to satisfy yourself that they have the skills required to implement the project. Are they a member of a professional industry body (perhaps the BSIA or the Association of Security Consultants)? Ask for details of reference clients from previous projects, and then call one or two of them to ascertain the quality of that consultant's work.

In addition, visit similar projects they have completed and check on their current workload. Ideally, they will also have some kind of Health and Safety qualification, too.

At an early stage there will be a requirement for necessary budgets to be allocated. A consultant will be able to give you a budget cost with just an outline of the project requirement (for example, the approximate number of cameras, and the size of the area to be monitored).

As the client, you need to be asking yourself several questions at this stage in relation to your needs. Is the system for working hours, or out-of-hours use only? Will the CCTV set-up need to be integrated with other systems such as access control and alarms? Is monitoring to take place on or off-site? Is continuous recording required of all cameras? Is the recording going to take place in alarm mode only? Will external cameras be pole-mounted or building-mounted? Where will the operating system be sited? Do you need a replay suite?

Effective project management

Effective project management is critical in order to maintain a programme which keeps disruption to the host business to an absolute minimum and provides a working system in a timely manner. Project management may be carried out by the consultant, either in-house or externally. This will be determined by the complexity of other works within the project.

If an in-house consultant is used, a realistic amount of time must be allocated away from their normal tasks to complete the project. How, thereafter, should you place and manage installation contracts?

First of all, you ought to supply any prospective contractor with a technical specification and an operational requirement as part of the request for quotation/tender.

While allowing you to choose corporate equipment suppliers, the nomination of specific products can blur the responsibility for meeting performance criteria. If product selection does take precedence, ask the supplier to identify areas of non-compliance with the performance specification as this will allow dialogue before final contract placement.

As part of the specification, scaled drawings should be provided to allow the contractors to calculate cable routes and camera fields of view. It's a major handicap for installers if drawings are not available!

It's strongly recommended that a formal contract be put in place when contracting installation works. Small value works may be carried out on your standard conditions of purchase or the security installer's Terms and Conditions (if acceptable), but larger projects will require a formal contract.

This contract should encompass most eventualities that might occur during the course of an installation, covering such aspects as contractors being late (including penalties if they are), how payments are made, how additional works may be added to the contract and co-ordination with other trades. In all cases, the clear responsibilities pertaining to all parties must be defined.

• Next month: Part 2 - Tender periods and tender evaluations, framework contracts, covert CCTV and management and operations all under review

• Copies of ‘An Essential Guide to the Acquirement, Deployment and Use of CCTV' are priced at £25. Contact TSI direct at PO Box 4247, Nuneaton CV11 9BJ (tel: 08453 707717 for ordering details)