9 Office Security Tips

Your company’s security has two primary facets: physical and electronic. You need to protect both your information and your property from unwanted intrusion. Here are ten easy security tips designed to secure your boxes and bytes.

Physical security

Even if you do not run a brick and mortar business, there is still equipment that you need to protect. You need to make sure that unauthorized individuals do not have access to your computers, your offices, or your equipment. Most aspects of physical security depend on observation and the liberal use of locking mechanisms.

  • Change passwords regularly – Change your passwords as often as feasible. Emphasize the need for passwords with letters, numbers, and special characters. Do not limit your password changes to individual users: make sure that common company passwords are changed just as frequently.
  • Install a firewall – Firewalls are the first line of defense against unwanted intrusion. The software firewall that you install, in tandem with the hardware firewall, will protect your network from most invasions. These firewalls will monitor incoming and outgoing data and block anything which is dangerous or unknown.
  • Install an antivirus program – The antivirus application that you install will save you time in reloading your system files. Viruses are insidious. They can be downloaded through attachments, pop-up menus, websites, and email. Install an antivirus application like Avira Antivir to keep your data secure from keyloggers, trojans, and other malicious code.
  • Update your operating system and browser – Internet Explorer is especially susceptible to viruses. Since Microsoft’s browser has become the market standard, the virus and malware creators specifically target this browser and operating system. Fortunately, Microsoft issues frequent updates which seal the security holes as soon as they are found. The updates to your browser and operating system can prevent future headaches.
  • Install anti-spyware programs – A program like Malwarebytes’ Anti-Malware will keep your computer safe and secure from malicious code. Anti-spyware and anti-malware applications use different techniques to identify, isolate and eliminate programs which are detrimental to your system.
  • A receptionist does more than answer calls – A great receptionist will be observant and make sure that there are no unauthorized visitors to the company. They will shield you against telemarketers and door-to-door solicitors. They will often tell you of security concerns long before they are realized. Hire a receptionist.
  • Lock up equipment – Many thieves have it easy because employees do not bother to lock up equipment when it is not being used. Make sure that every piece of valuable equipment is locked down in some manner. Place laptops in lockable cabinets or drawers overnight. Mobile phones make prime targets for thieves: put them into lockable drawers.
  • Institute a clean desk policy – Make sure that every employee cleans their desk before they leave for the day. All of them have locking mechanisms on their desk to hide important items from prying eyes. Ask that employees bring out only the items that are needed. Instituting the policy will also make your workplace appear more appealing for prospective clients and employees.
  • Key control – If keys are lost, stolen, or damaged, deactivate them immediately. There are only a select few who need full access to all areas of your office. When you are revamping your company’s security needs, start by giving your employees no privileges and give them higher access as needed. Limit the access to the building according to the need.

Electronic security

This section deals with the electronic security of your office. Like you do not want your physical premises to be compromised, you do not want your company’s proprietary information and data to be compromised. Your IT department should be proactive with installing firewalls and virus protections. Here are five ideas for your company’s electronic security.

The security of your computers and physical premises is dependent on specific policies that you create for your company. Train your coworkers to be aware of suspicious activities on the internet as well as in the physical realm. When you emphasize the importance of your security measures, your employees will greatly assist you in making your building safe.

This post was written guest writer James Adams who freelances at OfficeKitten.co.uk, one of the best office supplies specialists in the UK.

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9 comments on “9 Office Security Tips
  1. Ramkumar says:

    Nice Round up mate, And dude in the homepage, after each thumbnail , i can see the word ARTICLE URL i guess u missed it in ur php, check again, thanks 🙂

    • uttoransen says:

      hi ramkumar,
      about the article url, i had spotted it some time back, it is coming due to a social plugin that am keeping,
      will work on it and get it solved so that it does not display on the frontpage…

  2. Alex Smith@Forever 21 says:

    thanks for the heads up

  3. Srivathsan G.K says:

    Interesting post, thanks for your tips and insight.

  4. Madav says:

    Thanks for sharing such useful tips.

  5. Modyourpod says:

    Although the post has listed all the possible points but you have missed out on the main thing that is – Awareness. As only being aware and conscious can save you from being hacked

  6. TechChunks says:

    Using the receptionist as someone to screen those unsolicited callers/visitors sounds like a great idea. Thanks for the cool tips 🙂

  7. Daniel says:

    That is a complete advice. A data centralized storage system with backup is recommended too. No very used among some companies but it works fine for me. The company employees are allowed to access certain areas of the storage.

  8. Finally Fast says:

    Great advice! I love the idea of instituting a clean desk policy. It’s something so basic, yet so often overlooked. One would hope that one’s colleagues would be, as Modyourpod writes, “Aware and conscious” of the sensitive material that they leave sitting on their desks, but sometimes it takes a written and enforced office policy to drive the point home. Either that or some terrible incident that brings the problem to light.

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