The key to reducing most, if not all, security problems in a Tenant’s office space, is the receptionist in the reception area. He/ She is one of the most valuable employees in any firm. A receptionist can make it difficult, if not impossible, for an unwelcome visitor to enter their firm’s office space. This is accomplished in the following ways:
All Visitors Should be Requested To:
- State their Name
- State their Business
- Show Identification (upon request)
- State who they wish to see
- Wait and be Seated
The receptionist should then call the person concerned and have them meet the visitor in the reception area and escort him or her to their office. Upon completion of business conducted, the visitor should be escorted back to the reception area and shown to the door. If the guidelines are followed, there should be no unwelcome visitors roaming around your office space.
It is every Tenant’s responsibility to request a source of identification from a repairman, telephone employee, computer worker, etc. This should be obtained before an individual is allowed access into your office space. He/she should be escorted to the work area and escorted back to the reception area when he/she finishes work. Any unknown person should be observed in an inside office area should be challenged at all times. Wallets and valuables should be locked in a desk or drawer in the office and kept out of view from anyone passing by.
SECURITY IN A TENANT’S OFFICE DURING BUSINESS HOURS IS THE RESPONSIBILITY OF THAT TENANT.
- Never leave your reception area unattended. Do not allow visitors or couriers to pass beyond the reception area unless the receptionist who is aware of the nature of their business knows them.
- Beware of the repairman attempting to pick up a machine for repair. Question the person, obtain identification, and check with his office for verification.
- Never leave purses, wallets, or other valuable items on or under desk. Keep these items out of sight.
- Do not keep cash or stamps in an unlocked drawer. Valuables should be kept in a safe, if available.
- Do not carry large sums of money. Do not leave your wallet in a jacket hung over your chair or behind your door.
- Never allow visitor traffic in storage areas. Do not make storage rooms easily accessible from the main business area.
- Be alert to persons who enter an office under the pretext of seeking employment. Keep applicants in your sight at all times. Distribute applications while you phone your firm’s personnel manager.
- Immediately report all suspicious persons, peddlers, or others purporting to be canvassing to the Building Management Office or the Concierge Desk. Do not attempt to apprehend or detain these persons.
- Do not allow a person unknown to you to follow you into the building when entry is required by an access card.
- Inspect locking hardware on your office suite doors. Notify the Building Management Office if repair or replacement is necessary.
- Do not keep valuable or moveable belongings near doors. Record the serial numbers of office equipment.
- Contact the Building Management Office if security system access cards or office keys cannot be accounted for or are missing.
- Report all lost security cards to the Building Management Office immediately so that they cannot be used by unauthorized persons.
- Always lock your door from inside when working late or early.
- Be certain that your employees who require after-hours access to the building are given access cards.
- Alert Kastle Systems immediately following any employee termination so that the security card issued to the former employee can be immediately voided in order restrict access to the building.