By Julia P. Shih

In the age of post-9/11, various industriesself-storage includedare finding it necessary to implement heightened security measures, if not for their own protection, then that of their clients. Specific to self-storage, one simple yet extremely effective means of tightening security is requiring tenants to provide official documents (drivers license, passport, immigration card, etc.) to verify their identity and provide a record of information. As more self-storage managers implement this requirement, they find the practice beneficial in terms of security; but it can also minimize losses when it comes to collecting delinquent payments.

The Value of ID Checks

Storage operators have the right to require photo identification from tenants during the application processas long it is required, without discrimination, from all customers. This is a valuable right that should be exercised. Everyone in this country legally should be able to obtain and present some form of photo ID, be it a drivers license, state- or country-issued identification card, passport or immigration card.

By asking for photo ID during the initial application, a manager can ensure the information on the application or lease matches the information on the card. If the information is incongruous, you could have a suspicious candidate. Checking ID will deter applicants from providing false information and allow facilities to run more accurate and comprehensive credit and criminal-record checks.

In addition, the more information you have about a tenant, the more figurative insurance you will have against future problems, such as delinquent rent. While most facilities ask tenants for a name, address and Social Security number, it is also a good idea to ask for home and work phone numbers where the tenant can be reached, as well as emergency-contact information. A photo ID will not only help verify the street address, but also the tenants physical description. A copy of the ID will provide a record to keep on file. By being diligent with information gathering during the initial application process, operators will be more equipped to track down errant tenants.

ID Technology

There are several valuable technologies that allow storage operators to collect and file photo IDs and the information they contain, as well as verify their validity. Leading the market are drivers-license scanners that scan cards in a matter of seconds and provide saved files of the persons photo and signature.

Some high-end scanners have OCR (optical character recognition) functionality that reads a cards face. OCR is the only card-reading technology that can read ID cards from all 50 states. When a card is scanned, the textual information on its surface, such as name, address, birthdate, etc., are automatically placed in appropriate text fields in a database, eliminating the tedious need to manually type all information from the card. These scanners are great solutions for information-gathering because they provide a better-quality captured image than a photocopy. They also collect information in far less time than it would take a facility manager to collect it manually; and they can put the information into databases that facilitate other tasks, such as billing or customer tracking.

On the Lookout

Though photo ID is an extremely valuable tool, storage operators must be vigilant to ensure an ID presented by a tenant is not doctored or fake. Obviously, if the photo or description on the card does not match the physical appearance of the customer (i.e., the card shows a birthdate in the 1950s, but the applicant is a young man in his twenties), something suspicious is afoot, and more investigation is necessary. Doctored cards, on the other hand, can be trickier to recognize.

There are reference books on the market that describe and include pictures of each states drivers license as well as various forms of international identification. These books are fairly inexpensive and can be great resources for verifying ID cards. The only problem is they are limited in their coverage of international IDs, as well as the newer, updated formats of drivers licenses constantly being issued.

More accurate ways of verifying photo ID involve using technologies built into the cards themselves. As many as 25 states include a loaded magnetic strip on the back of their drivers licensesmuch like those on credit cardsthat contain the cardholders information. Magnetic strips can be read very quickly. The downside is they tend to demagnetize easily, so it becomes difficult to read drivers licenses that are not in good condition. Furthermore, not all of the information on the card front is stored in its magnetic strip.

Similarly, there are 20 to 25 states that issue cards with information loaded into a barcode. Barcode reading is extremely accurate; but, like magnetic strips, barcodes can be made less translatable due to wear and tear. Several state ID cards include magnetic strips and barcodes.

A card scanner capable of reading all card technologiesOCR, magnetic strip and barcodewill be able to compare the information stored on a card and cross-check it for matches. While an expert forger may be able to doctor the face of the card, it is highly unlikely he would be able to tamper with either the barcode or magnetic strip.

Advantages to Storage

Card scanners using OCR technology or all three reading abilities allow operators to quickly scan a drivers license while a customer waits and tailor the information or collective database toward his specific business needs. These scanners can very well increase a facilitys profitability by making operations more efficient and increasing closing ratios through a more complete database for tenant follow-up.

In a business where every visitor is a potential sale, drivers-license card scanners could be the newest product to provide an edge over competitors. Through the simple task of reading and copying a customers photo ID, a storage owner can cover his bases in terms of knowing who his tenants are and verifying their identities. He can also save money down the line by making it easier to collect delinquent payments.

Julia P. Shih is marketing manager for Card- Scanning Solutions, a developer of card-reading systems. Its systems, based on OCR (optical character recognition) technology, are designed to quickly and accurately read the information from drivers licenses, passports and other ID cards. The companys software provides extensive database capabilities for automatically processing, storing and manipulating acquired data. For more information, call 310.691.8920; e-mail [email protected]; visit www.card-scan.com.

By Chester A. Gilliam

These days, self-storage facilities are quite different from those built 10 or 15 years ago. As they have evolved into state-of-the-art facilities offering much more than simple storage, their security needs, too, have progressed. Security systems require more planning and specialized equipment than ever before. Gone are the days of an architect drawing a line on the blueprints and calling it a gate. Also gone are days of waiting until the last few weeks of construction to choose your security vendor and system installer.

The biggest pitfall of installation is poor planning. Developers spend months determining just the unit mix, laying out plans and selecting buildings with little attention to security needs. Security must be accommodated from the beginning, as site layout can play a big part in how well a system functions. For example, if the gate is not placed properly on the site plans, you could end up with a layout that does not work well for traffic flow and creates operational problems.

It is imperative to include as part of your design team people experienced in the planning and installation of storage-specific security systems. You need professionals who can take an honest look at your site needs and budget, and devise the best system for your particular site.

General Installion Requirements

There are four major areas to consider when it comes to security installation: gates, access control, door alarms and video surveillance. Each has its own set of problems with respect to installation, operation and maintenance. However, there are some issues that seem more commonplace than others. First, let’s look at general rules for proper installation:

• Use professional assistance in selecting security systems.
• Plan your site for security. Place buildings on the outside perimeter instead of using fencing.
• Incorporate your security system when considering your budget.
• Allow time for the installation of the security system. Much of the equipment cannot be installed until the site or buildings are complete. Prepare in advance by getting your installer involved in the beginning. Follow time lines, and keep your installer informed of schedule changes as they occur.
• All exposed wires should be enclosed in conduit or otherwise protected.
• All wires and conduit should be secured to the building.
• Conduit size and location is critical in the planning stage. Look for what you want now and what you may want to add later in the way of equipment.
• Avoid running wires through buildings. It is better to lay conduit than to run wires through units.
• Place conduit on the outside of buildings. This may not look as clean, but it makes for a better installation.
• Never place security equipment inside units. You must be able to access it for service.
• Plan for all the items you need to plug into electrical outlets. Get your installer’s input on how many outlets to use and where they should be located.
• Allow room and mounting options for equipment.

Security Gates

Design is everything, and gate placement is one of the most important and misunderstood security-system components. The entry gate must be in the right position to allow for the correct flow of traffic while providing admission to the office and controlling access to the site. This sounds like a lot to consider; but if you look at your plans and think about who will be using the gate, as well as the types of vehicles it will have to accommodate, you can minimize problem areas.

Here are some basic rules to follow for gate installation:

• Gates should be between 16 and 20 feet in length.
• Avoid using a track on the ground. It will cause problems sooner or later.
• Use a commercial-grade gate operator. Operators are rated as to duty cycle, gate length and gate weight.
• Follow UL 325 standards. This sets the criteria for the gate and related safety equipment.
• Allow for the size and length of various vehicles. Visitors should not block traffic when entering the site.
• Install a pedestrian gate.
• Keep the gate area as flat as possible. Avoid deep Vs or grade changes in the gate area.
• Ensure the gate has plenty of room to open.
• Choose a proven gate design that will work well in your specific environment. Try to avoid a swing-gate system.
• Check with the fire department to see what it will require in terms of gate size and how it will open the gate in times of emergency. Chances are, planning and zoning did not get its input on your security system; and it is your responsibility to make sure you are in compliance with local requirements. Life safety always has the last say.

Access Control

Where there is a gate, there will be an access system. Keypad placement is critical to your traffic flow. Placing keypads on the wrong line can turn a good gate design bad. While the standard for keypad placement is between 15 and 20 feet from the gate, sometimes it is necessary to place it closer or farther to assist traffic flow or control who has the right of way through the gate.

Keypad placement can look good on a blueprint and yet not work so well in the field. When deciding keypad and gate positions, it’s a good idea to look at the lay of the land. Examine the site and study how the gate and access system will look and feel when being used—where your buildings are, and the approach to the entry and exit keypads. Also consider what protection can be given to the keypads while they are being used.

General rules to follow for access-control installation include:

• If possible, place keypads between 15 and 20 feet from the gate.
• Always place bollards around keypads for protection.
• Keep the approach to keypads in a straight line with the gate. Avoid placing them on curves or at a right angle to the gate.
• Keep keypads in line with the edge of the gate opening. This properly aligns the tenant as he enters the premises.

Alarm Systems

This is one of the most dramatic areas of change in the storage industry. Alarm systems have become more stable and reliable, offering true tenant protection. While they have evolved, they have also become a requirement in getting and keeping customers.

The biggest problem with an alarm system is it is has to be installed correctly. You need an installation company with self-storage experience. A general alarm-installation company or electrical contractor is not a good choice. There are numerous differences between a standard burglar-alarm system and a self-storage system. This makes it imperative to hire someone qualified. Most systems on the market are very stable and reliable as far as the equipment goes. However, a bad or even marginal install can cause you problems from the start.

Here are some rules for alarm-system installation:

• Get a competent installation company to do the work, one that has experience with the system you have chosen.
• Make sure the correct wire is used. Type, size and number of conductors are outlined in the manuals provided by the manufacturer.
• Wires should be protected and secured in place with tie wraps. Tie wraps should be secured to the building with screws.
• Use a switch designed for self-storage and make sure it is properly installed. This will greatly reduce the event of false alarms.
• Multiplexers or door-status boards should be mounted to be protected from tenant activity, never inside a unit.
• Grommets and edge protection should be used where wires go through or over wall partitions and red iron.
• Avoid putting equipment in a rentable unit. All equipment should be readily accessible for service and inspection.

Video Surveillance

The video industry epitomizes the phase “Change is constant.” With the introduction of the computer into the camera industry, we have seen changes at an unprecedented rate. And while these changes are wide in scope, they have simplified the installation and maintenance of CCTV systems.

Camera placement is the critical element, not only for what you are going to see, but performance. Cameras placed looking toward the sun or into shadows are going to have bad sight sometime during the day if not all of the time. Those placed where there are no gutters on buildings can be displaced during heavy snows, as can cameras exposed to areas of high wind or vibration. Choosing the right camera for the environment can make a big difference in performance.

Some rules to follow when installing surveillance cameras are:

• Choose a camera that has back-light compensation and low-light visibility.
• Mount all cameras on a stable part of the building.
• All exterior cameras should be designed for outdoor use. Most will require a housing with a heater and blower.
• Never point cameras into the sun’s path.
• All cameras should have an auto-iris lens, even indoor ones.
• Color cameras give better recognition in daylight, while black-and-white cameras give better resolution at night or in low-light conditions.
• Cameras should be focused in the evening or at night.
• Make sure you have adequate wire size and power supplies for your camera system. Allow for outdoor enclosures.
• Power supplies should be fused and located in one area for maintenance.
• Place monitors away from glare areas, where they can be seen by tenants and used by managers.
• Understand how the camera system works before you sign off on installation the job. Make sure the cameras are recording.
• Do not use pan-tilt-zoom (PTZ) cameras unless you are going to have someone to control them. You can install three to four fixed cameras for the price of one PTZ camera.

More than ever before, self-storage security systems require more planning and a better understanding of what you want to achieve. The average cost for security has risen dramatically; and it is no longer practical to avoid planning for your system during the planning stages of your project. Security is often the last system put into a project, and owners often neglect to reserve ample time or funds for proper installation.

When budgets get tight, the security system is often one of the first things cut or reduced. Ironically, one of the first things prospective tenants inquire about is security! Planning for your security needs in the beginning will avoid problems at the end of your project.

Chester A. Gilliam has been involved in selfstorage security for the past 20 years. He now works for Wizard Works Security Systems Inc., a Littleton, Colo.-based provider of access systems, individual door alarms, gates, fencing, management software, surveillance cameras, perimeter security, sales, installation and service for the self- storage industry. He can be reached at [email protected].

By Grady Carlson

Drug labs, chop shops, explosives...In 2004, self-storage security means a lot more than keeping the bad guys from breaking in. It also means keeping them from moving in. To do both, you need clearly defined and effective measures to ensure you know who rents space and works at your facility. These actions should be reinforced by a high-quality, uniform locking system to stop criminals at the unit door.

Know Who Youre Dealing With

Criminals want to hide their identities. For this reason, operators should ask every tenant for valid photo identification, as well as use photos and surveillance cameras to record their faces and vehicle license plates. Another significant part of any security program is an active, visible manager who makes it clear to every renter that he spends a lot of time on site. Working involvement with local law enforcement is another way to make your facility less attractive to the enemy. These measures protect your investment and your renters property.

You also need to know the people who work in your office. Can you trust your staff? Background and reference checks are in order to avoid making the wrong hire. While it is important to consider locks and security hardware to keep criminals out of your facility, you also need to know who you are willingly letting in. Not only is your renters property at stake, but your very business.

A Uniform Front: Locks and Latches

Set your own security parameters. Its time to end the your lock, your key school of self-storage security. Allowing renters to make their own lock selection may lead to the presence of methamphetamine labs, chop shops, and dangerous chemical and firearms storage on your premises. The problem stems from honest renters securing their units with generic hardware-store locks. A thief or someone who needs to dump unwanted goods then cuts the lock, does his business, and re-secures the unit with a look-alike lock. No one is the wiser until the legitimate renter attempts to enter his unit and asks you why his key doesnt work.

This old cut and switch technique has become the new cut and dump method for storing illegal and dangerous material. So for starters, upgrade your security by selling or giving away quality locks directly from a high-security lock manufacturer. In doing so, you improve your odds against crime, and your facility presents a uniform security front. If every unit is secured the same way, a thief cannot target particular units based on whether he thinks their locks can be compromised. Lengthen his odds, and improve yours, with standardized locks.

But uniform locks are only the first step toward thwarting criminals. Even the finest padlock or disk lock still hangs on a slide bolt; and while the lock shackle can resist a bolt-cutter, a slide bolt cannot. Most facilities use access-control systems, surveillance cameras and door alarms. But since studies indicate most self-storage thefts are committed by people who actually rent at a facility, you still need security at the door. Only a cylinder-lock system with a flush-mounted cylinder and no shackle or latch provides protection against bolt-cutters and other brute force. A hand-assembled, high-security system also provides protection against picking.

The Next Level: Master-Keyed Systems

You can take your cylinder-lock and latch system to the next level by employing a cylinder with a stainless-steel front that resists drilling and a unique key that cannot be duplicated. A hand-assembled, tubular cylinder- lock system provides tens of thousands of usable key combinations and precise tolerances to prevent picking. Combining a cut and drill-resistant cylinder with a unique key combination in a master-keyed system provides physical protection, maximum security and fast, safe access in an emergency.

A master-keyed system isnt for everyone. But if you operate a professional security program and write a lease that accommodates your system, worries of liability are better saved for other aspects of your business. A master-keyed system gives managers the ability to access units safely and legallyunder carefully controlled circumstancesin an emergency. It also makes it clear to every renter that you are serious about security.

With a distinctive, nonreplicable key blank and millions of key combinations, your master key will be exclusive to your facility. It can then be safely protected in an electronic key safe with controlled access by authorized personnel. The only people who love high-security, master-keyed facilities more than renters and operators are local fire marshals and zoning boards. Your payoff is significant market visibility as a safe and secure facility.

Grady Carlson is the self-storage operations manager for Lock America Inc. (d/b/a L.A.I. Group), a manufacturer of security products for the self-storage, vending, gaming, trucking and coin-op industries. He can be reached at 800.422.2866; e-mail [email protected]; visit www.laigroup.com.

Construction Corner is a Q&A column committed to answering reader-submitted questions regarding construction and development. Inquiries may be sent to [email protected]. 

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Q: I own a facility in Nebraska and am having the biggest problem with people lassoing surveillance cameras off the building walls. Aside from putting some big ugly cage around each camera, do you have any suggestions? Or can you recommend another type of camera?

Gayle in Lincoln, Neb.

A: There is a wide range of high-quality camera housings available. For your application, you would probably want to look at something in a no-grip design. Picture a half-dome camera with a mounting ring around it. This camera is surface-mounted but doesnt provide any way for someone to easily grip or pull it off the wallwith a rope or otherwise. There is a wide variety of camera options that can fit inside this form factor, such as night vision, vari-focal, etc.

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Q: I am seeing more and more storage facilities with self-service kiosks. I would be interested in adding one to our facility, but I want to know what I need to do from a construction standpoint to prepare for one (e.g.,walls, cages, etc.).

George in Santa Fe, N.M.

A: There is no doubt that kiosks, or auto-attendants, are the wave of the future. Not only are they a great convenience for your customer, they are also a good way to reduce your operating costs by hiring less office personnel.

The construction modifications required will vary greatly with the type of kiosk you purchase. Some kiosks are self-standing units that require no construction (mostly for in-office use only). Others are surface-mounted to the exterior of your facility; and still others require a remodel of the wall into which you flush-mount the unit.

I recommend the latter design. Even though it does require some initial construction, it will look cleaner and offer long-lasting service, much like an ATM machine. The wall will help protect the unit from theft and vandalism. Once you decide on the model and get the specifications, contact a local contractor to get an estimate for the work needed to install it. It will likely pay for itself in a short period of time.

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Tony Gardner is a licensed contractor and installation manager for QuikStor, a provider of self-storage security and software since 1987. For more information, visit www.quikstor.com.