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POST ORDERS AND SECURITY FORMS
The contract service should be capable of producing a comprehensive, easy to understand instruction manual specifically covering the operation at the client's facility--or have an arrangement with a security consultant who can handle this chore. Normally such a manual is known as post orders and should not be confused with the generic set of general orders provided to all officers by most security companies.
After the draft has been completed, the client should review it and recommend any changes, additions or alterations. It is also often a good idea to have the initial draft reviewed by the uniformed installation supervisor from the contract service and even one or more of the officers assigned to the account. Their input can often significantly improve the manual and just having this opportunity to participate in the development of the orders inspires a unity of purpose and esprit de corps and often eliminates any future reluctance to volunteer suggestions.
When the manual is finalized, many security companies include a box on every page for both the client and the contract service manager to initial, along with the date. This insures all concerned are clear on exactly what the client desires and on the responsibilities and duties of the security officers. Copies should then be placed on the post with the client retaining a copy initialed by the contract service representative.
The instruction manual or post orders should be updated based on the client's desires as changes in procedure occur. This is usually simply a matter of replacing a page or two with the updated instructions showing the date of the change.
Its always a good idea for both the client and the contract service management to review this document at least once a year. Otherwise, they tend to quickly become obsolete. Security officers should be encouraged to make suggestions for change as they discover deficiencies, new problems or situations not covered in the manual.
The preparation and updating of the manual should usually be the responsibility of the contract service, not the client company.
As previously noted, this manual should cover on the job instructions for the specific posts at the facility and not just be a collection of vague retreaded generic orders.
Forms used by officers at the client facility should be provided by the contract service unless the client prefers otherwise. The service should be flexible enough to update, alter or create forms based on the client's desires. Frequently modifying forms, however, should be avoided.
If the client company has been using the same basic report and log forms for years, it is a good idea to ask the new contract service manager to evaluate them. Often client's forms can be improved and greatly streamlined. Many security forms in use at plants today have been around since the second world war and no one has bothered to review their relevancy. Often a contract service manager will come up with more efficient and applicable form designs and reduce paper use.
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