Office Security

Security threats to business are increasingly more varied and greater than at any point before. For every advance in technology which brings about new strategies in business, there soon follows a new security threat to counter that advance

When you assess the security system of your office, start with the specific needs and what impact it could have on your entire business. You may wish to really tighten up, or simply wish to ensure your employees’ safety outside their business hours, and here are ten ways in which to achieve increased office security.

 * Effective Communication: Of primary importance is communication, both to and between employees. Email alerts are a popular method to inform and warn employees about threats, e.g. for example hackers In addition you should ensure employees are kept up-to-date on the procedures , e.g. for dealing with visitors. Employees who know what to expect and who should be there are better able to spot unwanted intruders or any suspicious activity. Stick to a single information source; it should be part of your employees’ daily routine. A daily server broadcast, or an email sent each morning is perfectly adequate. Keep it brief, to the point, practical and include a positive note to go with any precautionary information.

 * Key Control: The responsibility of locking/unlocking the office or workplace must be kept to a minimum number of employees. Access points will be more secure by elimination of the ‘First In, Last Out’ method. Set a procedure for those few employees who are in charge of opening and closing; they should check such places as washrooms, cupboards, any potential hiding places. Keys must be numbered and a specific employee should be made responsible for a specific key. Set up a master key registry and from time to time, ask the employee who has a key assigned to produce it in order to verify that.

 * Site-Wide Policies: A ‘clear desk policy’ should be put in place; your employees are responsible for clearing and securing their desks making sure anything valuable (laptops, etc) or any documents containing information are locked away before they leave. By doing this the potential for theft is drastically reduced. Identity badges should be worn by staff at all times in the workplace thus making it a lot easier to identify individuals who should not be there. If the public has access to the staff directory, do not include the person’s job title. This will stop criminals from passing themselves off as staff by using the name and title of a genuine employee. You should also establish a ‘chain of possession’; when deliveries are made, hand them to a person and do not simply leave them in a corridor, or worse an empty desk.

 * Small Investments: Computers – laptops in particular, need to be secured with cable or plate locks. A comparatively inexpensive way to protect any unused electronic equipment is by using a docking station. Specialist, state-of-the-art equipment should be closely monitored; postage meters, company checkbooks, check writers. A keypad and a peep-hole are the minimum requirements to secure doors. Where there is a small foyer or lobby, use two locked doors. This has the effect of cutting down the possibility of a criminal catching the door as a staff member leaves; it acts like an ‘airlock’.

 * Anti-Virus: A must for every company’s computer systems in today’s workplace; however the importance cannot be emphasised enough. It is vital for your office to invest in high-quality protection from threats such as viruses, trojan horses or other malware. Basics should include a firewall for your system, if you have wireless routers they should be locked with a security key and all data must be backed up and stored off site, should an attack happen.

 *Lights, Camera, Layout: Look out for any darkened spots in your office, both inside and out. Adequate lighting in your car parks, and any outdoor areas is a must for employee safety; stairwells should be free of ‘blind spots’, and where possible arrange the office and hallways to eliminate potential hiding places. If you cannot stretch to full CCTV, it is still worth considering a recording security camera setup at key points, such as after-hours entrances or your loading bay.

 * Reception: Among the more complete solutions is to employ one or more full time receptionists. The receptionist acts as a single point to funnel security information through, and permits closer inspection of any credentials. An alternative to consider is an intercom or dedicated phone line at your door/lobby which can only go to a designated receiver, if a full-time receptionist is not practical. This technique, and also the use of a sign-in station, provides a more cost-effective strategy.

 * Access Control System: Hard keys are effective but have a disadvantage should any key be stolen or simply go missing. By using a swipe card access system, the company can issue access cards and in addition have full control over what a specific card can or cannot open. A further benefit is that this system further minimises security risk by only allowing sufficient access for the completion of a job. It is thus possible to restrict access to a specific area or to set times of the day. With an access control system two vital things must be considered: firstly, do not allow total access to more than a handful of people. This is essential to maintain clarity on who is authorised to be where, and it is therefore easier for a member of staff to spot an infraction and report on it. Secondly, monitor the use of each card. Review your card activity periodically so that it is easier to determine who requires access to where, and at which times. This will streamline the routine.

 * Closed Circuit Television (CCTV): CCTV is a very effective method if you require a more stringent level of security. Via limited broadcast, each camera can be monitored from a single interface. You may wish to record the footage digitally, or have it monitored by an employee. Cameras should be placed in strategic locations for maximum coverage. By placing the CCTV cameras in obvious locations, they’re a visible deterrent to potential thieves and help to create a safer working environment. However – remember that CCTV is not the be-all and end-all; use it in tandem with other measures previously discussed. If a unit is placed near an entry with a double ‘airlock’ door, for example, the resulting footage would be an extended sequence of a person entering or exiting.

 * Proper Training: All of these methods are only as good as the employees entrusted with them. It’s therefore vital to ensure they’re adequately trained in the use of the equipment and in how to follow procedures correctly. Without proper training, the best security system in the world will not make much difference in the hands of people who do not understand it properly. Basics such as ensuring the employee closes doors, secures windows and protects their personal property should be high on the list, but also specific training in how to spot and react to a suspicious person, item or an event.

For more information on security in the home and at work, close protection dogs, manned guarding or mobile patrol from one of the leading security companies in the North West of England please visit North West Security.