Top 10 Tips and Tools to Increase Office Security

Safety & Security

tools to increase office security

Keeping your workplace safe and secure can be a daunting task, so we’ve compiled a list of top tips and tools to increase office security to help!

According to Gemalto’s Data Security and Confidence Index for 2016, more than two-thirds of IT and data specialists are not confident their information defense systems would survive an office perimeter breach. 27 per cent of businesses confessed they had suffered a break-in, and 92 per cent of them reported adverse business losses of financial, legal, reputation, and client nature.

Therefore, securing your office perimeter is a task of primary importance. Here are our top 10 tips for tools to increase office security and for making sure your business premises and everything within them remain safe.

1. Keep important spaces and data under lock and key

This sounds like a no-brainer, but a remarkable number of office breaches occur during a brief period when employees would leave the premises unattended and unlocked. It’s a major security flaw, and it’s easily avoidable. Institute a policy of never leaving the office unmanned and open. This includes any document cabinets and all work computers, too.

2. Label and monitor all office equipment

Keep a close watch on all your office equipment with special tags that carry your company logo and a unique inventory identifier. These ID labels can act as important tools to increase office security. They form the shorthand list of your belongings and make it easy to stay on top of all important devices, on which your business runs. Enlist the help of your employees by posting the ID list in a visible place and letting co-workers check for missing equipment spontaneously.

3. Introduce ID badges for employees and visitors

Badges are a great way to quickly verify who you are dealing with. You can also sign in and out of the office quickly and easily by swiping your ID card against a visitor management terminal. Moreover, employees who wear their names on their chest are likely to perform their duties even better than usual. As an extra measure, provide all visitors with an appropriate guest badge in a different colour in order to make them more easily identifiable as well.

4. Install a CCTV system

Camera control is one of the most effective tools to increase office security known to man. They act as an instant visual deterrent to any potential wrongdoers, and they record any and all abnormal activity should they fail to turn the bad guys away. Make sure you get the latest industry standard, and do not forget to cover less obvious areas like back alleys, garages, or corridors outside the main office space.

5. Secure the premises with an alarm system

Like CCTV, alarms are visually salient and, thus, have the added value of discouraging criminal activity on your business premises. Of course, their main function is to detect perimeter breaches automatically and notify the authorities or a private security company of your choice, who can then handle the situation quickly and professionally. An alarm is one of the most ancient tools to increase office security, and it is still near the top of the list.

6. Maintain the privacy and exclusivity of sensitive information

Most offices nowadays are secured by a variety of passwords and passcodes in alphanumeric or chip form. Limit external access to any and all such sensitive information, and always err on the side of caution when distributing such information to third parties. Make it company policy to keep all sensitive information secure, and store badges, key cards, and other privileged employee attributes in a secure location.

7. Invest in an advanced safe

One of the essential tools to increase office security is a fire-proof, security rated safe. Important documents and company artefacts should always be stored inside of it. Restrict the number of people who know the combination to the essential minimum, and change the combination regularly. Before purchasing and installing the safe, consult your insurance company to make sure it complies with their standards.

8. Conduct quality personnel training

After you have covered the technological basics, do not forget that your human resources are in fact the most important tools to increase office security. If the people do not make proper use of the equipment and protocols you have created, there is no point in having those measures in the first place. Therefore, a thorough briefing on workplace safety is key, including document and data handling, securing the perimeter, and behaviour in case of breaches.

9. Create and communicate an emergency plan

Despite your best efforts, one day a breach will occur. It is of crucial importance that you and your employees are well prepared when it happens, and everyone knows their role down to the T. Emergency protocols for securing sensitive business assets, contacting your office security provider or the police directly, and ensuring the safety of all employees and possibly clients who are on the premises at the time of the breach are just the most important points to consider here.

10. Rely on a state-of-the-art visitor management and security system

Finally, you should implement a powerful, integrated, self-service system that helps you manage your visitor flow and keeps track of all the comings and goings on your business premises. VisiPoint is an industry leader with a proven track record in cutting-edge, technology-powered visitor management. Impress your visitors, secure your place of business, and save on time and resources today!