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ISSUE: Second Quarter 2009
Maintaining Your Security System
Low-Tech Upkeep For High-Tech Equipment
By Erica Shatzer 
You rely on it every second of every day to protect yourself, your employees, your customers, and your tenants’ belongings. You use it as a selling point in your promotional materials and in sales pitches to prospective tenants. Without it you could fall victim to burglary, vandalism, or worse. It’s your security system, and it is an essential component of your self storage facility. Your security system is an expensive investment and should be properly maintained to prolong its life span. When installed correctly, most security systems require little maintenance. Nevertheless, there are several components of your security system that do require some attention.
Camera And DVR Care
Cameras are installed to capture the activity occurring on the property. Self storage managers and owners depend on cameras to record any goings-on at the site that could result in litigation. The footage collected by the cameras can be utilized to avoid lawsuits and convict wrong-doers. Because cameras play a significant part in the security system, it is imperative to ensure that they are operating accurately.
To be sure the cameras are working appropriately, you need to test them. This can be accomplished by simply reviewing the footage that the cameras have recorded. If you notice any objects in the frames that don’t belong, you should check the camera lenses for dirt, smears, or watermarks. “Lenses are out there in the environment and they can in fact get dirty,” says Rick Sedivy, director of marketing for Inglewood, Calif.-based DKS DoorKing. “Use a soft, dry cloth to get the dirt off and maybe a little bit of compressed air to get everything off.”
If a camera lens would happen to become scratched, chipped, or broken, they are fairly easy to replace. If a replacement lens is required, make sure to purchase one of good quality. “Don’t replace a good lens with a cheap one or you are going to be in trouble,” Sedivy says.
In addition, cameras located outdoors should be mounted in enclosures to protect them from precipitation and cold weather. “The biggest thing with exterior cameras is to make sure they’re in an enclosure,” says John Fogg, general manager of Sentinel Systems Corporation headquartered in Lakewood, Colo. “Then there’s a device that they call a blow heater. You want to make sure you have that even if it’s not in an area where it gets cold because it helps with condensation. Obviously, condensation can affect the life of the camera.” Furthermore, if you do have cameras located within an enclosure, make sure the enclosure window is clean as well.
Cameras also require ample lighting to ensure the images recorded are of high quality. Therefore, it is necessary to keep all exterior lights in working order. Check the lights frequently and replace burned out light bulbs immediately.
As far as DVR (digital video recorder) maintenance, the fan filter is one element that requires attention. “The DVR requires the cleaning of the fan filter to avoid overheating—usually about every six months,” says Scott Underbrink, president of Mooresville, N.C.-based NU Enterprises.
Cleaning procedures detailed to your specific DVR can be found in the maintenance section of your DVR owner manual. Steve Cooper of Chamberlain Access Systems adds that environmental factors can also affect how often a DVR filter needs to be cleaned. If your location experiences frequent dust storms, for example, you should clean the filter on a more regular basis. DVRs, and all other electronic equipment, also need to be well ventilated.
In addition to the previously mentioned maintenance tasks, DVRs need to be tested regularly to ensure that they are recording properly. “Checking the DVR to make sure that it is recording is also a good morning opening procedure. Sometimes the recording can accidentally be shut off and you wouldn’t know it until you needed to retrieve video,” Underbrink says.
Keypad & Intercom Upkeep
Keypads employed in access systems are one of the most frequently used components of your security system. What’s more, because keypads are located outdoors and are subjected to the elements, regular maintenance is required. If your self storage facility utilizes a keypad entry system, you should examine the face of the keypad on a frequent basis. Over time, depending on the type of keypad you have, the numbers on the keys can become worn, illegible, or even rubbed off completely. “The numbers can be worn,” says Sedivy, “and that can be a good clue to criminals looking for access codes.” He adds that the keypad itself is a replaceable device and the task of replacing the keypad can be easily performed by the self storage facility manager. For the most cost-effective solution, purchase a keypad that has keys with engraved numbers instead of one that has keys with printed or stamped numbers.
Intercoms can be a valuable security feature at your self storage facility, but only if they are working properly. While intercoms might not receive as much use as other components of your security system, they still require regular testing to guarantee they are functioning correctly. To effectively check the intercom system, two people should be present to perform the test. One person should remain in the office, while the second person walks the site from intercom to intercom. To ensure that the system is operating appropriately, be sure to call the office from every intercom throughout the facility.
Tending To Door Alarms
Wireless door alarms are an increasingly popular security device used in the self storage industry. These alarms are employed to protect each unit individually, and are triggered when a particular unit is opened without prior tenant authorization (i.e., access code). While wireless door alarms require little maintenance, it is vital to ensure that they are functioning properly in order to protect your tenants’ stored goods. “With door alarms, it is important to keep the doors themselves in good shape as loose doors or changes in door levels can put alarm contacts out of alignment,” says Cooper.
Kevin Nanais, owner of Security Products Unlimited, emphasizes that door alarm systems should be part of your maintenance programs. “The locking hardware [i.e., door strikes, magnetic locks, etc.] also needs to be serviced. These devices are used many times on a daily basis and can change position,” he says. “This can not only create a wear-and-tear problem, but also leave your facility vulnerable without you being aware. False alarms, doors not reporting, and/or sirens not functioning properly can all lead to the same issue we are all trying to avoid—upset customers and costly repairs.”
Additionally, most wireless door alarms require cell batteries to operate. These compact batteries typically have a long lifespan, but still need to be replaced on a yearly basis. “With wireless door alarms you have an issue with battery life. Make sure that they are changed on a regular basis,” Fogg says. Sedivy concurs. “Change the battery once a year, whether it needs it or not,” he says. “Backup batteries shouldn’t be relied upon for more than two years. Replace backup batteries every two years, especially if the batteries are outdoors. Temperature variations affect the batteries,” says Sedivy.
Software Updates
Installing software updates is another aspect of maintaining a security system. “Be sure to keep the access control system updated as tenants move in and tenants move out,” Sedivy says. Maintaining software updates allows the security system to operate at an optimal performance level, which is why it is important to run the software updates for your system as soon as they become available. Most self storage managers should be able to complete the software updates without help. Nevertheless, your security system software provider should have some sort of technical support to provide you with assistance if required.
Final Thoughts
Besides performing regular maintenance, it is also beneficial to educate your managers about the security system that is utilized at your facility. When managers know how the security devices function, they are more likely to identify a problem before it becomes a major issue. “It is important that the manager gets initial training on the equipment from the reseller/installer and become familiar with the applicable operating modules,” says Cooper. Underbrink adds that a facility manager should never work on any piece of equipment with which he/ she is unfamiliar.
While the security system maintenance matters mentioned in this article can all be performed by a self storage manager, there are times when a professional should be hired. When repairs and in-depth troubleshooting of the security system’s hardware is required, a professional technician should be used. And any maintenance or repairs that deal with electrical wires should be handled by a technician to avoid personal injury or damage to the devices. “It is best to contact the manufacturer’s technical support or the installer/reseller at the first sign of the equipment not operating in a normal fashion,” Cooper says. Furthermore, it is imperative to address any security system issues immediately to avoid legal liability. It is also in your best interest to keep a detailed log of any repairs or maintenance performed to your facility’s security system.
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