How to Keep Your Office Space More Secure

January 8, 2018 at 10:23 AM

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Though security can be an uncomfortable topic in the workplace, in today’s world it’s important to take few chances. As homeowners, we tend to make protecting our family a priority but be more lax with the workplace.

Perhaps we think that office security is everyone else’s responsibility and we ignore how we place a role in making the office space safer for everyone. The steps below are ways each of us can make the office a safer place and prevent theft.

1. Keep track of your staff members

Security is everyone’s responsibility, therefore it’s important that special access codes, keys, and other devices are kept in the hands of only those who need to need them. Though the employer-employee relationship should be built on a foundation of trust, you may want to consider installing security cameras in high-security areas.

2. Monitor who has your keys or access cards

No matter how minor the situation may be, don’t share your keys or access card with anyone. If you have to hand out special visitor access keys, be sure that they’re turned in at the end of the visit. If not, this could pose a risk to your employees.

3. Make sure all entry doors are closed

To avoid having any unwanted visitors and to keep security at a maximum, keep all doors closed and locked. If you have to keep certain areas open such as delivery bays or garages, keep them monitored as much as possible.

4. Dispose of confidential documents properly

In today’s digital world most confidential documents are probably digital, but there may still be some paper documents in your office that need to be disposed of securely. Not only is this a good habit to develop, but it’s also that law. In some cases, HIPPA mandates that sensitive documents be shredded or locked up. If you don’t want to devote the time to doing this, you can hire professionals to pick up and dispose of your documents.

5. Don’t leave valuables out and about

Bringing valuables into the workplace isn’t typically recommended, but sometimes it has to be done. If you find yourself needing to bring a valuable item into the building, secure it in a locked cabinet. If you’d rather leave it in your car, be sure to hide it and lock the doors.

6. Hire a dedicated receptionist

The receptionist is the person who greets your visitors and points them in the right direction. There should be someone at the desk during regular business hours and the area should be locked before and after hours.

7. Use your desk drawers to store whatever you don’t want seen

If you bring a purse or bag to work that has valuables such as your wallet, phone, and keys, be sure to keep it stored away throughout the day. Hopefully, your co-workers are respectful of your space, but just in case, keep your desk organized and clean to avoid any unwanted rummaging.

8. Start and keep a record of who enters and exits your office

Though your office undoubtedly has visitors for deliveries, maintenance, interviews, and other business meetings, it’s important that they’re properly registered. Any time you have a visitor be sure to send instructions ahead of time. If they need to sign in at the front desk or wear a visitor’s badge, let them know via email or phone call. Though this seems inconvenient, it will keep your office and employees safe.

9. Know how people can take advantage of your office

While we hope that your office is never broken into, it’s important to know what to look for in case it does happen. Thieves will engage you in conversation while mentally taking note of your surroundings. It’s also important to know that a popular strategy is to call come up with a reason for you to leave the office, allowing an accomplice to enter. Beware the dangers of solicitors. Most are legitimately trying to sell their products to you, but some people may be “casing” your office for a future burglary.