A view on office security and how identification systems for people and assets can be used to create a secure environment.
With commercial theft costing British industry in the region of £178m during 1998 (source: Association of British Insurers), securing office premises is an essential consideration for all businesses. If you think your organisation is safe, think again – according to the 1998 Business Information Security Survey, one in five organisations suffered from a serious breach of security, with theft one of the most common incidents reported.
<br><br>
Office premises are targets for criminal activities including theft, burglary, vandalism and arson. In particular, computer theft continues to be a major problem, as the black market for IT equipment flourishes. If your organisation deems security an expensive option, the counter argument is to consider the fact that 70% of the victims of IT theft go out of business within 18 months. To add to the problem, a recent survey carried out by the NOP, Honesty in the Workplace, revealed that theft by employees is not an issue to be taken lightly. When asked about theft from their employers, 55pc said they know of colleagues who have removed items from work for their own use, and 45pc say they have done so. Almost a quarter believe stealing from work goes on every day.
<br><br>
Analyse risk
<br><br>
When considering the security of your office premises, there are many factors to take into account. These might include determining whether the main threat comes from within (i.e. staff, contractors) or externally (opportunist thieves) and whether its people, data or equipment which are most vulnerable. The level of threat is likely to vary greatly from region to region and dependant on what type of functions are carried out in the office. The best place to start is by doing some risk analysis. This can be done by your own employees who know the business best and therefore understand its potential risk areas. Alternatively, if the need is strong enough, there are of course many security or risk consultants who will advise. It should be remembered that the police crime prevention officers offer an invaluable (and free of charge) advisory service. Questions to ask might include, for example, do you have a record of all of the PCs or laptops in the office – their serial numbers, their value, their location ‘Are they security marked’ Are the company cheque books secured when not in use’ Do you operate any control of visitors and contractors? Does the office look secure?
<br><br>
Assess and monitor
<br><br>
Once such analysis has been carried out it should be possible to introduce security systems to address the concerns which have been highlighted. However, it should not end there. Once in place, security systems should be assessed and monitored continually. And this should all be done openly and obviously, seeking the awareness and acceptance of all of the staff. Creating a secure culture will go a very long way to deterring would-be perpetrators, whether from within the organisation or outside. If security systems are seen to be in place and the risk of being caught is higher, obviously people may seek a softer target. The external security elements such as perimeter fencing, CCTV and access control are important and all or some of these might be needed or already be in place. So how can you supplement these physical barriers to create a secure environment without huge capital expenditure outlay’
<br><br>
Think ID
<br><br>
The answer is … think identification and registration. Imagine if the first thing confronting a person who enters your reception area were a visitor management system. This immediately says we are an organisation which identifies and logs all visitors and contractors who come into our office, and will deter all but the most intrepid of opportunist thieves. A true visitor management system such as Kalamazoo’s Sentinel fulfils three important functions. Firstly, security – all visitors or contractors are issued with a personalised official identity badge. Secondly, health and safety – the organisation can print on the passes the health and safety guidelines relevant to their particular site, thereby complying with the Health and Safety at Work Act 1974. The system includes an integral register which logs the visitor details, which doubles as an evacuation register, and site maps showing assembly points can be printed on the reverse of each pass. And thirdly, image – because the passes are designed around the corporate logo, each time one is issued it gives a suitably impressive message about your organisation.
<br><br>
Outsource or buy
<br><br>
Next, what about the staff’ If they all wear photo ID cards (which can of course include access control technology such as proximity or magnetic stripe and thus double as an access card), then anyone who is seen in the office who is not badged up as either staff, visitor or contractor will stand out clearly, allowing appropriate action to be taken. Here organisations have a choice. They can either opt for buying the equipment needed to design and produce the ID cards in house, or they can outsource this function to a bureau, such as Kalamazoo’s SentryCard Photo ID Bureau. There are many card production systems on the market, including two from Kalamazoo. Kalamazoo’s FreezeFrame system is unique in that it contains all of the individual elements of card production (software, camera and card printer) in one portable desk top unit which operates via a single power socket. Where cost and finding the time to administrate such a process is a problem, then outsoucing is the solution. This simply involves sending details of employees (in hard copy or electronically) and quality photos of employees to the bureau who will then create the cards on behalf of the client.
<br><br>
Asset marking
<br><br>
By security marking its assets, effectively an organisation can kill two birds with one stone. A system such as Kalamazoo’s Markit security marks all equipment by using labels with a high tack adhesive and etching the post code or company name directly onto the equipment. By simply adding a bar code to each label and implementing asset management software and bar code readers, an asset register is created, offering full accountability such as the location and value of all assets. Not only does this act as a deterrent, it also increases the chance of recovery should the equipment be stolen anyway – because its security marked but also because it is possible to quickly issue serial numbers and value to the police and insurance company. Warning stickers for windows or doors can be supplied with such a system, advising people that all kit is security marked and registered. For particularly high risk areas, it is also worth considering adding a further level of covert security for IT equipment – namely SmartWater and SmartWater Super Labels. SmartWater is a coded combination of chemicals in an aqueous mix. Undetectable in normal lighting conditions, it glows yellow under UV light. Each organisation has its own unique forensic code which is logged on an international database maintained by the Forensic Science Service. Ownership can be established from the smallest spec of SmartWater and this system has led to dozens of convictions.
<br><br>
Summing up
<br><br>
It is possible with due consideration and implementation of the right combination of security solutions to fight back against crime and it need not cost an arm and a leg. Whether your office is one of many in a multi-tenanted building or stands alone in the high street or a business park, identification and registration systems have their place. They ensure that you are giving out the right message – find a softer target.
