You and your staff should work together to make sure that business premises remain secure. It is in your joint interests.
Educating staff about security will not only help them to recognise possible risks and vulnerabilities but also help organisations identify new threats from the feedback they receive from a more alert workforce. Staff should remain vigilant at all times and report anything suspicious or unusual to management or to the police.
What can you do?
- Remain vigilant at all times.
- Report anything unusual to management or to police.
- Report any concerns or where others appear to be acting suspiciously and feel welcome to suggest any improvements that can be made to improve standards of security in the workplace.
- Keep windows clear to allow good vision.
- Put up a sign asking motorcyclists to remove helmets before entering premises so that their faces are not concealed. If anyone refuses, contact management.
- Put a height marker near the door to help with description taking.
- Make eye contact with anyone coming into the building – that way they know you have seen them.
- Take care when dealing with private and personal data – ensure it is handled in accordance with the organisation’s own rules and the requirements of the Data Protection Act. When issuing data to others understand what it will be used for and send only the data required.
- Keep desks and work areas clear and tidy. Lock all documents and loose items away at the close of the working day. Ensure printers and photocopiers are always clear of any papers. All confidential/commercial documents should be appropriately marked and kept in a secure, lockable storage facility. Sensitive papers in particular should be securely disposed of – such as through a shredding machine – rather than left for collection.
- Do not open or respond to an email from an unrecognised source or download attachments and/or files without knowing what they are and where they are from – this is the most common way that computers pick up a virus. Equally, take care when attempting to download content directly from an unknown internet site.
- Basic good housekeeping reduces the opportunity for planting suspect packages and helps deal with false alarms and hoaxes. It reduces the number of places where devices may be left.
- All employees must take responsibility for their adherence to the organisation’s security policies, but it is down to the employer to ensure that they are appropriately trained. Security training for all staff – whether permanent, temporary or a contractor – should begin during any induction process, followed by regular ‘refresher’ training and briefings.
- If a staff pass system is in place insist that staff wear their passes at all times. Visitors should be escorted at all times and wear a temporary pass which must be returned on leaving. Anyone not displaying a security pass should be challenged or reported immediately to security or management.
- Clear, succinct, jargon-free guidance about security standards and procedures should be freely provided. Where detailed procedural documents are necessary they should be accompanied by at-a-glance summaries or checklists covering essential points such as the actions to be followed in the event of an incident or security breach.
- Security messages should be kept visible to both staff and visitors by making use of available internal communications such as posters, leaflets, newsletters, staff magazines, message boards and desk furniture.