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Cash Handling

INTRODUCTION


Many businesses continue to hold and move cash despite the growth of digital payments. The level of exposure varies, from hundreds to many thousands of pounds, depending on the type of operation. Cash remains an inherently attractive theft target because of its portability and immediacy of value.


During surveys, you may not know the extent of cash holdings until you ask. This bulletin provides a framework for assessing the security and procedural controls around cash storage, handling, and transit. Use it to determine whether existing arrangements are adequate and to identify where improvements are warranted.

 

CASH ON PREMISES


This first process should be to discuss the levels of cash held. Where this is limited to no more than a few hundred pounds, there is probably little else you need to do. Most insurance policies will allow £200 to £300 out of safe.


Try to find out what the average amount of cash held is and also the absolute maximum. Find out if there are fluctuations in the amounts held, e.g. pubs and clubs will often have more cash on a Monday morning after the weekend and this will greatly increase after a long Bank Holiday.


Consider ways to reduce the cash holding, e.g. where staff are still paid in cash could this be changed to direct bank payment.


Find out where cash is held on site, tills, cash offices, etc. and what the procedures are for moving cash around the site. The greater the level of cash that is moved around the site the more you will need to explore the arrangements in place. Consider whether cash is moved around when the premises are closed for business, or is it done whilst customers are on site. If cash movements are undertaken whilst customers are on site does this involve more than one member of staff?


Where the client has tills on site, how much cash is accumulated within the tills, do they have a policy for periodically emptying tills throughout the day. Are tills emptied overnight with the till draw either removed or left in the open position. Modern tills can cost £1,000+ and the damage caused trying to open them can result in the till being written off.

                                                          

SAFES


For cash above out-of-safe limits, verify that it is stored in a security-rated safe appropriate to the risk. Consultants should try to make a positive identification of the safe to enable the relevant cash rating to be given. A separate document has been prepared to help with the identification of safes.


When there is an existing safe the following details should be taken:


  • Make, model, and type (free-standing, underfloor, wall).

  • Locking method. f key-operated, confirm the key control during and after business hours. Most policies will have a safe warranty that stipulates that keys must be removed from site. Where the safe is locked by a combination device how often is the combination changed, is the combination routinely changed when a key member of staff leaves?

  • Anchoring: safes should be bolted down per manufacturer specification.

  • Deposit facility: assess whether the design prevents “fishing”.

  • Alarm coverage: confirm the safe is within an alarm-protected area and whether a limpet or seismic sensor is fitted.

  • Where is the safe located within the premises?

  • Time lock or delay locks: both reduce armed hold-up risk.


Cash ratings for safes can be found in the AIS safe listing for all RiskSTOP clients. Clients that have their own safe ratings will be specified in the Client Service Instructions (e.g. RSA Insurance).


If a safe cannot be identified Consultants may refer to RiskSTOP Technical Helpline, including as many of the above details as possible, and a photograph whenever possible.


Note: For operational reasons, where keys cannot be removed from site, recommend conversion to a combination or digital lock.

 

CASH OFFICES


Is there a bespoke cash office? This will be more relevant for sites with greater cash holdings and the following information should be obtained:


  • Record construction of walls, floors, ceilings, and glazing. Bullet-resistant glazing or security bars should protect any vision panels.

  • Note door arrangements: ideally a secure outer door and an interlocked inner door; both of solid or reinforced construction.

  • CCTV: coverage of the approach and inner holding area is strongly advised.

  • Opening procedures should ensure at least two staff are present when cash is handled.

  • Consider time locks or access control on cash office doors.

 

CASH TRANSITS


Cash-in-transit remains a key exposure point.


Confirm method of transfer: own staff vs. professional cash carrier.


Does the site comply with any cash carrying warranties?


Where amounts exceed £10,000, insurers typically require a professional carrier certified to BS EN 1143-1 / ISO 9001.


Verify carrier identification and contracts, ensuring liability transfers at collection.


For self-carried cash:


  • Use different routes/times/vehicles and unmarked vehicles.

  • Split cash between staff; keep notes on person, not in bags.

  • When bags are unavoidable, specify security dye or smoke bags (passive radio type), never chained or overtly marked.

  • Ensure the doors to the vehicle are locked during transit and extra vigilance is taken during loading and unloading times.

  • Avoid the use of public transport.

 

HOLD UP RISK


Hold-up incidents remain the most common source of large cash losses. This could be in the form of an armed hold-up during working hours or forcing somebody back on to site out of business hours. Controls should combine physical and electronic layers:


  • Panic buttons at tills, cash offices, and reception points.

  • Portable duress devices for key staff.

  • Duress code functionality on intruder alarm systems with signalling to the ARC.

  • Monitoring of system set/unset times with strict schedule verification.

  • Two-key or dual-person controls for opening safes or locking up premises.

  • Unlocking/locking up: conducted by at least two people, one observing from a safe position.


Consider staff training in conflict management and robbery response, insurers now view this as best practice under the Security Industry Authority (SIA) guidance.


This guidance is not exhaustive and where there are real concerns with regards to the holding and movement of cash further information and discussions may be necessary. Any concerns must be discussed with the RiskSTOP technical team who will provide any necessary further guidance.

 

NOTES


  • Time lock: electronic device preventing opening until a pre-set time.

  • Time delay: programmable delay (typically 10–60 minutes) before access.

  • Interlocked doors: system allowing only one door to open at a time — should fail secure under alarm conditions but fail safe for evacuation.


SURVEY SUMMARY


Record the following in the report:


  • Average/maximum cash levels and daily fluctuations.

  • Details of safes, ratings, locks, and key control.

  • Alarm coverage and duress systems.

  • Cash office construction, access control, and CCTV.

  • Cash transit method and insurance cover.

  • Staff numbers during opening/closing.

  • Any previous incidents or insurer-imposed warranties.

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