2.3.2 Access Control

To stop intruders slipping past the reception area, entrances and exits leading to and from it should all be fitted with mechanical or electronic access control locks/systems. These can be operated by code numbers, swipe cards or even, for the more important areas, Biometric technology (such as iris recognition systems).

Or if your business is small, lock the access doors to private areas and issue keys to staff – making sure you keep an accurate register of who has what keys. (Check regularly to make sure keys haven’t been lost or misplaced.)

2.3.3 Card Access & Tags

The use of smart cards or electronic fobs is much easier to control than keys. Lost cards can simply be deleted, visitors can be given access on a given day only, and employees can be given access only to the part of the building where their work requires them to be.

Card and tag systems may be used in conjunction with keypad code systems to ensure that both card and holder are properly identified. Stolen or misplaced cards can be automatically wiped (voided) if unauthorised use is attempted.

Card access allows individual entry to carriers of identity cards or tags, which can be read by a computer operated system. It is possible to use this system to limit access to different parts of the same building - each individual card carrier’s code allowing a freedom of movement but only in specified areas.

2.3.4 Office Structure

Office walls are typically simply insulated partitioning and it’s quite possible a thief will break through them rather than try to force a locked door. Rooms that need protection should be caged if their wall structure is weak.

Internal Doors

Generally speaking, most internal doors should be closed to stop the spread of fire, however, they should not necessarily be locked. Burglars can cause a great deal of damage to doors and frames just to check whether a room contains property worth stealing.

For those rooms requiring high security (server rooms, IT offices, and storage rooms for sensitive materials) it is advisable to fit robust doors and locks as well as caging.

Internal Locks

There are a wide variety of locks on the market. Professional advice should be sought as to the correct type to reflect your particular needs.

In areas of low security, a good lock allows access to chosen key holders, but the more personnel and points of access there are, the more inadequate this system becomes.

Digital mechanical locks (with push buttons to enter a combination code) are very useful to restrict free movement within buildings, there are no keys to lose, and security is fair. But care must be taken to change the codes regularly so that they do not become known to would-be thieves.

Key Security

Where keys are used, they should be allocated to registered key holders and regular checks made to ensure that none has been mislaid. For special secure areas it is advisable to use key-registered locks whereby keys can only be obtained against authenticated authorisation or locks which require codes and magnetic cards to obtain entry.

Key cabinets are vital. They should be of steel construction and securely bolted to the wall. They should be lockable and the keys kept inside should NOT be labeled.

2.3.5 Staff

All staff members have to play a role in keeping the company secure. They should all be instructed to challenge anyone that they don’t recognise or is not wearing correct identification. Where appropriate the ‘visitor’ should be accompanied back to reception for budging-up or collection by the person they are visiting.

More to follow, next week…

Steven Szabo

ProtecSYS Pty. Ltd.

Tel: 1300 788 132