Office security guide: 5 measures to protect your building and staff

What is office security?

Office security includes all technologies, strategies and practices deployed by businesses to protect people and assets from security and safety threats such as workplace violence or intrusion attempts. Typically, this will include the development of security solutions to deter, identify and address security incidents, as well as creating organizational policies to raise security awareness among staff.

An office security system commonly utilizes technologies like access control, CCTV and alarm systems to deter crimes and help security teams identify suspicious activities. In addition, office security policies will outline best practices and organizational strategies designed to aid staff and visitors safely navigate physical and digital security solutions.

While business owners, IT leaders and internal security professionals will be in charge of the development and monitoring of security systems, all employees are responsible for adhering to office security best practices. Fostering a culture of security in office buildings must be prioritized to ensure the safety of all stakeholders, assets and sensitive information, meaning business leaders must commit to continuous training programs and improvements.

Why is security for offices important?

Developing an effective office security policy and security systems is crucial to  physically protect employees from potentially harmful events like break-ins, assaults and data breaches. While safety is the clearest benefit associated with the development and implementation of office security measures, there are a few additional pros to consider: 

• Employee confidence: Demonstrating a commitment to security helps to reassure staff that their safety is considered a top priority by leaders and management teams, alleviating common concerns and helping staff perform key tasks confidently.
• Financial security: Physical and digital security incidents can cost businesses a significant amount of money, with the average cost of data breaches alone amounting to $4.45 million in 2023. Physical damages and downtime associated with security incidents may increase the cost of damages, highlighting the importance of office security. 
• Workplace productivity: Employees who feel safe at work will be able to focus on important tasks without worrying about security issues.
• Employee retention: Customized office security strategies signify to employees that leaders are committed to their safety and security, fostering a culture of respect that can positively impact retention rates. This is supported by data that suggests 97% of US employees consider office security and safety plans when determining where to work.
• Legal responsibilities: Various general and industry-specific regulations outline the importance of office security measures and policies deployed to protect workers from common threats, with breaches resulting in fines and other significant repercussions.

Types of office security technologies

Developing, operating and maintaining security systems should be viewed as a significant part of an effective office security strategy. Leveraging smart technologies like access control, video security and alarm systems will provide security staff with accurate information to inform incident responses, helping to protect workers from common threats.

Access control systems

Access control systems are physical security devices used to limit access to different areas of commercial properties. Entry points are secured using smart locks connected to access readers, with authorized users asked to present unique credentials to gain property access.

Different credential types can be used to secure high-and low-risk areas. For example, main entrances may be secured with key card entry systems or physical credentials, while high-risk areas like server rooms are locked behind additional biometric protections. Through a management platform, security staff can view live access events to investigate suspicious activities and revoke access privileges if necessary.

Customized access permissions

Smart office security systems often include an authorization system that automatically grants access based on each user’s professional role. For example, credentials registered to managers may be used to access high-risk areas and limit access to locations like server rooms and file storage areas to other employees.

Temporary credentials may also be created and issued to visitors, couriers and contractors, with time-based permissions granting access to select areas of the office. Automating access systems helps to alleviate the load shouldered by security teams while ensuring a secure office environment for employees.

Video security solutions

Video security cameras installed to cover key locations like main entrances, reception areas, storage facilities and building perimeters help to deter crimes and allow security staff to view live events. Research also suggests that the presence of visible security cameras, such as IP CCTV cameras, installed as part of a wider office building security system may deter as many as 60% of would-be intruders from committing offenses.

Modern office security systems often include smart CCTV cameras equipped with AI video analytics tools. This enables cameras to automatically detect unusual motions, crowd-forming or the presence of contraband items. Staff can be notified remotely via cloud communications, with wider systems like locks and alarms triggered automatically. Video management systems are also valuable tools to help identify and address security alerts or anomalies quickly, with capabilities to manage the system remotely from your smartphone or tablet.

Alarms and smart sensors

Access control and CCTV solutions can be enhanced via integrations with sensors and alarms. Motion, sound and pressure sensors can be connected to wider office security devices to give operators a 360-degree view of security. For example, if motion is detected in a high-risk area, cameras can begin recording and smart locks may be immediately activated. Smart sensors can also detect vape smoke and changes in air quality, providing office security teams visibility into anomalies that may not be picked up via video security.

Alarms may also be integrated to wider security systems, with devices configured to sound immediately in response to suspicious activities. If the office security system is connected to a cloud management platform, security staff may be remotely notified if alarms are triggered. Following this event, security personnel can then view live feeds and initiate lockdowns to mitigate damages.

Cybersecurity measures

Business owners and leaders must also develop security solutions to detect, address and prevent cyber-attacks from impacting essential operations. Computer systems must be protected behind layered access permissions, with multi-factor authentication and zero-trust policies set in place to restrict access to sensitive information, data and private networks.

Encryption tools can be implemented to obscure data transmissions from outside sources and firewalls must be in place to monitor unusual network traffic. Modern office security systems will often include Endpoint Detection and Response (EDR) software used to automatically scan internal computer systems to identify suspicious activities.

Office security measures and best practices

To ensure that office security technologies and management systems work effectively and remain free from exploitable vulnerabilities, staff must be frequently trained to follow office security measures and best practices. These rules and guidelines will cover the safe use of office security and business management systems, including guidance regarding data privacy, cyber hygiene, threat detection, emergency preparedness and incident responses.

1. Network security

Cyberattacks are an increasingly common concern in office environments, with over 72% of businesses worldwide impacted by ransomware attacks in 2023. To strengthen cybersecurity, employees must be trained in how to safely navigate office computer systems and private networks. Best network security practices include implementing measures relating to: 

• Personal devices: As many as 97% of staff admit to accessing work accounts from unsecured personal devices, enabling hackers to exploit office security systems and private networks. Staff must be trained to only log into work accounts from monitored, company-owned devices, especially when working in remote or hybrid environments.
• Virtual Private Network (VPN): VPNs encrypt data communications between devices and computer servers to obscure private information from malicious actors. Office security best practices dictate that employees only access private networks through monitored VPNs. This is particularly important for staff working remotely to defend against cyberattacks.
• Wi-Fi security: Wi-Fi networks must be secured behind traceable credentials to prevent unauthorized persons from gaining access to private systems. All devices should be given a unique password, including temporary passwords for visitors or contractors. This will help office security staff monitor activities and investigate suspicious events.

2. Data protection

All businesses are responsible for protecting sensitive data, including employee information, financial records, client data and payment details. Office security systems must be created to prevent unauthorized access to this information, with digital security protections and physical security tools working in unison to prevent data breaches.

All digital records must be encrypted and stored on password-protected internal servers and physical access control tools deployed to prevent unauthorized entry to server rooms and file storage facilities. In addition, access to business software and digital systems should be time-based, with users logged out after a period of inactivity to prevent accidental exposure.

3. Emergency preparedness

All employees and visitors must know how to respond safely to emergency events, including physical attacks, fire, natural disasters and other incidents. Staff should receive frequent emergency response training to support wider office security plans, with evacuation procedures and emergency contact details available to all employees at all times.

Emergency response plans should be linked to office security solutions. For example, visitor management and access control systems may be used to record accurate occupancy data to inform headcounts during evacuations. IoT sensors can also enhance emergency responses via the automatic detection of events like fire and break-ins.

4. Employee training

Alongside emergency preparedness training, frequent physical and digital security training sessions should be regularly performed. Employees should be reminded of where security cameras are positioned, how to raise alarms, who to contact in the event of an emergency and where safe evacuation routes are located, as well as where to meet after evacuations.

Office building security strategies should also include regular cybersecurity training sessions, with IT professionals and business leaders covering key topics, such as:

• Social engineering awareness: 94% of businesses fell victim to phishing attacks in 2023 due to social engineering attacks becoming more sophisticated with generative AI developments. Staff must be taught to never open unverifiable messages, share private data on unsecured networks and to report suspicious activity to IT staff.
• Password hygiene: Staff should be reminded of password hygiene best practices, including how to create strong passwords and avoid using the same passwords across multiple systems, as well as altering passwords regularly and using multi-factor authentication.
• Mobile device security: If employees require mobile access to business software, leaders must ensure that secure company-owned devices are available. As a part of an effective office security strategy, IT teams should inspect these devices regularly and apply updates to ensure that systems remain secure.

5. Office security assessments

To support robust office security measures, leaders must perform regular physical security assessments to ensure that all technologies, policies and plans are thoroughly reviewed. Assessments must be performed at least once every 6 – 12 months to ensure no new exploits or vulnerabilities pose a threat to office security. Consider the following assessment framework:

• Determine scope: Plan which systems and policies to include in the office security assessment. Consider technologies like access control, CCTV and alarm installations, as well as active cybersecurity solutions and incident response plans.
• Identify vulnerabilities: Test all systems and policies to ensure they’re working as intended. This will include automated scans, tests and manual analyses of technological systems, as well as indecent response drills and exercises.
• Analyze impacts: If any vulnerabilities are identified during office security testing procedures, the potential impact of these flaws must be examined. Consider how likely each issue is to occur alongside the damages that might be caused as a result.
• Prioritize risks: Categorize identified risks in order of severity from 1 – 3. Level 3 risks may not require immediate action, level 2 may need to be actioned in the near future and level 1 will need to be addressed as a matter of urgency.
• Propose solutions: Consult internal and external professionals to determine the most appropriate course of action to address risks. Office systems may need to be updated, policies adjusted or new security technologies developed. Create plans to action solutions in a timely manner.

Key takeaways from the guide to office security

Developing effective office security measures is a top priority for businesses of all sizes. Leaders and management teams must be committed to continuous training programs and ongoing improvements to ensure all employees, visitors and key assets remain protected from common threats in physical and digital environments.

When developing and updating office security strategies, business leaders should assess security technologies and organizational policies. Access control, CCTV, alarm and cybersecurity solutions must be in place alongside security awareness, incident response and emergency preparedness training to ensure all staff and visitors are well-protected.