Understanding Security Management: How Can HR Break the Cycle of Neglect and Improve Safety?

Dear Members, On one of the WA groups, the Administrator of the forum has brought a topic for discussion. Today's topic is "What is security management and what are different terms and conditions of security management?"

I have given a reply to this post. It is as below:

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Dear Mr. Ajay Thaokar,

Security Management refers to the security of the following:

a) Security of the employees: Security of the employees covers the audit of fire and safety hazards, security of the employees if the cab facility is provided, and security while working at the workplace. Let us not forget, once in a while we come across news of sexual assault on women employees while going home. A woman employee of a prominent IT company was murdered by the security guard while working on a Saturday. Therefore, the challenge is for the security department to be approachable. If some employee feels unsafe, he/she must not hesitate to project his/her concerns to the security or at least the HR Department.

b) Security of the material: This is an age-old issue. Proper checks must be made for incoming and outgoing material. To take the material out of the company, there are two types of Gate Passes: one is returnable and the other is non-returnable. Rules must be well defined as to who is authorized to sign the gate passes and what should be the flow.

c) Security of the perimeter: Perimeter security covers the security of the fence and the security of the lights adjoining the fence. At least once a week, the security manager himself or someone on his behalf must check the fence, trees close to the fence, and lights.

d) Security of the information: Breach of sensitive information is a major cause of concern. However, considering the technical aspects of this security, a separate department needs to be raised. Security of the information is done through access control, disabling the USB drives of the computers, and above all, obtaining a "Non-disclosure Agreement" (NDA) from the employees who deal with the sensitive information.

Role of the HR Department: Since this is an HR forum, it merits adding one exclusive paragraph on the role of the HR Department in augmenting the security of the components mentioned above. First is selecting the right kind of persons. How many persons are really interested in making a career in security? Many times, it is said jokingly that those who do not get a job anywhere end up joining security. The neglect of the security department starts right at this stage.

The second challenge is payment to the security guards. When an agreement is made with the security agency, it is based on the payment of the minimum wages to the frontline security guard. This happens even at the very hi-fi MNCs as well. By paying minimum wages, can we expect high-quality work? Since the minimum wages are paid, security personnel do a 12-hour shift so that they get overtime of four hours every day. The worst is still to come. Absenteeism is very high at that level. To offset the absence, owners of the security agency assign an immediate shift of 12 hours at a nearby company. Security guards, out of temptation to get more money, sometimes work for 24 hours or even more. Since this practice has been going on for decades, today not many security agencies are ready to provide security personnel for just an 8-hour shift. How many HRs are ready to come forward to break this vicious cycle remains to be seen!

Thanks,

Dinesh Divekar

Shri Dinesh Divekar has, as usual, covered the points well and in an informative manner. I would add: People want to pay pennies and get literally Black Cat Commando protection. Guards are hardly well-trained and have no idea of first aid or properly using fire extinguishers. The classification of fires - A, B, C, and which type of extinguisher to be used is not known to most guards. Guards are poorly paid and so look around to do overtime and earn extra money.

HR's Role in Security Management

HR can do certain things to avoid these pitfalls. Select agencies with proper police verification and those agencies that pay PF and ESI for the guards. Keep a proper record of guards hired and check on their duty at regular intervals. In Maharashtra, there is a recognized Guard Board that provides guards in Mumbai, Pune, and Thane. Approach them for guards. Ask the agency to rotate guards from time to time to avoid them developing relationships with staff and vendors, etc. HR should nominate one official to take security under his charge and be fully responsible for the guards.

Security Measures and Training

Placement of CCTVs at strategic points is really useful. Firefighting implements, fire audits as per local state rules are vital. Evacuation drills need to be conducted from time to time so that staff are aware of what to do when a fire breaks out. Similarly, ensure guards are trained to assist fully during emergencies. Fire exits need to be kept clear of obstacles. Security signboards need to be displayed with directions to exit and important numbers like Police, Fire, nearest hospital, etc. If security is taken seriously, it will help when an event takes place.

Dear Nathrao ji, I would like to draw your kind attention to the following:

Security Guard Board Minimum Wage Rate

The minimum wage rate in Mumbai & Thane as of date for a guard is Rs. 16,897/- per guard per month for an eight-hour duty. The total cost inclusive of levy is Rs. 22,360/- per guard per month for an eight-hour duty. Even if you employ a guard through a private agency, the private agency is liable to pay wages to its guards as per board rates.

Cost Sustainability for Employers

Now, my question is, can any employer sustain this cost as mentioned above? The answer is obviously - No. Therefore, employers have found the following ways to keep the cost at a minimum:

1. They show on record the employed person not as a guard but as unskilled labor - facility management and pay as per shops & establishment rates.
2. Installation of CCTV cameras and keeping minimum guards.

Security Management: An Overlooked Aspect

Security management is one of the most neglected areas in many organizations. Apart from deploying the minimum number of security guards, there is precious little that is done in this regard. Security personnel often lack basic education, skills, physical stamina, and even knowledge of basic civilized behavior, handling firearms, intelligence gathering, operating firefighting equipment, or understanding local conditions. A 12-hour duty with no weekly off has become an accepted norm in the industry. While ex-servicemen have many advantages, they are costly and hard to come by. Many security agencies involve ex-police or defense officials, who exploit the guards incessantly. The use of equipment like CCTV, smoke detection systems, and electronic identification (RF) of personnel and materials needs to be considered.

The State of Private Security Services

Private security services required by factories and establishments have become merely a business where agencies and employers both prioritize cost-cutting and profiteering, losing the very purpose of having security. Having said this, my 10+ years in this field suggest that unless the importance is recognized, people in this sector will never be respected and paid properly. Despite having laws and regulations in place, neither the agencies nor the employers want to contribute towards awareness, improvement, and prioritized training. Value in this business will only come if people involved in this business are valued. My career in this field has shown that exploitation from both parties kills the very purpose and value of this business.

Just to narrate, one of my clients said, these days security has become a fancy item. I, being from the military, just said, "If you pay peanuts, you will only get fancy items."

Challenges in Security Management

Managing security at any premises will require manpower first, training, and then monitoring. The problem is, due to low payments, manpower retention is a big issue, hence impacting training and monitoring, etc. Let's be honest in saying that if we really need security in the true sense of the word, then we have to ensure we value people in this field and provide every resource, including training, so that we receive purposeful services with dedicated manpower.

Bijoy,

If you pay peanuts, you will only get monkeys. True. Proper training and monitoring are needed to have decent security. Most factories and companies want to cut down expenses, and the blade falls on security. Industries have really not understood the worth of good security, and most security agencies have not understood the need to do proper selection and training of guards to ensure that they do their jobs well enough to get recognition of security as indispensable for every establishment.