The Security Department Knowledge Base and Management Software
The Security Department Knowledge Base and Management Software This is a powerful database program that helps you manage your entire security operation in a museum. Multiple databases are linked to create a management tool that is unique, yet it is intuitive and user friendly. Record data on all employees including key assignments, ID card information, and security privileges like whether the employee can sign property passes. Record and retrieve visitor information. Print visitor passes on inexpensive label stock on your ink jet printer with a full color photo! Print and retrieve property passes. Much, much more! We promise that using this software will greatly improve your security program's effectiveness and reduce your operating costs. WHAT IT DOES: Employee and Affiliate Database, Foreign Language Finder, Security Privilege Database, Automated Visitor Sign-In, Print Visitor Passes with Color Photo, Property Pass Database, Print Property Passes with Photo, Lost and Found Database, Incident Report Database, Key Ring Assignment Database, Key Box Assignment Database, Heat Producing Appliance Log, Print Welding and Torching Permits, Uniform & Equipment File & Receipts, Daily Event Tracker and Database, Permit To Copy Log and Permit, Watch Patrol Database, Complaint Database, Training Database/Print Certificates, After Hour Access Database, Emergency Contact Database, Rescue Assistance Database, Employee Phone & Email List, Object Removal Notice Database, Print Object Removal Notices, Radio/Pager Inventory, Radio/Pager Maintenance Log, Fire Extinguisher Database, Fire Extinguisher Service Log, Security System, Maintenance Log, Special Building Condition Log, Supervisor Shift Report, Parking Assignment Database, And 30 Policies To Define the Procedures. The Security Department Knowledge Base What is it? "The Security Department Knowledge Base"® is easy to use software written especially for museum security department management. It is a comprehensive management tool intended to solve many problems, improve your security substantially, reduce your workload, give you a means of measuring your department's productivity, justifying your budget and resources, and making you look good. It is written for FileMaker Pro, a leading, powerful, cross-platform database. You may not have heard of FileMaker Pro, but your Information Technology manager will have. You do not need to own FileMaker Pro to use this product on the "standalone" version of this product. If you do own FileMaker Pro 5.0 through 8.0 (it will work with 8.5 but you need to convert the files first), you can use the network version that allows you to make programming changes yourself, to further customize your "Security Department Knowledge Base". The standard product includes its own runtime engine, that is, you can use it without buying an expensive application program. The network version requires that you buy the FileMaker Pro software for your server. You get BOTH versions of "The Security Department Knowledge Base" on your CD at no extra cost. You can choose the one that best meets your needs. Museum thefts often happen when someone takes advantage of the exceptions to the rules. Eighty-five percent of all museum thefts in the U.S. are internal and these thefts in particular occur when someone takes advantage of some minor hole or inconsistency in your security. This database guides you through the process of setting up a comprehensive security program with fewer exceptions that can be exploited. It makes it more difficult for the guards who administer your security program to deviate from the rules. There are two other very important features to this software. First, it includes 30 major security policies, the ones that define the various procedures presented in this software such as visitor control, property control, etc. These are explained in detail later but in summary, they are easily modifiable templates that enable you to have a basic security manual in operation in a day. More policies will be released the in future as "plug-ins" so you will eventually have a complete policy manual. Second, there is a feature that allows you to easily access-with a click of the mouse-all of your security manuals and policy documents from your policy manual to your evacuation plan to your security system operator manual. More later! This is a very powerful and versatile program! What do you mean "runtime"? Many software packages are based upon a specific application. This package is powered by FileMaker Pro. When a programmer writes a program which includes "runtime", he builds in to it a software engine that runs the package. You don't need to buy the application, in this case FileMaker Pro, to use the program, as the cost of the runtime is included. You are not actually buying FileMaker Pro when you get "runtime". You are only getting what it takes to operate the software package. You can't use the "runtime" to operate other FileMaker Pro products. What operating system will "The Security Department Knowledge Base" work with? It will work on most recent Windows and Mac operating systems. Few modern computers running these operating systems will be unable to run it. Can I run it on my local area network? Since there are two versions of the software on the CD, I'll answer this for both versions. The runtime (standalone) version is made to run on just one non-networked computer. But you can run it on one computer that happens to be on a network. Only the computer running it will be able to open and work with it. You can't work with it on all of the computers on the network. If you install the network version, all of the computers on the network can use it. If you buy or own FileMaker Server software (not included), all computers on the network can update the same file simultaneously. If you use it on a network without owning FileMaker Server, then only one computer can actually work with the file at the specific file at the same time. It is unlikely that all but the largest facilities will need FileMaker Server. Where does this database reside? If you use the network version, it resides on the server and is accessed by all of the computers on the network. A dedicated server is not needed. If you don't have a network or use the standalone version, the primary copy of the standalone version is intended to reside on the computer located in your primary administrative entrance where the majority of your employees come and go, visitors are processed, and property is screened. If this is different from your 24 hour security control room, a copy should be on that computer. Another copy is intended to reside on the security department office computer. And copies should be installed on the computers at each other location where visitors are processed and property passes are issued such as at each entry door where visitors and property are processed. For small museums, this may mean that only one computer will be used since small museums do all of this at one location. For larger museums it is always wise to limit administrative visitor access and property screening to the dedicated employee entrance so for these museums, only one location will be needed. But for some museums that have not established a dedicated employee entrance, copies will need to be on computers at all of the entry points that process visitors and property. You may copy the software. You do not need to buy a copy for each computer you use it on. Of course, in practicality, as museums grow in size and complexity they almost always have a building wide network so if the network extends to each of these posts, the single copy of the network version can be used. So you can see how the two versions of this software-the standalone version and the network version-can meet the needs of every museum. Talk to us about this before installing. We can advise you on. Note the following: 1. You can use the network version on just a single non-networked computer if you buy or already own FileMaker Pro. You can use it on a server if you own FileMaker Server. But unless you own some form of FileMaker pro software you can’t run the server version, only the runtime version.
2. You do not need to buy FileMaker Pro if you use only the runtime version.
3. Both versions are provided at no extra cost for the convenience of the many museums that do own Filemaker Pro.
4. You can use "The Security Department Knowledge Base" on as many computers within your institution as you wish at no extra cost. There is no "client" software or license fee involved. Are there any limitations if I use the program on multiple computers? There are no practical limitations on the networked version. All of the computers on the network can be working with the program at the same time. The data is always current and there is no need to merge the activity on the various computers. When you use the standalone version on more than one computer, each computer is running a copy of the program and thus each is creating its own files. When you have two computers running the software, you need to merge the data on a regular basis so it is available on both computers. If you don't, you will have the new data created on the primary computer that is not available to the secondary computer and vice versa. If you have just two computers running the standalone version you can merge the data relatively easily and keep both computers running the same data set. When you have more than two computers running the standalone version the merging issue becomes complex and you risk not being able to merge all of the data. This is explained in the documentation and occurs only when all of the computers have access to the most primary data, that is, the personnel and visitor data pertaining to people. Simply put, with three computers merging, it is possible that you lose the changes made on one of the computers if more than one computer modifies the most primary data. The computers don't know which data is the old data and which is the new data. This sounds complex and it sounds like a problem but is the real world it is not. The program consists of multiple relational databases linked to one another. In reality all of the computers don't need access to certain of these databases. We recommend that only the computer that you have designated as primary is to have access to the employee database. The several secondary computers should limit their activity to look up of data which never alters anything and can be done without any problem whatsoever, and to processing of visitors and property passes. This is almost always the only tasks that computers at entry doors, for example, need to do. All other activity should be done on the primary computer. This does two things. First, it prevents simultaneous changes to the employee data by more than one computer and it substantially reduces the administrative time required to merge data. Merging involves exporting data from each of the separate databases and could take as long as 30 minutes per computer. By limiting the activity of the secondary computers to just look up, visitor processing and property pass issuance, data is only being created and can therefore be easily merged. This reduces the administrative time to more like five minutes. If you have any questions about this you, or your IT manager, can call Steve Keller and Associates for advice. And remember that with the network version there are no limitations in this regard at all. Why do I need this program? This can best be answered by telling you what the "The Security Department Knowledge Base" includes. When you see what it includes you will see why it will be your most valuable tool in managing even the most complex security departments. First, let me make it clear that we supply the software and you supply the data. Like any database, it comes "empty" (except for some examples that help you understand how to use the product) and you fill in the information. This is actually one very powerful database but we will talk about it as though it is multiple databases because it is easier to understand that way. You will need to get some basic information into the computer initially so you have a starting point. You will have to "fill in the blanks" and input the basic data that you will use or you can import it from your existing files. For other portions of the database, you will build the files over a period of time, most likely on a daily basis, as activity occurs. While it may appear that some of the data in the primary database duplicates information maintained by your Human Resources or other departments, it is important that the Security Department maintain certain employee data in its own unique database. We understand and agree with the policy in most museums that limits access to Human Resource files so that some of the HR data is not available for use by the security department. The data in this security department database duplicates only the most basic employee data that must be available to the security department in the event of an emergency, injury, disaster, or emergency requiring mobilization. When we say that the security department database duplicates some HR data, we refer only to the most basic information like name, address, emergency information, department, phone number, etc. It is possible to import the basic employee information into "The Security Department Knowledge Base" directly from the museum's main computer to assist you in more quickly setting up your database, or you can enter it manually. This assumes that your museum database has the ability to export data. Virtually all do but since we don't know what software you use, we can't be certain. But if data can't be imported, it can be manually input. I think it is safe to assume that with the assistance of your IT department, data can be exported from the HR or museum database into this database. You will add other information unique to your own security operation that does not already reside in the Human Resource files. For example, "The Security Department Database" includes information about who can sign a property pass or who can sign an object removal notice. This data most likely will have to be input but this Is not time consuming. For most museums it is well worth the effort to set this database up properly from day one and your efforts will be rewarded many times over. The Security Department Knowledge Base includes the following information: 1. Basic information on every museum employee and all registered volunteers, docents, regular contractors, etc. This includes name, address, department, phone, supervisor, supervisor to notify if the employee calls in sick before normal business hours, employee ID number, etc. 
2. You can enter a digital photo of the employee simply and easily from any digital camera. 
3. Basic emergency information on each person in the database, including whom to notify in an emergency. 
4. Any information that the employee may voluntarily ask you to maintain about them such as any serious health issues. Since some institutions are sensitive about maintaining this information, we have set this up to be voluntary. This might include "Medic Alert" information voluntarily provided by an employee that he or she is diabetic and subject to passing out, etc. 
5. If the employee is likely to require rescue assistance as might occur for a wheelchair-bound employee on an upper floor, there is the ability to flag that employee's record and indicate the nearest area of rescue assistance to him or her so your guard can comply with the ADA and check this area promptly in an evacuation. Now remember. This is a powerful relational database and we have set it up with pre-programmed buttons to instantly call up reports so in a disaster you can know instantly who these people are. 
6. Information about the various security "privileges" assigned to each employee is also included and easily retrievable. Is this employee able to authorize after-hour access? Can this employee sign property passes or object removal notices? Without information like this you have no way of knowing if a property pass or other document is valid. 
7. The database includes records about keys and key rings. You can retrieve information about who is assigned to what key ring or who is assigned to which key box. 
8. If you maintain a rapid entry key box (Knox Box) which contains building keys, there is a database for inventorying the contents of that box. 
9. The product includes the ability to prepare and print property passes and store the data without having to retain a paper copy. When property is brought into the museum, enter the information normally found on a comprehensive property pass into the computer and print the property pass on your printer. Give the pass to the visitor. When the visitor departs, enter the data into the computer and save the file. All property brought in or taken out will be recorded. The database is totally searchable. Who removed a laptop in March? Who carried out a green toolbox? 
10. The product includes the ability to prepare and print visitor passes and store the data without having to retain sign in sheets. When a visitor reports to your administrative entrance, ask to see ID. Enter the data into the form. The form contains all of the usual pertinent information about the reason for the visit and the name of the host. Hit "Print" and print a visitor pass on large format label stock. Give the visitor the pass. The Visitor Pass shows the visitor's name, the host's name, the reason for the visit, the date and time of the entry, and other data. When the visitor leaves, radio the departure time and visitor pass number to the control room, enter the data, and you have a complete, searchable record of all visitors, contractors, and other visitors as well as all employees who forget their ID card, etc. Note that when you print a visitor pass on label stock, it prints a color band across the front as a color code of the day, thus preventing the pass from being used two days in a row. the color changes daily. You can print visitor passes with the photo of the visitor in full color or in monochrome on a roll label printer. You can even use TempBadge roll stock. 
11. The product includes the ability to log in all found property. What is it? Where was it found? Who found it? Do they claim it? When was it found? Where was it taken for storage? When and how was it disposed of? 
12. The product includes a radio and pager log. Enter the make, model, serial number and other information on all of your radio and paging equipment. When you send a radio or pager out for service, a service record is built that enables you to justify decommissioning certain troublesome equipment and replace it with new. Know where all of your equipment is at any given time. 
13. A fire extinguisher locator is included. Enter the make, model, capacity, and type of fire extinguisher. Record it's location and date of last inspection. Record the date that the re-inspection is due. Finally you can get on top of this critical responsibility. 
14. There is a security system service log included. You have one or more alarm and CCTV systems in your facility. Store important information on your systems. When service is required, record the date and time of the service call and the technician's name and time of arrival. Record the problem and action taken. Record any programming changes, software back up date, and virus definition update date. Are you paying twice to have the same problem corrected by a service technician? Is your service technician responding within an agreed upon time? Are you backing up software on schedule? 
15. There is a database we call the "Special Building Condition Log". Guards and others report many conditions on a daily basis from loose tiles to burned out light bulbs. Enter them into the database as they are reported and print the report daily for distribution to those responsible for making a correction. Show the productivity of your guard force for those who think they are non-productive. Record exit signs burned out, extinguishers needing repairs, fire hazards, tripping hazards, locks needing service, door closers that are broken, and any other type of event needing someone's attention. 
16. A Heat Producing Appliance Log is included. Locate every heat producing appliance in the building such as coffee makers, waxers used in the conservation department, hot plates, etc. License their location after assuring yourself that the location is suitable and safe. Run a list of all heat producing appliances so your after-hour guard patrols can check them. When an appliance is not turned off as required, is relocated without permission, or is otherwise in violation, record this data and print a report for management action as appropriate. Know the location of every heat producing appliance. Print a list and have your night fire patrol initial that they have checked each one after the last employee has departed for the night. 
17. The database includes an "Object Removal Notice" log. Every object in the collection should be reported to security when it is removed from display. How else will you know that a theft has not occurred? This is traditionally done by posting an object removal notice in place of the missing object. Few programs cause security managers and collection managers more problems than this program and few can have as serious ramifications as a failure to properly post an object removal notice and notify Security that the object has been removed. Now, you can begin the process by requiring that all movement of objects from display begin with the person removing the object requesting a removal notice directly from Security. Simply enter the data into the computer and print multiple copies of the object removal notice for distribution to all who need them. Post the original, send a copy to the Collections Manager, and copies to others needing them. Like all of the databases in this package, this, too, is searchable and all records are stored. Know immediately where a removed object has been taken to, who removed it, and why. 
18. Because all of the basic information about employees is entered into the basic database, you can easily print out employee phone and email addresses. After all, you need this to notify employees that their visitors have arrived or that a package is waiting for them. 
19. There is a "Who To Call" database. Simply enter the names, addresses, phone, fax, pager and other information about all of your contractors and suppliers so you have it at your fingertips in an emergency. Need your plumber for an emergency but he's at his cabin on the lake? You've got his cell phone number in your "Who To Call" database along with other information about his firm and associates. This database forms a critical cornerstone of your disaster and emergency plan. Need a rental truck for an evacuation? You'll have a place to store all of the information about "who to call" for such emergencies. If you have a prior arrangement so you can rent vehicles or buy supplies needed to deal with a disaster, record it in this database. Later, when you need a truck, just search on "truck" and your truck rental agency and any pre-arranged details about what is needed to obtain a vehicle will pop up. 
20. The software package includes a database for recording who was trained on security matters. Simply fill in the blanks defining each training module. For example, Fire Extinguisher training might be Module #1. Then, go to the training database. Every time you create a record for an employee, you automatically create a training record. Just click on Module 1's button when an employee is given training on that module and you have a searchable database that shows security and safety training for security and non-security employees in the entire museum. Search: "Who has NOT been trained on fire extinguisher use?" Instantly obtain a list of all those needing to be trained. Need a list of docents who have no yet been given the training session on security for docents? Search and find. Print handsome certificates with a click of the mouse! 
21. When you enter information about completed training, you can print handsome training certificates specific to the employee and the module completed with a click of the mouse. 
22. When you fill in an employee's record you can include any foreign language skills. Now you have the ability to search the entire museum population to identify foreign language speaking skills that you may need in an emergency, to question a witness, or assist a foreign visitor in distress. 
23. A basic Incident Report is also built in to this database. Enter the information and search and store everything that occurs in your facility. 
24. A security supervisor's shift report is included. As events occur, fill in the blanks on this important database and forward it to your main security office at the end of each shift for review by the director of security. No more looking through dozens of sheets of paper to see if anything important happened on a given shift. The report you receive will alert you to any Incident Reports you need to review, any disciplinary reports, irregularities, any equipment failures, unaccounted for alarms, supplies needed, etc. Need a supply of forms? Need batteries? Now you can communicate efficiently with the administrative office from any shift. Of course, all of this is retained without having to store a sheet of paper. Don't underestimate tools like this one for fixing responsibility with specific supervisors and employees to assure that policies are carried out consistently. 
25. Now you have a way of recording visitor complaints and efficiently transmitting them to the appropriate manager inside or outside of your department. The "Security Department Complaint Desk" is an easy fill in the blanks report to record visitor complaints and suggestions. Just transmit a copy to the Director, Administrator or whomever, as required, for action or just for their information. A visitor complaint about a guard's action or inaction or any other type of complaint can take you hours to resolve if the complainant persists. And complainants cause the most trouble when they think they are being ignored. Now you can take their complaint and print a copy of the complaint form that you are transmitting to management. They will know that action is being taken and they are being heard. This will end the vast majority of all complaints without need for further action or wasted time. 
26. Do you control parking? Now you can easily record who has what parking pass or who is assigned to what space. Retrieve this information instantly. Do you have spare capacity in an employee lot? Just run the report to see what spaces remain unassigned. 
27. Of course there is a security department uniform and equipment database. Every one of your employees is issued something. Flashlight, hat, coat, raingear, pants, skirt, tie, shirt or blouse, cell phone, laptop, PDA, handcuffs, manuals, etc. Go to the Equipment Database and enter the quantity of each item in the handy checklist and print out a record of what equipment each of your employees has been issued so you can assure retrieval upon their separation. The database cross-references their assigned key ring as well as dozens of types of uniform or equipment, or you can fill in the blanks for any other unique items issued to them. Since every employee in the museum is in your basic database, you can print a form listing their keys, parking pass, ID card, and other property to be used in out processing. Finally you have the ability to retrieve keys and other materials before the employee departs. 
28. There is a Permit To Copy for use in registering and regulating copyists in your galleries. 
29. There is a Permit to Use Cutting, Welding or Torching Tool. Print Rules for Welding and Torching with the permit and give it to the Contractor. 
30. There is an Event Database. Use it to record important scheduled events and actions that must be taken but might otherwise fall through the cracks. These might include: update virus software, inspect smoke detectors, inventory equipment, inspect exit signs, walk test alarms, etc. But you can also include major museum events that require security attention like recurring gallery lectures, reserved or closed spaces or galleries, major dates like the opening of a major exhibit, or even special events. This gives you one consolidated Event list instead of the various memos and slips of paper you probably already receive. 
31. There is a Watch Patrol Database. Everyone knows that guards should vary their patrol routes. We all know they should look for hazards or check to see if doors are locked, safes are secured, appliances are turned off, etc. But do they? This component allows you to define variations for each route, list all of the things at each way point that the guard must check, and print it out just before the patrol begins so that only the Supervisor and the Guard know the exact route. 32. You can receive after hour access requests (requests to work late), log them, and track or search for them. Print request forms to be filled out and signed by someone who is authorized to sign. Know if the person who signs is authorized to permit another employee to remain in the building late. But this isn't all that "The Security Department Knowledge Base" will do! Click to the "The Security Department Library" icon on the menu page and call up many other resources. You supply the data, convert it to .PDF format using Adobe Acrobat or Microsoft Word (we tell you how), and give it the appropriate file name and it becomes part of your comprehensive Knowledge Base. All of this material is already readily available from most vendors in .PDF format. The "Library" buttons include connections to: 1. The Security Department Policy Manual
2. The Museum's Employee Policy Manual
3. The Security Department Training Manual
4. The Evacuation Plan
5. The Disaster Plan
6. Material Safety Data Sheets
7. The Alarm System Operator Manual
8. The Alarm System Technical Manual
9. The Museum Floor Plans We even tell you how to easily convert your building floor plans to pdf format so they can be readily available on your computer as part of this comprehensive Library. What If We Don't Have These Manuals? If you use a major access control system you can probably get all of the system manuals from the manufacturer on disk in .PDF format. The museum probably has an employee manual prepared by Human Resources that you can easily convert to .PDF format. Material Safety Data Sheets are usually available commercially in digital format or can be scanned if you have them on paper. Some are free for download at the chemical manufacturer's site. Training manuals from Horizon Institute are being converted to .PDF format so if you use the Horizon Basic Training Program your manual can be purchased for a modest cost in .PDF format soon. This leaves only the Security Policy Manual. In June, 2003 we will make available a museum security policy manual in Word format that you can modify to your own needs, save as .pdf files, and add to your Knowledge Base. But be aware that we will only sell the Policy Manual module to registered users of "The Security Department Knowledge Base". If you don't buy the Security Department Knowledge Base you can't buy the policy manual. But wait! This CD already includes the first 30 policies. So you can have a very adequate policy manual in operation in a day! This, alone, is worth the cost of the product. What About The Floor Plans of My Museum? To get your floor plans into The Security Department Knowledge Base you will need to have CAD versions of your floor plans. Most museums or their architect have these. If you don't have CAD versions you will need to have your floor plans scanned by a scanning service or re-drawn by an architect or draftsman. This can be done through your architect. If you have or can get from your architect AutoCAD drawings of your building, we can convert them to .PDF format for a small hourly fee. How Do These Library Items Get Into My Database? Modify the template we provide. Save as a .pdf file. (Microsoft Word and many other programs do this) Simply give the file the name we tell you (plans.pdf, OpManual.pdf, Safety.pdf, etc.) and put them in the folder we tell you. Clicking on the button in the Library menu will open the file.Macintosh users: Clicking will open a menu and you can select the file). Your database will be shipped with a file that indicates that this section is "Under Construction". All you need to do is replace that file with your file by the same name and you're ready to go. What Computer Do I Need to Use This? Darn near any decent office PC or Mac will work. If you still use an Apple IIe or other antique, you're out of luck. But if you have a Windows or Macintosh computer capable of running most word processing programs in a modern office environment, you have what you need. If you have any question, call us. Your hard drive needs enough space to hold the data, so if you include a photo of each employee and you are a very large museum, you'll need some space, of course. But every effort was made to make this program lean and efficient. (Mac users: The program runs in OS 8.6 thru 9.2 or OS-X 10.2 (Jaguar) and has the full look and feel of Aqua). It does not run fully on 10.1. The library function is problematic on 10.1 but as you may know, Apple released 10.2 because this is a problem for many software packages. OS 10.1 has so many glitches we strongly recommend upgrading to 10.2 anyway. Can We Modify The Product Aside from inputting all of your own unique data, the answer is "No". It is not possible to modify the product itself. But you can pay to have the product by us if you find that you have unique needs. The cost of having us modify it for you will vary depending upon your needs. For example, you may want additional buttons added to the "Library" section linking to other manuals, etc. Or, you may want a specific database modified in some specific way. We'll even create a special database just for you. For example, if you have golf carts or vehicles and want a maintenance database, we can create one for you. Or, 
You may do something different from the way the database works. While this is not likely, it is possible for a very large or very different type of museum. Or, you may want a specific form, certificate, or pass to appear different from the ones in this database. This is probably not a problem for our programmers. We assign an operator level password and an Administrator password to each copy. You can change these. We require that each copy be personalized when you place the order. Personalization includes the exact name you want to appear on the cover screen "(Department of Protection Services" Knowledge Base rather than the default "Security Department" Knowledge Base, etc). We will also add your unique museum logo to the cover screen if you supply it in high quality .gif or .jpg digital format. Some museums may want a photo of their museum instead of the logo or perhaps a photo or line art of their badge. You'll be asked to send a written authorization since your logo, artwork or photo is copyrighted. You can email the digital artwork or send it on disk with your order. More extensive modifications, conversion of your AutoCAD drawings to .pdf format, and other modification services are performed at competitive commercial rates. We Have Several Sites. Can We Use This At Multiple Sites or Give Copies Away? No. You may purchase a site license for use at other geographic sites in your institution for the very low and reasonable amount of $100 per site additional. If you have one "campus" and your museum occupies several buildings on that campus, you may use the software on computers in all of the buildings at no extra cost just by loading the software onto these computers. If you have a campus and your campus has an art museum and a history museum (two distinct institutions under two different directors, these are two different institutions and you must buy two different copies at the regular price. If you are a very large institution with multiple sites, you can buy one copy and site licenses for remote campuses. But if you want to use the software on multiple computers in your institution on your campus, you may do so. You may never give or loan the software to other institutions. The pirated copies will eventually need to be updated or serviced and we will detect the copyright infringement at that time through the embedded serial number. A word to the wise: FileMaker Pro has allowed us to use "runtime" so you don't have to buy your own copy of FileMaker Pro, saving you hundreds of dollars. The makers of FileMaker Pro are part of an association that aggressively pursues infringement through high dollar litigation. They almost always demand the termination and civil prosecution of the infringing employee. Our policy when discovering infringement is to ask the museum director to pay for all of the illegal copies distributed and to issue an official museum apology on behalf of the infringing employee. Is There Documentation? The basic database operation is very similar to all other databases with regard to activities like searching. If you know how to use a database, this is not going to be an issue. If not, you can go online and download the FileMaker Pro operator manual from their website. We'll give you the address. There are three types of built in documentation included. The manual provided on the CD in Acrobat format gives you the basics and explains the theory for using the program itself. Each screen of the database has an icon to call up a help file that explains that particular database screen. And the draft policies and procedures explain the policy behind the specific database. What Does This Package Cost? Everything you see above is supplied on a CD and shipped via priority mail. The total cost is only $399. The price includes shipping within the U.S. Call for non-U.S. prices and availability. Florida residents MUST include 6.5 percent sales tax or their exemption certificate. An Introductory price of $299 is offered for a LIMITED TIME to attendees of the Smithsonian's 2003 National Conference on Cultural Property Protection, readers of the Museum Security Network Securma listserve, member of the ASIS and AAM museum security committee's, and clients of Steve Keller and Associates, Inc. Members of the Steve Keller and Associates Pre-Paid Plan will receive a copy free of charge. Just ask for yours. We are negotiating discounts for copies sold by ASIS and AAM but at this time these bookstores do not carry this product. What About Updates? We expect to issue version 2.0 in six months to a year following release of version 1.0. Users of 1.0 will get a deep discount. Others will pay for version 1.0 plus a premium for the added features. Each update will include additional databases and features and more draft policies. It is most economical to buy 1.0 now and upgrade rather than try to catch up later. Bug fixes if any will be free. It is an easy task to export files from one version to another. So, Why Do I Need This Software? I was Executive Director of Protection Services for a major museum and I built a security program from ground up. I did this before the age of computers. Today, I have over 400 museums clients and as a management consultant I am amazed at the number of museums that still store boxes for visitor sign in logs and property passes. I'm appalled by the number of museums that lack effective policies and procedures and security programs. Reading the above description of the product, you can't help but see how everything seems to fall into place when you take the time to build this database for your institution. This database gives you the means of setting up and administering a comprehensive and effective security program. It gives you a property pass for both incoming and outgoing property. It eliminates the need to store boxes of paper documents or take hours searching them for one incident. It gives you the ability to print property passes, visitor passes, and visitor sign-in logs eliminating the need to design, print, and store these forms. This program establishes accountability. And it gives you the ability to institute institution-wide programs for safety and security. But it does one other thing, too. The next time you are faced with reducing your guard force or receive criticism that the guards aren't doing anything, you have a means of measuring their productivity and showing that they did to prevent serious events from occurring. They say that "You can't measure prevention," but this is no longer true. Think of this. It's March. Budget time. Your boss, faced with pressure to cut the budget, targets your department. You are told to justify your program or cut it still further in July. You've been using this program for a year so you go to your computer and run a few report summaries. You prepare a brief report for your boss showing what they did last year. The entire process takes you a half day at most. Your report is based upon true statistics that can't be refuted. You show the following: Your guards processed 24,000 visitors.
They processed and escorted 875 contractors.
They escorted 1250 visitors.
They issued 78 object removal notices.
They processed 1250 property passes for incoming or outgoing property.
A total of 45 new employees and 75 docents and volunteers were processed.
They administered the employee ID and key control and retrieval programs.
They processed 675 incidents including five lost and four found children, 6 fire alarms, responded to and put out one fire, and dealt with seven medical emergencies. 
Your department processed 33 visitor complaints and 450 incidental hazards or equipment malfunctions including five ballasts that burned out and two other "smell of smoke" issues. 
On the night shifts they found twelve fire extinguishers needing service or missing, 28 exit signs burned out or needing service, and 45 heat producing appliances left on at night that could have lead to fires. 
During the midnight shift alone, they received calls from a total of 67 museum employees who called in sick. Similarly, your employees took hundreds of after-hour calls since the switchboard calls are all redirected to security at night.
Your department handled 425 items of found property, returning 136 of them to the owner and disposing properly of the rest.
A total of 6 thefts of employee or visitor property were investigated by your department, four gang incidents occurred on the property, and one domestic disturbance occurred. While your people prevented art from being stolen, six items were vandalized. First aid was given to three people by guards. Police were called 5 times. 
Nineteen homeless people were referred to shelters and removed from your bushes after hours. 
Your people attended and provided security for a total of 140 special events occurring on evenings and weekends. A total of 485 false burglar alarms occurred on the night shifts and were responded to by guards.
Eighty five employees, 45 docents and volunteers, and all guards received a total of 955 hours of training on security, fire prevention, safety and evacuation issues this year.
1256 smoke detectors, 55 fire extinguishers, 336 exit signs, 125 pull stations, and 95 evacuation horns were inspected four times each.
360 security detectors were "walk tested" once daily by guards.
A total of 823,456 visitors made uneventful visits to your museum experiencing nothing but total enjoyment while under your department's watchful eye. All of the above information is readily retrievable from your database. Now, you tell me why you need "The Security Department Knowledge Base". http://www.stevekeller.com/knowledge/www.stevekeller.com/knowledge/library.gifhttp://www.stevekeller.com/knowledge/library.gifhttp://www.stevekeller.com/knowledge/docs.gifhttp://www.stevekeller.com/knowledge/docs2.gifshapeimage_6_link_0shapeimage_6_link_1shapeimage_6_link_2shapeimage_6_link_3
Product code: Knowledge Base PC or Knowledge Base Mac
Regular Price:  (Use this for Purchase orders):   $369.95
Credit Card and Pre-Paid by Check:  $344.95
Affinity Members Only: $299.95
Shipping is included for this product. No need to add shipping in the U.S.A. via UPS Standard.  If you wish us to use a faster method in the U.S.A. you must include your Fed Ex account number. We can ship Fed Ex overnight or second day. For non-U.S. orders including Canada please call for the shipping surcharge to be added to your order price.
 
Specify PC or Mac.