Keyholding Standard Revisions Published
A revised edition of the keyholding standard has been published: BS7984-1:2016 Keyholding and response services.
Justin Bentley, CEO of the International Professional Security Association (IPSA), has explained the changes as follows:
Significant changes in the document:
- The first change you will notice is in the numbering with the addition of the suffix “-1” in the title number. This is due to the addition of a second standard in the “response services” category relating to lone worker response.
- There have been a number of changes, including small changes in wording to provide clarification of some points, certain sections and headings have moved about, plus some additions and deletions.
- The largest change is the removal of a lot of the detail stipulating the requirements for a secure facility (whether premises or vehicle).
- Some additional definitions in section 3 for “keyholding response”, “subcontract”, “subcontracted service” and “subcontracted services provider”
- The standard now requires simply a “documented complaints management system” rather than insisting on the use of BS ISO 10002
- Insurance – there is now a specific list of types of insurance required (previously they were examples)
- 4.4 Documented information (prev. 5.6 Documents and Data) now clarifies that records need to be kept for 12 months after a contract finishes, and should now include training records, rosters and risk assessments as well.
- Subcontractors – the previous list of specific items to check listed in the old clause 5.5.2 has been summarised as having “documented evidence that due diligence has been carried out”.
- Clause 5.2. defines a “secure facility”
- 5.3.1 includes a new specified requirement that visitors to a response centre be accompanied at all times.
- 6.1.2 adds in a requirement for “DVLA licence checks” for employees whose duties include driving
- The section on Health (6.1.3) has been updated to take into account employment legislation/best practice
- Terms and conditions of employment (6.1.4) now specifies that “job description” is included
- Uniforms (6.2.1) has removed the requirement for employees to carry a company Hi Vis jacket or similar when not in uniform.
- Vehicles (6.2.2) two new requirements – 1. The requirement to use a tracking device; 2. Driver to conduct a vehicle check at the start of each shift. However, the requirement for vehicles to be liveried is now desirable rather than compulsory.
- The section on equipment now simply refers to maintained (rather than using calibrated)
- The section on Basic Job Training reminds you that an employee with a DS or CP licence would need gap analysis and potentially additional training to cover the differences between the different BJT licence to practice courses.
- The specific training for keyholding and response officers has been updated with additional training requirements.
- The requirement to offer/encourage vocational qualifications has been removed from the standard.
- The restrictions on time of day for sales calls has been removed.
- There is now a specific clause requiring you to have “customer files” holding all the contract related documentation (clause 7.2.2)
- The report made by a response office following an incident should now include “contact details” for persons present at an event (previously stipulated “addresses”) so a phone number could be sufficient!
- Control of keys – there are two new requirements: 1. “access to new seals should be restricted to authorised personal” and 2. The key management log should include “date, time and reason for use [of keys]”; however, the requirement for weekly checks of keys by management has been removed.
- The section covering external key boxes at customer sites has had some additional requirements added.