Security risks are on the rise and it is so unfortunate that many organisations do not have the necessary office security measures in place to help protect their premises and assets from possible threats.
Some of the likely threats or security risks organizations may experience are;
- Unauthorised Access
Organizations should therefore research possible security risks or threats that may endanger them and seek out professional ways to prevent them. Experts in crisis management believe that the best way to manage a crisis is to anticipate one before it happens and take necessary steps in preventing it. Likewise, the best way to secure your premises is to anticipate security risks and take necessary office security measures to prevent them.
5 Office Security Measures for Organizations
Here are 5 office security measures that every organization needs to put in place in order to prevent and protect their company from potential security threats or risks.
1. Security Risk Assessment
Security risk assessment is the evaluation of an organization’s business premises, processes and activities in order to uncover hidden security loopholes that can endanger both the company and her people.
Having a security risk assessment before installing and implementing security solutions is very critical because it will help an organization to actually know the type of office security measures to implement.
The security solution that ‘organization A’ requires might be different from the solution required by ‘organisation B’. So it is vital for each organization to conduct a security risk assessment to enable them identify the particular office security measures that is most suitable for the organization.
2. Employment of Security Guards
A security guard is a person contracted and paid by an organization to protect property, asset and people. Note specially that a security guard is quite different from a gate man. While a gate-man is one who controls or tends at the gate i.e. he opens and closes the gate for incoming and outgoing visitors; a security guard has certain special functions such as;
- Patrolling the organizations premises to prevent, detect signs of intrusion and obstruction.
- Strict observation of all entrances and departures in and out of the organizations.
- Checking and investigating disturbances, answers alarms and putting call to emergencies such as police, and fire services.
- Enforcement of company rules and acts to protect lives and properties.
- Performs access control at building entrances and vehicle gates and ensures that employees and visitors display proper passes or identification before entering the organization premises.
3. Perimeter Protection
Perimeter protection is the physical security control measures installed as a form of access control to restrict and reduce access from outside sources. It is an important asset for industrial, commercial, public or private residential premises and is generally regarded as the first line of defence in providing physical security for a facility or premises.
Examples of perimeter protection includes;
- Fence: this is a barrier built to deter people or animal from crossing a boundary. The fence can either be electric or non-electric. Most electric fences are used to enhance security of sensitive areas such as prisons, military installations and other security sensitive places.
- Gates: these are the most commonly used for perimeter protection. It restricts unauthorised access to premises. Just as the case with electric fence, electric gates are used by those who find the security of their premises highly important.
- Doors and Locks: good locks are most regarded as the first line of defence. Install high security locks and electronic access control units on all doors and closets that have private information or hazardous materials, outside doors, basements etc. Make sure all doors are solid and door frames/hinges are strong enough that they cannot be pried open. Be certain all windows are secure.
- Lights: both the inside and outside of your organization should be protected with proper lighting. Install motion sensors as well as constant outside lights. Illuminate dark places around the building and leave some interior lights on even when the business is closed.
- Install CCTV: Closed-Circuit Television widely known CCTV should also be installed for surveillance purposes. It should be a part of the office security measures of an organization that is under constant scrutiny and organized surveillance. CCTV supports the work of security guards and other security personnel because one person cannot be at a place constantly, however cameras fitted at different strategic locations of a premise helps to record all movements within the coverage area.
- Take Care of Common Trouble Spots: common trouble spots such as;
- The reception area should be equipped with a panic button for emergencies, a camera with a monitor at another employee’s desk, and a high security lock on the front door that can be controlled.
- The Stair case and out-of-the-way corridor should be properly lighted.
- The Restroom should always be locked with high security locks and only employees have access to the keys.
- Parking lots or garage should also be well-lighted and well-guarded. Security guards should ensure that car owners always lock their car and roll the windows up all the way.
4. Continuous Security Engagement:
Organizations should have a system of a continuous security engagement in place that will be used in maintaining security protection at all times such as;
- Making sure that all windows and doors are securely locked before leaving and closing the workplace and checking them again in the morning and see if anything is missing.
- Keeping all entrances and exits secured at all times. A Combination Door Lock is ideal for controlling access into a building as a code is needed to gain entry. If this system is not in place issue either card, keys or ID badges to regular staff of your workplace. A door access kit is also another way of controlling who can access the building, this way anyone who doesn’t work in the building, will not have access and must go to reception to sign in and be provided with a visitor’s badge.
- Making sure you have a good security system. Only give the password/code to staff that have legitimate reasons for having it and change it regularly.
- Technology is everywhere and is used all day in workplaces. Laptop and Computer security is at great importance, because of documents, files and personal information such as bank details, names and addresses are stored on them.
- Keeping systems pass-worded. Accessing computers and laptops could be very easy for anyone if they are not pass-worded. Whatever business you are in, keeping documents and personal information safe is vital, so keep your computer and documents pass-worded.
- Knowing that your employees understand and know what security measure your company has is essential to maintaining security of the workplace. They will need to know who to go to if they have any questions or doubts about a security procedure and what the company policy is and when it changes. This way when a security procedure is carried out, it is done correctly and the member of staff can feel safe about it
5. Developing an Emergency Response Plan
Always be prepared for an emergency. Emergencies can happen at any time and when it happens, it is critical that your organization should know what to do. A good emergency response plan helps companies not only protect its employees but its community, and the environment.
Being prepared for an emergency can limit injuries and damages and help people return to a normal business day. The following tips can be helpful as a guide in developing an emergency response plan.
- All members of the Organization should know the evacuation plans and exit routes to use during an emergency.
- Have a designated post-evacuation meeting location where appropriate personnel can take a headcount and identify missing workers. Every employee should be aware of this location.
- Knowing the location of fire extinguishers and medical kits and how to use them.
- Never lock fire exits or block doorways or stairways. Keep fire doors closed to slow the spread of smoke and fire.
- Report damaged or malfunctioning safety systems to appropriate personnel for repair and maintenance.
- Make special emergency plans for co-workers who are disabled or may require assistance during an emergency. Assign someone also the responsibility of getting visitors out of the building during an emergency.
- Develop a list of everyone’s home phone numbers with instructions for who will call whom. Make sure everyone keeps a printed copy at his or her home.
- Cover all types of emergencies in the plan, including fire, medical, suspicious persons or devices, accidents, hazardous materials, robberies, theft, and natural disasters.
Obviously, there are so many security risks or threats that can endanger an organization. These 5 office security measures discussed are what we recommend you begin with in ensuring the protection of the lives and properties in your office.
We are currently helping several organizations like yours identify the right office security measures they need to put in place for their companies.