Office Security Procedures

Introduction

All staff must be encouraged to be vigilant for threats to security. Education programs identifying threat levels and counter-measures should be part of everyday business practices.

Most offices do not follow reasonable security practices. Often it is easy to gain entry, especially for the person who looks like they belong there. Once inside, it's easy for the intruder to access personal possessions, office supplies and equipment, and property information.

Office Security

• Visitors should be required to sign in and wear a visitor ID Badge.

• A receptionist or security person should be positioned so that everyone has to pass by them for access to the building, elevator or office.

• Appointments should be verified and all visitors should be accompanied by company personnel at all times.

• Ask for and check the identification of anyone unfamiliar to you who is in employee-occupied areas of your office.

• Set up strict procedures for control of keys to executive offices, desks, file cabinets and other office areas.

• Don't leave keys or wallets in your jacket, coat or purse when you leave your office area.

• Receptionist's areas should be manned during lunch breaks.

• Many criminal and "Street Kids" known as "Stair Dancers" operate during lunch and tea breaks to steal personal items from unattended offices and areas.

• Ensure your personal items are locked away or at least out of sight during work hours.

• Where access control systems operate these should not be turned off until secretaries or receptionists arrive at work and should be activated when they leave.

• Visitors leaving after hours should be escorted from the building.

• Restrooms and areas that are accessible to the public should be locked.

• Doors to maintenance areas, telephone and electrical equipment rooms should be locked.

• All public access rooms should be checked at night before the office is closed.
  

• All petty cash, valuable items and sensitive information must be locked in a security cabinet or safe.

• A "clear desk" policy is recommended for all staff.

• A hidden emergency button should be installed at the receptionist's desk.

• In some circumstances it may be necessary to install an emergency button at the desks of key executives.

• Avoid loose talk about corporate affairs, especially casual conversations in bars or clubs, or releasing of sensitive information that should be kept confidential.

• The names, positions, home address or phone numbers of key executives or corporate officials should not be given out over the telephone.

• Sensitive areas should be swept periodically for bugs or eavesdropping devices.

• Keep a low profile about company or personnel information that could be advantageous to criminals, particularly publicity in social columns and trips, memberships, parties, social activities and other indicators of wealth or social status.

• All personal information about senior or key executives should be treated as security classified information and not made public without proper clearances.

• Good housekeeping is essential in every work place. Get rid of overgrown shrubbery, old boxes and discarded packaging material the could provide cover for the intending wrongdoer.

• Executive parking areas shouldn't be easily identifiable. Names should not be posted on parking spaces.

• When giving out keys to parking attendants, make sure it is only the ignition key, not the boot key, and definitely not a key ring with house and office keys.