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Office Space, Securing an Office Space |
The question of whether an office space should be secure is not the issue. The issue is how secure the office space should be. Each office space can vary in degree of security. What items should be considered for extra security?
There are several things that might be considered for extra security when deciding how secure an office space should be. One thing is customer files. Depending on the information in customer files, the office space may contain locking file drawers to keep them secure. Some files contain social security numbers, addresses, phone numbers or credit card information. Depending on how many employees access the office space or how many customers access the office space, the probability of someone steeling the information should be considered. While every office space holds the possibility of theft occurring, some run a higher risk then others.
If there are few customer files, it might be necessary to lock only one drawer of the desk, or just the door to the office space. If there are several different office spaces that share customer files, it might be better to have a central location that each office space has access to for secure storage. If the customer files are in high volume, consider making a separate office space specifically for customer file storage. This office space might also be used for employee files or business partners.
Another thing that might require extra security is proprietary information. Many companies have things that should not be shared beyond the company and its employees. If an office space contains information vital to the company, that information may require extra security. The volume and type of that information should determine the amount of extra security needed. If the information is hard copy, it will be handled differently then if it were saved in a computer file. If the office space is running out of room for files or proprietary information, consider archiving the information. Older information can be scanned in and downloaded on computer files and then hard copies can be destroyed properly.
Computers and equipment should also be considered for extra security. In an office space, equipment can consist of high value items. Computers, fax machines, scanners and copy machines and items specific to the business. Not only are the computers high value, but the information in the computers can be confidential as well. Each office space should have procedures for securing the high value equipment, whether it is simply locking outside doors, or a lock on each office space. An office space might be created strictly for equipment. In the same instance, having the ability to lock a computer might also be desirable. Computers can be locked with a password. Each person in the office space can have their own password, or they can share a password.
In closing, security is always a concern for any business. How secure a business is will depend on the information kept in the office space, the equipment kept in the office space and the information kept in the computers. |
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