What is Membership Auditing?
It is a process whereby your business and how it is operated can be compared against the Codes of Practice that should govern that business.
The Codes of Practice have been prepared by the NZSA utilising industry experts and recognise and represent existing standards and industry best practice.
The purpose is to ensure that members who carry the NZSA Accreditation certification have been audited against their relevant Codes of Practice and are subject to interim audits and mentoring, if required, to continue to maintain those high standards. Auditing is simply a means of ensuring that companies comply with their relevant Codes of Practice and, if they do not, a mentoring process is put in place to enable them to comply.
Why should my business be Audited?
i) By being audited and achieving the Accredited Member certification, you are demonstrating that you operate to high standards and in accordance with best practice. Certification provides independent evidence your operational standards.
ii) Many tenders now specify Accredited Member certification and/or PSR compliance as a pre-requirement for acceptance to tender and the Audit process provides evidence of compliance with these requirements.
iii) Recognition of company accreditation will be listed on the NZSA website as well as other NZSA marketing and promotional material. This provides valuable promotional opportunities for your business.
What are the Codes of Practice
The Codes of Practice that members are audited against are:
- Security Business Operations
- Health and Safety Capability (the Health and Safety Capability Audit is not required where the member holds existing certification, such as ACC Accreditation)
- Protective Security Requirements Capability
- Guarding Services (includes Crowd Control, Site and Event Guards, Patrol and Response Services)
- Security Systems: Electronic and Physical (includes Camera Surveillance Systems, Electronic Access Control, Intruder Alarm Systems, Physical Security Systems and Security Integrators)
- Alarm Monitoring Centres
- Cash In Transit and Processing Services
- Document Management and Destruction Services
For a copy of the Codes of Practice please email [email protected].
Who can be audited
Only NZSA members can audited. For members who provide services not directly covered by specific service Codes of Practice such as Consultants and Suppliers, they can still be audited against the Security Business Operations, Health and Safety Capability and PSR Capability Codes of Practice.
How long is the Audit valid for?
Following successful completion of the audit, the member is granted Accredited Member certification for a term of 5 years subject to the member submitting an annual declaration stating there has been no material change to the business operations. Where material change has occurred, such as change of ownership or introduction of new services, a re-audit may be required.
What if my business is already an Accredited Member?
Where a member already holds current Accredited Member certification (either for a 2 or 3 year term) they may request that they are audited against the PSR and Health and Safety Capability Codes of Practice and on successful completion, have their certification amended to include Protective Security Requirement and Health and Safety Capability and the term extended to 5 years from the date of the original audit.
What is the cost of an Audit?
Current fees, excluding GST are:
- Standard Audit $1,250 (one day on site)
- Multi Service Audits $2,250 (two days on site)
The fees are inclusive of all planning, time on site, report writing and any necessary travel and accommodation costs.
What is the Audit Process and how long does it take?
Before being audited, the member will be forwarded the relevant Codes of Practice, including the Auditor notes detailing what evidence will be required to demonstrate compliance.
This enables the member to conduct a pre-audit that should identify any areas of weakness and to prepare the required evidence that will assist the Auditor in his/her duties.
Once the member is confident that they have prepared as thoroughly as possible, the site visit will be scheduled.
It is important that the Auditors visit is planned to ensure his/her access to key staff within the business and including operational staff where visits to guard or customer sites are required.
As an approximate rule of thumb, the Auditor will require one day on site to complete the Security Business Operations, Health and Safety Capability and Protective Security Requirement Capability audits against the Codes of Practice. One further day will be required where multiple Codes of Practice need to be audited against.
It is important to note that these time requirements assume that the member has pre planned for the Auditors visit and prepared the required information.
Auditors are appointed by the NZSA and are people that have skills and knowledge within the field of the audit. They are appointed for a period of twelve months and sign a formal contract that includes confidentiality and an undertaking to acknowledge any conflict of interest.
After an Auditor has been selected a member can advise the Association if they see there is a conflict of interest and another auditor will be arranged.
What if the Audit identifies problem areas?
The audit process is not designed as a Pass/Fail but as a means to raise standards across the industry and to provide evidence of those who are operating at the highest standards.
Where the Auditor identifies areas of non-compliance with the Code of Practice, these will in the first instance be discussed verbally with the business owner/manager to ensure that the issue has been clearly understood and that the issue is indeed valid.
The Audit Report will then be prepared and provided to the business owner/manager noting that the business is “not yet compliant” and providing actions that need to be undertaken to remedy the area of non-compliance.
Where appropriate, the NZSA or the Auditor will provide any required assistance and mentoring to enable a “fully compliant” assessment is achieved.
The final report is held at the NZSA office and a copy provided to the member.
Where the Audit Report confirms compliance against the Codes of Practice, a Certificate of Compliance is prepared and forwarded to the member. On receiving the certificate the member is known as an Accredited Member of NZSA.
Audit compliance is valid for five years subject to filing an Annual Declaration confirming that there has been no material change to the business ownership or operations. Where material change has occurred, the NZSA will discuss with the member to determine if there is a need for an earlier audit.
NZSA Auditing Team
Gary Morrison, NZSA CEO
Lincoln Potter, Independent Auditor