Supplement to the Site Security Module

5.0 WAREHOUSE SECURITY

This section draws upon CARE's Emergency Policies and Procedures Manual; Section VIII -Logistics and
Distribution.

There are a number of potential security threats related to agency warehouses or locations used for the
storage of relief supplies:

• Internal pilferage by employees and laborers.

• The organized theft and diversion of relief goods.
• A lack of crowd control leading to riots and mob violence if the location is used for the distribution of
food or non-food items.

5.1 Warehouse controls and procedures

Sufficient financial and material controls and procedures must be instituted to reduce the risk of internal
theft and corruption by staff. Management and supervisory staff must regularly review the effectiveness
and compliance with established accounting and control systems. The presence of an effective system to
record inventory transactions and balances will help to detect any differences in physical stock and ledger
balances. Early detection can prevent further pilferage/diversion. It is important that warehouse staff are
trained to make ledger entries promptly, so that inventory ledgers are up-to-date and reflect actual
balances.

Tips on warehouse management to control losses:

Stack commodities in countable stacks. Block stacking is the norm. Stacking commodities in straight
blocks with the same number of units in each (or alternating) tier of the stack makes physical inventory a
mathematical exercise (length x width x height). Interlocking stacking will prevent the stack from shifting
and falling.

Conduct regular physical inventories. A physical inventory is required to make sure that commodity
accounting records are accurate. Physical inventories should be done monthly by warehouse staff at the
time of reporting and at least once a month, randomly, by non-warehouse staff. Physical inventory will
highlight any discrepancies in the system and may highlight problem warehouses and/or staff.

Control what staff bring-inltake-out of the warehouse. Have a secure area where warehouse staff can
leave their personal possessions. Do not allow them to have small bags, etc. that could be used to hide
and carry out pilfered commodities. Check staff when entering and leaving the warehouse compound,
instilling an appreciation for good security.

Opening time. Use two sets of keys so that at least two persons must be present to open up.

Checklist for the security of goods in storage:

• Are warehouses secure?

• Is entry and exit controlled?
Supplement to the Site Security Module

• Who has the keys to the warehouse?

• Are guards present 24-hours a day?
• Is fencing and fighting present and working?
• Is the warehouse close to or separate from a resident population?

Checklist for the security of goods in transit:

• Are documents (waybills) issued for each commodity dispatch?

• Are these signed by drivers and receivers?
• Are signed copies returned to the point of origin?
• Is the transport mode secure?
• Is cargo covered against weather (rain) damage?
• Do third-party transport contractors accept liability for losses/damages in the contract?
• Is there a threat of hi-jacking?
• Do you need to restrict travel times to safe (daylight) hours?
• Is there a need for security personnel (armed or unarmed) to accompany trucks?
• Do you need to dispatch trucks in convoys for security reasons?

Checklist for the security of warehouse staff:

• Do warehouse staff have adequate means of communication with the agency office using telephones
or hand-held radios?
• Is transport available and are there established procedures to follow in the event that evacuation is
required?
• Where are the First Aid facilities in the event of staff injury?

5.2 Physical warehouse security

• Is the warehouse protected by a perimeter fence or wall?
• Are any repairs needed in the perimeter fence or wall to make it secure?
• Is the warehouse a permanent, semi-permanent or temporary structure and what are the security
implications? (e.g. a Rubb-type shelter may be more vulnerable than a solid walled building)
• Are facilities available for security personnel (guard shelter, outdoor lighting)?
• Is the area around the warehouse considered a high-crime area?
• Where are the nearest reliable non-agency security personnel located?
• Can the warehouse serve as a safe-haven or collection point in the event of staff evacuation?

If outdoor storage is the only option then try to select a site which can be controlled, fenced or sealed in
some way. It should be possible to maintain clear surveillance of the storage area to observe any
unauthorized activity. The numbers and standard of guards or watchmen need to be matched to the
perceived level of risk from pilferage, theft, and robbery.

If the end-users are living in an insecure area then it will be necessary to evaluate the ideal storage
location based on the balance of risk between storage near the point of use and storage outside the
immediate area of concern in a more secure location. Other factors related to siting are ease of access
and the amount of goods required to be stored at any given time. Note that substantial quantities of relief
food stored and/or supplied in an insecure location in a conflict zone can invite attacks on the local
population and/or warehouse as combatants seek food for their own consumption.

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6.0 SERVICE DELIVERY POINT SECURITY

Service delivery points are locations where goods and services are made available to the target
population. The presence of these valuable lifesaving and life-sustaining goods and services can attract
large crowds, heighten expectations, and cause anxiety among the population if they feel food or goods
may run out or they may have to wait for a long time for the services offered. In this situation there are
Increased security risks to recipients, staff, and relief goods.

Refer to the guidelines given in section 2.0 General site security when considering the security of service
delivery points. In addition to these general guidelines there are security precautions specific to particular
sites which are detailed in the following sections.

6.1 Refugee camps

The following security guidelines on working in refugee camps should be adapted to each particular camp
situation:

• Locate the agency camp office adjacent to a main access route.

• It is recommended to reside some distance away from the camp.
• Check in and out of a camp with the relevant authorities (camp manager, agency manager, refugee
representative) so that a clear record can be kept of who is on the site.
• Familiarize yourself with the layout of a camp on arrival and as it expands or evolves over time. Take
note of signs, agency flags and logos, landmarks such as prominent trees, service centers, any police
or military presence.
• Keep informed about what is happening in and around the camp. Attend the various camp meetings
and listen to drivers, and local and refugee representatives.
• Be alert and maintain security awareness.
• Whenever possible, travel with someone else, especially when walking through the camp.
• If there is a radio network then keep tuned in and carry your portable VHF set with you. Do not be
careless and leave the radio lying around
• Avoid disputes. It can be easy to get drawn into an argument or become associated with a dispute
simply through close proximity. Do not take sides and withdraw from any dispute.
• Refugees are subject to the laws of the host country. Do not interfere with the due process of law.
• Know your place in a security plan for the camp. In particular, establish an evacuation plan and
guidelines covering evacuation: signal for evacuation, continuation or closure of services, evacuation
route(s), convoy arrangements, etc.

6.2 Registration and distribution sites

Registration is a process whereby the target population to be served is counted, demographic information
recorded, and entitlement to receive goods/services confirmed by provision of a token or card.
Registration of beneficiaries has safety and security implications based on the following:

• Not all programs are designed to benefit all segments of the population equally.
• Some segments of the population may be perceived as receiving more than others.
• The income transfer resulting from the distribution process may tempt cheating and corruption.
• Large crowds are assembled to participate in a potentially valuable exercise.

As in any exercise involving assembling large numbers of people in a controlled and coordinated manner,

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good planning and coordination with all parties involved prior to the effort will do much to create
conditions that reduce the likelihood of a safety and security incident occurring.

Distribution sites are those designated sites where people congregate on a regular, pre-arranged basis to
receive food commodities, non-food relief and household items, seeds and tools, and any other material
input destined for final, usually free, distribution. Generally, materials are not stored in large quantities for
long periods of time at the distribution site. In general, goods may be delivered to and pre-positioned at
the distribution site prior to the distribution. During these times, principles and practices related to safe
and secure storage of goods discussed in section 5.0 apply. In general, distributions take place on
specified days of the month and there are periods when the site is unoccupied and not in use.

Community leaders and elders can assume responsibility for providing people and guidance to ensure
effective crowd control during registration and distributions. This is clearly important during the waiting
periods when people may be anxious and need regular reassurance that efforts are being made to meet
their needs.

Have a contingency evacuation plan if the situation does get out of hand. This entails having an agreed
signal for evacuation, vehicles on standby and a planned escape route. Regularly check that the escape
route is clear.

6.3 Health care centers

Health posts and service points are usually staffed and occupied on a continuous basis, if an inpatient
facility, or on an on-call basis for emergency services as needed. There is usually a near constant flow of
people through the site. These include patients and their families, medical personnel, and administrative
support staff. As such, relevant measures given in section 2.0 General site security and 4.0 Office
Security apply to health posts and other continuous care facilities. Health posts often have valuable
pharmaceutical supplies and medical equipment that can attract pilferage and theft. Aspects concerning
safe and secure storage given in section 5. 0 Warehouse security also apply with regards to supplies and
inventories maintained at the health post. In particular, medicines and vaccines will need to be kept in
some form of protective store, cabinet or chest. Access to this storage needs to be controlled (see the
Checklist for key control in section 2.3 Procedural boundaries). If medicines are stored in a small
moveable cabinet it should be securely fixed to deter wholesale movement.

Clinics/health posts should generally have assigned personnel responsible for gatekeeping and crowd
control. As in distributions, community leaders and elders can assist in this process.