Office Security

Office Security

ERWIN O. CALICDAN Senior Operation Manager

Definition of Terms

 Office – The quarters in which a commercial, professional, or government organization carries out its activities.  Business – Commercial activity involving the exchange of money for goods or services.  Assets – The property that is owned by a person or

organization.

Objectives:  To help reduce the risk to you, your business and your staff.  To protect the assets and the management.  To give security assessment and be able to control/reduce vulnerabilities.

Building Identification and Visitors Access

 The street and number must be displayed at the front of your business.  The street number should be minimum of 120mm high. This will assist emergency services and visitors to locate your property it also ensures you comply the local government act.  Visitors access should be monitored and controlled at all entries into the building.  Passes and ID’s can assist properly in differentiating between visitors and staff through out the building. These passes, ID’s worn and clearly identifiable at all times.  Maintenance, service technicians and construction workers will carry Identification. Ask them to have ID’s before entering your building premises.

Building Identification and Visitors Access  If you are in any doubt, ring their company to check their authority.  It may be your business policy to conduct bag inspections/searches. However, you do not have a legal right to search a person’s bag or property. The person DOES NOT commit an offence by refusing to have their bag searched. You can ask the person to leave your building and you can refuse the person future entry into the building. (Clearly display signs that explain your business policy, “All bags must be presented for inspection entering leaving the business.)  Effective signage and direction will provide guidance to visitors in locating reception areas and keep visitors away from restricted areas.  Install height markers on the inside of your doors, this will help you judge the height of the offenders.

Fences & Gates

 The boundary of the property should be clearly defined by boundary fences preferably an open-style construction. This allows greater visibility to and from the street, restricts unauthorized access, and clearly defines your territorial space.  Gates should be secured with quality hardened or alloy chains and padlocks.  All gates should be kept shut and locked when not in use.  Fences and gates should be regularly maintained to assist with the protection of your property.  Warning signs should be strategically posted around the perimeter of your property, particularly near entry/exit points.  Signs can also assist in controlling activities and movements throughout the premises and grounds.

Vehicle and Vehicle Access Control  Boom-gates and kindred access control devices can be effective as a means of regulating vehicles movement and increasing the effort required to commit crime upon building property and carpark area.  The configurations of parking bays can impact sightlines grid rows increase surveillance while offset sections herringbone patterns can be reduce vision to one or two rows.  Bollards and barriers can be installed to reduce opportunity for ram-raid attacks.

Cash handling  Establish clear cash handling procedures within your business to reduce opportunities for crime.  Try to reduce the amount of cash your business deals with.  Limit the amount of money carried in the cash drawer at any time. Use as a small float as is practical for your business.  Lock cash drawers when not in use, and clear money from the cash drawer on a regular basis e.g. to a safe.  If possible have a secure area for handling and counting cash, ALWAYS keep this area secure and out of sight of the general public and access ways.

Cash handling  Use of minimum staff, or security services, when personally transferring large amount of money.  Where possible, limit cash amounts by installing electronic payments system.  Don’t use conspicuous bank bags when transferring money.  Avoid wearing uniform or identification when moving money to or from the bank.  Establish a robbery prevention program.

Key and valuables control  The control of keys and valuables is very important and it should be closely monitored by management.  A key register should be used to list those staff members who have been issued with valuable items such as laptop computers, mobile phones, etc.  Register should be detailed and regularly maintained and audited. In addition, all valuables should be clearly marked with the business details where possible and serial numbers and other details should be recorded and stored in safe place.  To reduce the likelihood of theft and or damage, try to limit the number of keys and valuables left unsecured or in plain sight of potential intruders.

Telephones  Telephone should be pre-programmed with the emergency contact numbers and your local police number for quick reference by occupants.

Safes  The safe should be located at all times when not in use to restrict access.  Consider a time delay lock, which means that the safe can only opened at a particular time or time each day.  The safe should have a drop chute facility so that staff can deposit money with out having to open it.  The safe should be installed in an area where access is limited and away from public view.

Security Alarm  To enhance the security of your business, you can install a monitored intruder alarm system.  If you have a system installed within your business, make sure you used it.  The system should be tested on a regular basis to ensure that it is operating effectively.  Remote on/off switches be strategically located.  Staff should be trained in the correct use of the system.  Alarm system controls should be concealed to restrict tampering.

Access Control  Maintain clear line of sight between the street, neighboring properties and buildings.  Limit the number of entry/exit points to restrict unauthorized access.  Glass can be reinforce also be reinforce to restrict unauthorized access. 1. Applying shatter resistant film. 2. Replacing the existing glass with laminated glass. 3. Installing metal security grilles shutters.  If using mirrors, position them so that people cannot use them to monitor activities in your business.  Counters should be designed to reduce the opportunity for assault of staff and unauthorized access to behind counter areas . Consider adjustments to the width, height and location of the counter.

Information Security  Limit access to confidential information.  Sensitive materials, including confidential records, should be appropriately destroyed or secure, e.g. confidential records should be shredded or disposed of through security destruction services.  Computer password should be change regularly to restrict access and avoid misuse by past and present staff.  Cancel access promptly when people transfer or leave.

Closed Circuit Television  CCTV can enhance the physical security of your business and assist in the identification of people involved in anti social or criminal behavior.  Cameras should be installed both within and around the business to maximize surveillance opportunities.  Digital or video technology should be used to record images from the cameras. Camera’s should monitor the cashier’s areas. TV monitor should able staff to activities on the camera. Recording equipment should be installed away from the counter area to avoid tampering.  Video tapes needs to be replace quarterly to maintain quality image. Staff should be trained in the correct use of the system. Equipment should be maintain in working order and regularly tested.  Ensure that the requirements of the surveillance and privacy Act are adhered to.

Duties and Responsibilities  Screen all visitors and issue passes or visitor’s ID prior to their entry in the office up in exchange to leave valid ID’s and issued visitor’s information sheet to be filled up.  Close monitor the record logbook for visitors and staff that see to it any persons around in the office are recorded.  Strictly implement the ID system while inside the office.  Monitor the CCTV and record anything unusual.  Conduct vehicle trunk inspection and under chassis searches using convex mirror prior to vehicle entry.

END OF PRESENTATION PREPARE FOR EXAM

Question 1. 2.

_______ - Closed Circuit Television

_______ - The quarters in which a commercial, professional, or government organization carries out its activities. 3. _______ - Commercial activity involving the exchange of money for goods or services. 4. _______ - The property that is owned by a person or organization. 5. _______ - Limit access to confidential security. 6. _______ - Establish a robbery prevention program. 7. _______ - Alarm system controls should be concealed to restrict visitors. 8. _______ - Bollards and barriers can be installed to reduce opportunity robbery attacks. 9. _______ - Staff should be trained in the correct use of the system. 10. _______ - Cancel access promptly when people transfer or leave.