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Security strategies for office building security directors

by Paul Kazlauskas

Today, businesses must prepare for and respond to security threats that are larger and more varied than ever before, such as physical attacks and theft, electronic/cyber theft, unlawful entry, blackmail, and sabotage. How can you reduce the likelihood of security threats becoming a reality in your facility?

For starters, conducting a security assessment is a great way to evaluate your current state and determine what needs to be done to elevate the security and safety in your office to acceptable levels. All businesses have different security needs, and a formal security assessment will identify the specific needs of the facility being evaluated. For example, a government facility may need a more robust security program compared to a small business. According to the United States Office of Procurement and Property Management, a comprehensive security assessment should ask the following:

• What is your target potential?
• What is the prevailing attitude toward security?
• Who is responsible for the overall security program?
• How are security policies enforced?
• When was the current emergency preparedness plan developed (including fire, power failure and disaster)?
• What resources are available locally and how rapid are the response times for fire, police and ambulance?
• What kind of physical security systems and controls are presently used?
• Do the available security resources, policies and procedures meet the potential threat?

In addition to the security assessment findings, here are some established and effective ways to improve your office building security protocol:

• Establish company-wide policies for various security situations. This could mean having formal written policies for everything from visitor management protocol to how computers are shut down over the weekend.
• Effective communication of information between the Security Department and employees. Mandatory training for equipment and procedures should be done when an employee is hired, and periodic refresher sessions should be done at least yearly.
• Arrange office space so unescorted and/or undocumented visitors are easily noticed.
• Assign the responsibility for locking and unlocking the office to as few individuals as possible. Key control is very important and there should be documentation of who has office keys.
• Consider an access control system. One of the difficulties with metal keys is reacting when one is stolen or lost. With an access control system, a business can issue access control cards to employees while maintaining control over what each card will open. It is very important for the Security Department to monitor the use of the cards as well. By reviewing card activity, you can determine who needs access to where and at which times, streamlining routines, and defining who really needs access to what.
• Anti-virus programs should be installed on EVERY PC in the office, no exceptions. It’s extremely inexpensive and yet is still one of the shrewdest investments an office can make to combat cyber threats. There are many viruses, malware, and spyware that can compromise sensitive company data.
• Consider hiring a receptionist to manage the lobby. This person would be the one to greet and document visitors and be trained to notice suspicious activity.
• Be aware of “dark spots” inside and outside your building. Make sure there is ample lighting in break areas and parking lots to help employee security and safety.

Every improvement helps, but to be thorough, having an assessment made by a security professional is your best first step.

What other ways can Security Directors improve their office building security? Please add your thoughts in the “Comments” section below.

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Posted on 11/7/2016