Request Callback
How to create an office security checklist

Office security is always a concern for business owners, especially when moving into new premises where you may not be familiar with the new space or the surrounding area. That’s why performing a security risk assessment should be high on your agenda.

Whether you have just moved into a new office space, or you feel as if your old office space might not be very secure, have a look at our example office security checklist to ensure you are doing your utmost to secure your physical premises, as well as your digital files.

What needs to be secured in your office?

Physical Infrastructure

Weak points or areas of ingress that might not have been considered must be highlighted and secured. This includes any entry points to the building and accompanying locking mechanisms. You should also lock individual offices or secure areas if they facilitate any type of confidential records or sensitive data, or important company documents.

Staff and Visitor Keys

Whether you use a physical key or have a collection of key cards to enter the office, they all need to be accounted for on a regular basis, with a register detailing who each key or card belongs to.

Computers and Electronic Items

All computers should be secured with a password to ensure that no one is able to use it apart from the employee and perhaps the IT team monitoring it. Computers can also be physically locked to desks to ensure they can’t be stolen. Any additional electronic items such as printers, cameras, mobile storage devices, etc. will need to be similarly secured or locked away in a cupboard or cabinet.

Digital Files

Whilst online data should be held on a secure server, cloud-based documents should also be secured with a password that is only known by the owner. Additional password information should be stored in a secure app or in a secure location, but never written down near the system itself.

Paper Documents

Any physical paper documents will need to be secured in a locked filing cabinet, along with any documents of a sensitive nature such as financial records. Any documents that need to be disposed of should be shredded rather than left in the open. Find out about Box-It’s document shredding service here.

Example Office Security Checklist

Have a look at the following example bullet points to see how your current office security measures up. Feel free to use this checklist when compiling a risk assessment for the office, as well as adding to it to account for unique aspects of your particular office space.

  • Physical Infrastructure
    • Doors
    • Windows
    • Surveillance in key areas
    • Alarm checks
    • Lighting
  • Staff and Visitors
    • Distributed key cards or nominated keyholders
    • Register containing all keycard or key holders
    • Signing in process for visitors
    • Reception or foyer security
  • Computers and Electronic Items
    • All computers password protected
    • Virus protected to ensure systems cannot be accessed externally
    • Lock computer equipment to desks with security tags [Optional]
    • Secure other electronic equipment in a locked cupboard or cabinet
  • Digital Files
    • Online data held on a secure server
    • Documents and other files held in cloud-based storage password protected
    • Password information held securely in a password app and not written down near the owner’s computer
  • Paper Documents
    • Important documents secured in a locked filing cabinet
    • Any sensitive information that is not needed anymore to be shredded
    • Regular desk sweeps to ensure important documents are not left in the open

For any further information on how Box-It can help your business be more secure, get in touch with our expert team here.

Posted on: May 31st, 2018