You may think that workplace security is a job for management, security patrols, surveillance cameras, and the police. And to some extent it is. But in order to maintain a safe and secure workplace, we all need to become involved.

Today, we’re going to talk about what you can do to help make our workplace safer and more secure. And there’s quite a lot to talk about, so let’s get going.

Session Objectives

The main objective of this session is to make you aware of security risks and what you can do to help prevent security breaches. By the time this session is over, you should be able to:

• Understand the company’s security policy and procedures.
• Take personal security measures on the job and commuting to work.
• Identify requirements for protecting computer networks and sensitive business information.
• Help prevent workplace theft.

What You Need to Know

During the session we’ll discuss:

• Security policy and procedures,
• Personal security procedures,
• Computer security,
• How to protect sensitive business information, and
• How to help prevent workplace theft.

What’s at Stake

• The stakes involved in workplace security are high. Nationwide, crimes against businesses are increasing. Companies like ours have to be concerned about theft of equipment, inventory, trade secrets, computer information, and money. We also have to take steps to prevent other security risks such as arson, vandalism, and workplace violence.
• But workplace crime not only affects the company management, it also affects you. You want to feel safe at work. In fact, feeling safe at work was ranked third among the top five priorities of job satisfaction by employees polled by the Society for Human Resource Management.
• And then we have to be concerned about compliance with OSHA regulations, too. The Occupational Safety and Health Act makes us responsible for providing you with a safe workplace, and this includes security.

Security Policy: Standard Procedures

To keep our facility secure and to keep you safe, we have established security policies and procedures designed to prevent crime in the workplace. For example, our policy requires visitors to sign in and be escorted inside the facility. This helps keep out people who have no business being in the building. We also ask you to be careful not to let strangers into the facility through employee entrances, but send them to Reception at the front door instead.

Our policy requires you to report a lost or stolen ID immediately. And we ask you not to lend ID, access cards, keys, or any other security-related item to anyone—inside or outside the facility. Our policy also includes a reporting system for any security problems you notice. For example, you should promptly report:

• Problems with security systems or equipment
• Suspicious activities or individuals
• Anything that makes you uneasy or leaves you feeling insecure

Following company security policies and procedures is important to your safety. So if you have any questions about this information, be sure to ask your supervisor.

Security Policy: Key Measures

In addition to our security policies, we take other important steps to make sure that the facility is secure:

• We use security equipment such as surveillance cameras and alarm systems.
• We use security patrols to keep an eye on the facility and its perimeter.
• We inspect work areas regularly to make sure that required security precautions are being taken.
• We make sure lighting is adequate and replace burned-out lights promptly both inside the facility and outside. You can help by reporting any lighting problems you notice.
• We also check entry points that give access to the facility, such as doors, windows, gates, and fences, to make sure they are securely locked when not in use.

Think about some of the other security measures you’ve noticed around the facility and how they help protect us all.

Security Policy: Keeping Criminals Out

Another way we try to improve security and decrease the threat of crime in the workplace is by careful preemployment screening. We want to make sure that we’re hiring people who won’t be a threat to the company—or to you.

In order to make sure that security risks don’t walk through our front door in the form of new employees, we do two important things when hiring:

• We check applicant’s references to make sure that there have been no security-related problems in their past employment.
• We also conduct more extensive background checks on people applying for positions that would give them easy access to the company’s financial assets or sensitive information.

Security Policy

Now it’s time to ask yourself if you understand the information that has been presented so far:

• Do you understand what we’ve discussed about security policy and procedures?
• Do you understand the other specific steps we take to make the facility secure?

It’s important for you to understand the security measures the company is taking so that you can contribute to this effort.

Now let’s continue to the next slide and look at some personal security measures you need to take.

Personal Security: On the Road

As much as we do to make sure you are safe and secure inside the facility, you could be still be vulnerable to crime on the road—either when you’re commuting to and from work or when you’re driving on company business. Think about taking personal security precautions like these when you’re on the road:

• Keep windows up and doors locked, whether driving or parked.
• Stay on roads you know well and that are well traveled and well lit, whenever possible
• Keep vehicles in good running condition, and always have at least a quarter tank of gas.
• Never pick up strangers.

But there’s more to personal security on the road, as you’ll see in the next slide.

Personal Security: On the Road

What would you do if your vehicle broke down on your way home after dark? Or early in the morning on your way to work? Or on a road without much traffic? Here are some suggestions:

• Tie a flag on your antenna, put the hood up, or light a flare.
• Call for help if you have a cell phone.
• Stay in the car, doors locked, until help arrives, unless you need something outside of the car.
• If someone offers assistance, ask him or her to call the police or emergency towing service for you.

Hijackings are another possible security problem on the road. What should you do if you feel threatened or as if you’re being followed? The best strategy in a situation like that is to drive to a police station or drive to the nearest well lit area with people around, such as a shopping center or gas station, and call the police once you get there. If you can, try to get the license number of the car you think is following you. Think about other security precautions you should take when commuting to work or driving on company business.

Personal Security: On the Street

If you walk to work or if your work takes you outside the facility during your shift, you also need to be careful on the street. Here are some helpful personal security tips when you’re on foot:

• Stay with the crowd on well-traveled streets and use well-lit streets when it’s dark.
• Avoid shortcuts through tunnels, alleys, parks, and other dark and isolated areas.
• Walk briskly and confidently, head up, and alert to what’s around you. For example, watch out for people stepping out from doorways and parked cars.
• Avoid wearing headphones and listening to music while you walk. You won’t be as aware as you need to be of your surroundings.
• Avoid wearing expensive jewelry or at least keep it out of sight.
• Carry your purse, briefcase, or other items close to your body.

Think about other security precautions you can take on the street.

Personal Security: Public Transportation

If you commute to work on public transportation, you need to think about personal security then, too. Whether you use a bus, subway, or train, keep safe by remembering these security precautions:

• Have your fare ready in your hand so that you don’t have to take out your wallet.
• Stand well back from the edge of a subway or train platform and avoid entering an empty subway or train car.
• Choose a safe seat. On a bus, sit near the driver. On a subway or train, try to sit near the conductor.
• Sit up straight, and stay awake and alert while traveling.
• Hold onto your purse, briefcase, or packages.
• Don’t return stares or comments.

Think about other security precautions you should take when commuting to and from work on public transportation.

Personal Security: Parking Areas

Parking areas on the street or even on company grounds can be dangerous places as well, especially when it’s dark. Here are some recommendations that can help you keep safe:

• Always lock your vehicle and roll the windows up all the way when you get out.
• Try to walk with other people to and from the parking area. If that’s not possible, walk quickly, don’t get too close to parked cars, and carry a flashlight after dark.
• When you approach your vehicle, have the key ready.
• Check the floor and front and back seats before getting in.
• Lock your vehicle as soon as you get in.
• Report any strangers hanging around parking areas or other suspicious activity to Security or call the police.

Think about other security precautions you should take in parking areas, either at work or in malls, shopping centers, and so forth.

Personal Security: Working Late or Alone

When you work late or alone, you need to take special precautions:

• Make sure someone knows you’re in the building and keep near a phone.
• Keep your work area well lit and keep doors locked, if possible.
• Keep alert for unusual noises and movements.
• Be extra cautious when using rest rooms, elevators, or stairways.
• Alert someone when you’re leaving, and be cautious leaving the building and walking to and through the parking area or to public transportation.

Think about other security precautions you should take when working late or alone.

Personal Security: Intruders in the Building

If you encounter an intruder in the building, you need to act sensibly, in a way that won’t provoke an incident in which you could get hurt.

• First of all, don’t confront the person. If an intruder runs when he sees you, fine.
• Let him go.
• If he stands his ground, just continue on your way and try to act unconcerned. If he tries to speak to you, lead him to believe that there are other people in the building.
• As soon as you get away to a safe place, lock the door and call the police.
• While you’re waiting for help to arrive, make notes about the intruder’s appearance and pass this information along to the police.

Personal Security: Signs of Violence

The potential for violence is another workplace security issue that you need to be aware of and prepared to deal with. Especially important is being alert to signs of possible violence. For example, watch for troubling behavior such as that of someone who:

• Makes threats or intimidates others
• Gets very angry easily and often and uses abusive language
• Talks about weapons or brings them to work
• Believes others are out to get him or her
• Blames problems on others and holds grudges
• Demonstrates extreme mood swings or seems to be suffering from extreme stress

Think about other troubling behavior that might indicate that a person is about to become violent.

Personal Security: Violence Prevention

You can also take other steps to prevent workplace violence or deal effectively with potentially violent confrontations.

• The most important prevention tactic is to report any threats or troubling behavior to your supervisor right away.
• It’s also a good idea to arrange a danger signal with co-workers so that you can warn one another in the event of a violent confrontation.
• If prevention fails and you are confronted by a potentially violent person, try to run away if you can and call for help.
• If you can’t get away, remain calm, show respect, do what the person tells you, and don’t do anything to provoke him or her. For example, never argue with a violent person or tell the person he or she is wrong to be upset.

Personal Security

• Do you think you understand what you need to know about personal security in the facility, on the road, and coming to and going from work?

It’s important that you understand the points we’ve discussed about your personal security.

Now let’s continue to the next slide, and we’ll discuss computer security.

Computer Security

Computer security is a key element in protecting important business information these days. The technology that improves productivity can also pose security problems. That means it’s vital to take steps like these to ensure adequate computer security:

• Use strong passwords. Choose passwords that are difficult or impossible to guess. Give different passwords to all accounts. And change passwords if you suspect security may have been breached.
• Make regular backups of critical data. Backups should be made at least once each day, or a full backup can be performed weekly, with incremental daily backups. Backups should also be verified at least once a month to make sure they are functional.
• Use virus protection software and update it regularly.
• Use a firewall as a gatekeeper between your computer and the Internet.

Of course there’s more to computer security, as you’ll see in the next screen.

Computer Security (cont.)

Some other important computer security measures include:

• Not keeping computers online when not in use. Either shut them off or physically disconnect them from the Internet connection.
• Taking advantage of your software’s security features. Check the “Tools” or “Options” menus for built-in security features. Also check Web browser and operating system software for options for increasing online security.
• Not opening e-mail attachments from strangers. Attachments are a common method of spreading computer viruses.
• And regularly downloading security patches from your software vendors.

Think about other security measures you take in your job to protect computer networks and information.

Protecting Sensitive Business Information

We take many precautions to protect sensitive business information, whether it’s on our computer or in our files. By sensitive information, we mean things like trade secrets, customer lists and information about customers, marketing plans, financial data, and your personnel files and medical records.

• Among the precautions we take are simple and practical measures, such as locking doors and file cabinets and restricting access to computer networks and e-mail.
• We also limit access to sensitive information on a need-to-know basis. Only employees who need the information to do their jobs will have access to it.
• If you work with sensitive information, expect your work to be monitored. It’s not that we don’t trust you, but we have to make sure that this information is well protected.
• We may also change computer passwords that allow access to proprietary information or card codes that allow admission to secure areas of the facility when necessary—especially when an employee with access to sensitive information leaves the company.

Preventing Workplace Theft

Now let’s talk about preventing workplace theft. Unfortunately, it’s a problem we all have to deal with.

• Your own personal property, especially valuables, could be stolen at work unless you keep them locked in your vehicle, in a locker, or locked desk drawer.
• We also need to be concerned about theft of company property. That’s why we ask you to follow established rules for security materials, tools, and equipment that might be the target for thieves.
• We also ask you to keep access doors closed and locked when not in use.
• Please report missing personal or company property to your supervisor right away so that we can investigate and try to get the items back.
• Also, report any suspicious activity in or around the facility. It may be a theft in progress.

There are also other ways you can help prevent workplace theft, as you’ll see in the next slide.

Preventing Workplace Theft (cont.)

Depending on your job, you may be able to help prevent workplace theft by taking other important actions. For example:

• Logging in materials when they are delivered to the facility
• Checking orders and paperwork against goods when receiving or sending out shipments
• Following established rules for tracking inventory counts, like signing out items that you take from inventory
• Keeping a close eye on accounts if you work with money, customer payments, or other jobs that involve the company’s financial assets

Can you think of other ways you could help prevent workplace theft?

 Key Points To Remember

Here are the main points to remember from this session on Workplace Security:

• Workplace security is a priority for us all.
• You play an important role in helping to keep the workplace safe and secure.
• Make sure you understand our security policy and procedures and do your part to support them.
• Take precautions to protect your personal security on the job and commuting to work.

This concludes the Workplace Security training session.

Download our complete training resources on workplace security for your safety training