Appearance and Premises Security
A building that has been actively used for business pursuits should continue to have the appearance that normal operations are occurring within the building. The overall appearance of the building may be the best deterrence to unwanted squatting or crime in the facility.
Before closing the building, ensure that the exterior doors are locked. All doors should be physically tested, including delivery areas, employee entrances and the main doors intended for the public. The keys to the building should be collected, except for maintenance and security personnel. All others should be advised that access to the building is limited for only essential functions.
Consideration should be given to adding extra interior reinforcement to high-risk doors and windows at ground level. Broken doors and windows can make easy entry to the facility for criminals, vandals or squatters. Perimeter gates should be locked. Exterior lighting should be maintained and kept on at night to give the appearance of occupancy.
The facility’s video surveillance systems should be monitored, either by staff or contracted security services. The local law enforcement agency should be notified of the change in building status, so that they can coordinate regular patrols and be aware of unusual activity at the building. The local law enforcement agency should also be given the contact information if something unusual happens, or if a break in occurs at the building.
Consideration may also be given to increasing the frequency of security patrols. Security patrols should include a check list of items to review on each visit, which may include daily or twice daily exterior premises, facility entry points, windows, and the general appearance of the building, grounds, and parking lot. It is also recommended that private security patrols inspect in the interior of the building on a weekly basis to ensure that there are no squatters, mechanical or equipment failures, water leaks, rodent infestations or other non-functioning essential facility systems. On a monthly basis, the roof should also be inspected to ensure no damage from wind or weather has occurred.
Housekeeping and Grounds
Mail and newspaper deliveries should be suspended to prevent the accumulation of paper outside of the facility and to reduce clutter which can be a fire hazard or give the appearance of unoccupancy. Refuse should be removed from the facility, dumpsters should be emptied and locked to minimize illegal dumping, which could result in potential environmental contamination.
Landscaping should be maintained for general safety and for the appearance of occupancy. This includes tree trimming, lawn care, exterior sprinkler systems and parking lot weed abatement. All storm drains should be checked to make sure that they are clear of silt or debris. In winter months parking lots and walking paths should be cleared of ice and snow, to maintain the appearance of occupancy. Consideration should also be given to emptying any swimming pools and spas during the duration of the closure, to avoid the spread of bacteria and algae in your facilities.
During the closure, routine maintenance should be completed. Often this is an excellent time to paint, replace fixtures or carpet, or complete the servicing of HVAC and other systems. Even though human activity on the site is a deterrent to crime, this should be kept to essential functions, such as maintenance and security. All other deliveries to the site should be cancelled or diverted to another location.
Contractors that need to complete regular maintenance at facilities, such as for elevators, fire alarm and sprinkler systems or other services, should be notified that they will need to schedule all site visits in advance, and be escorted by facility maintenance staff.
During inspections or after receiving reports from security, if maintenance issues arise, (e.g. graffiti, broken windows, litter/trash, broken lights, etc.) ensure that there is a secure building perimeter, and emergency repairs are completed quickly. Ensure all flammable liquids continue to be secured when not in use in fireproof cabinets.
Kitchen / Catering
All perishable food at the facility should be removed. Compost bins should be emptied and used cooking oil should be collected and removed before closing. Ensure future food deliveries are suspended. Ensure non-perishable food supplies are well secured to prevent potential contamination by rodents or insects.
Water Supply / Water Damage
The water supply valves which provide culinary to the facility should be closed, to avoid potential damage during the closure. Water supply lines feeding the fire sprinkler system lines should always be kept open. If the facility has an irrigation system, this should be kept on during the irrigating season for facility landscaping and inspected on a daily basis for leaks and other potential issues. If a facility closure occurs during the non-irrigating season, ensure the irrigation water system is winterized with valves closed.
Maintain Essential Systems
Decommission all non-essential equipment and pressure vessels which can greatly reduce the potential for loss and save energy. Essential systems should not be decommissioned, which include, HVAC, fire sprinklers, fire alarms, video surveillance systems, intrusion alarms, natural gas pilots, and backup generators. Ensure that the HVAC operating systems maintain the building climate at a safe temperature to prevent potential freezing damage.
Property insurance policies treat temporary closure differently. Please consult your property policy to ensure you are satisfying any requirements to maintain property insurance cover on your facility.