General Office Security

Reporting Thefts

Any property, which is determined to have been stolen, should be reported to the Police Department and the Property Management Office immediately.

The security of your office is your responsibility. In your office, valuables, purses, etc. should not be left in plain view. We recommend that purses be locked in desks and that valuables be put away and locked up at night. Should an incident or loss occur, contact the Property Management Office and a security officer will be dispatched to take a report.

It is advisable to record all serial and identification numbers of office equipment in a secure place. It is the Tenant’s responsibility to ensure that corridor doors are closed and locked at the close of business.

Suspicious Persons

If you see suspicious or offensive persons in the building, please contact the Property Management Office immediately. If possible, make note of appearance, clothing, etc., to assist building security in locating them.

Please be aware of strangers in your office areas and halls. Quite often a question such as “May I help you locate someone?” is enough to deter a potential thief. Suspicious encounters of this type should be reported to the Property Management Office immediately.

Security Checklist

For your own internal security and also for the security of the building, it is in your best interest to control the number of keys issued. Only people needing after hour access should be issued a key.

The following is a list of general office security suggestions, which are offered to you as an aid in establishing your internal security procedures:

  • Restrict office keys to those who actually need them.
  • Keep complete, up-to-date records of the distribution of all office keys.
  • Have adequate procedures for collecting keys prior to termination of employees.
  • Secure all computers, adding machines, calculators, photocopiers, etc. with maximum-security locks.
  • Establish a rule that keys must not be left unguarded on desks or cabinets.
  • Require that filing cabinet keys be removed from locks and placed in a secure location after opening cabinets.
  • Prevent unauthorized personnel from reporting a lost key and receiving a replacement.
  • Designate a responsible person to be in charge of issuing all keys.
  • Store keys systematically in a secured wall cabinet of either your own design or from a commercial key control system.
  • Keep a record showing issuance and return of every key, including name of person, date, and time.
  • Keep accurate record of keycards and be sure to cancel any upon employee severence.
  • Provide at least one lockable drawer in every employee’s desk to protect purses and other personal effects.
  • Establish a rule that purses and personal property such as headphones, electronics, etc. should be kept inside employee’s desk.
  • Instruct employees to remove wallets from jackets hung in closets or hung on coat racks and place them in a secure location.
  • Insist on identification from repairmen who come to work in your office.
  • Deposit incoming checks and cash each day so that you do not keep large sums in the office overnight.
  • Clear all desks of important papers.
  • When working alone in the office at night, lock the front door to prevent anyone else from entering.
  • Keep the police, fire department, and building security telephone numbers posted.
  • Double check to see that all doors are securely locked before you leave.
  • Have an inventory listing all office equipment in your space including serial number and identification.
  • Require written authorization by a responsible person before any office equipment is released for repair or maintenance.