Business Security For Small Organisations

Small businesses can often be the preferred targets for criminals, as unlike larger companies they often don’t have the specialised security technology to prevent burglars gaining entry into their premises. Small businesses can be dramatically affected by a break in and in some cases; the damage can be so detrimental to the organisation that it forces them to close down. According to a national survey by insurers Zurich, Scotland is ranked fourth in the UK for incidents of crime against businesses. In the last three years crime has cost small and medium businesses in Scotland over £150 million, so what can small business owners do to minimise the risk of their business becoming a victim of crime?

Karen Pugh, facilities manager at Enterprise North East Trust says, "Security should be a priority for businesses of any size, but for smaller companies it should be at the top of their list, as they are often less-protected than larger organisations, the effects of a security breach can be significantly greater. The security risks that businesses face will depend on their type of operations, location and premises. To minimise risks to your business you should have a security policy that defines the security rules that the business should follow, for smaller companies this document may be very short, but it will be very worthwhile in highlighting security issues across the company. 90% of all crimes are opportunistic and your exposure to them can be reduced by establishing some basic security measures."

Before installing any security measures it is important to have a good understanding of the principle areas of your business that are vulnerable to crime, in order to protect them. You can seek guidance from a crime prevention adviser, they will be able to carry out a security risk assessment to identify any major issues and help you to draw up an action plan to tackle them. Insurance policies can also be a good indicator of the minimum levels of security that must be followed, then should a break in occur, you can be sure that you will have fulfilled the necessary procedures for the insurance company to pay out on your claim. The main areas that small businesses need to be aware of are their premises, staff and electronically stored information.

As the clock strikes 5pm there can often be a mass exodus as everyone rushes to leave the office and as a result, ensuring that all exterior windows and doors are secured can sometimes be overlooked. This simple mistake can offer a would-be thief the entrance they have been looking for. Raise your employees’ security awareness by issuing guidance notes to all staff so that everyone is aware of your security policies and procedures. It is worth appointing individuals who are responsible for locking up and ensuring that all exterior doors and windows are closed and securely locked before leaving. If you share your office with other businesses, fit locks on each of the office doors that you rent and lock each of these at night when you leave. This means that should a burglar gain entry through the main communal door, they cannot access the internal offices if they are locked securely. Doors should be secured using five lever mortice deadlocks. Windows can be given extra strength by choosing strong materials such as laminated glass and window locks should contain bolts that screw into the window frame.

Installing a burglar alarm can often deter thieves from trying to break in and once in place, the system should be regularly tested to ensure that it is in good working order. The alarm should be connected to a central response station who will alert the police if a break in occurs. Alarms can also help small businesses to lower their insurance premiums, as some policies will indicate security measures that are required for adequate insurance cover. Any dark areas such as rear entrances, fire escapes or access lanes should be lit up by security lighting. So when anyone or anything comes near these areas they will be picked up the light sensors. Similarly entrance and exit points which are masked by dense foliage should be cleared so that they are not restricted from view. If your building has a flat roof, which is overlooked by windows this offers a perfect entry point for criminals. Try putting items onto the roof to stop people from being able to walk on it or bar and lock the windows to restrict access. Another deterrent is surveillance technology such as CCTV, when used alongside other security measures it can be very effective in preventing crime. All external areas should ideally be under camera surveillance, but for advice on the best areas to monitor it is advisable to speak to your local crime prevention officers. They will work with you to assess your premises and identify any potential risks. However, CCTV can be quite expensive for a small business, so it may be more worthwhile for them to put up dummy cameras, as they also work very well in deterring criminals from coming near your premises.

If your premises can only be accessed by using a key, it is important that you control and account for key-holders and allocated keys, restricting access to trusted, senior members of staff. All keys should be stored in a secure key box with the master key being hidden away and protected. Businesses which are located in a shared building can further protect their premises by using a buzzer entry system, therefore unexpected or unknown callers cannot access the building without you allowing them inside. For businesses that do not have a reception area it is advisable that a member of staff goes to the main door to speak to the caller, rather than letting them come into the office. Reception areas can be the first barrier to entry for criminals. Every person who enters the building should sign in and be issued with a visitor pass and the person they have come to visit should be notified of their arrival and meet their visitor at the reception area, then escort them to their office. Once the meeting is finished, the visitor should be taken back to the reception area and signed out. Reception areas should never be left unattended so implement rota systems so that a member of staff is always available to cover lunch and toilet breaks.

Leaving valuables on show in your car gives thieves an open invitation to break in; and the same goes for your office. Items such as laptops, mobile phones, CD players, cameras, briefcases or handbags are objects of desire for burglars peering in through the office window. Consider moving computer equipment away from windows and ensure that mobile phones are taken home or locked away at the end of the night. Also make sure that expensive items are not left lying around and that all bank details, cheque books and credit cards are locked away from prying eyes. If your windows are fitted with shutters or blinds, make sure that these are closed at night before you leave, this can prevent any equipment near a window having to be moved. Extra measures of protection can help to prevent burglary in the first place. Postcoding your property using a UVA pen, can deter thieves as identifiable property is more difficult to handle, dispose of and can help the police to return your property if it is found.

Confidential information in the wrong hands can have devastating effects for a small business. Identity fraud is becoming an increasing problem for businesses and individuals across the UK and cloning is a process whereby criminals will create a fictitious identity from stolen data and use the identity to purchase goods by fraud. Criminals create a clone by using items such as bank statements, BACS details, invoices, delivery notes, pin numbers, credit card statements, corporate credit cards and cheque books. To prevent criminals from gaining access to this information any of these items must be destroyed using a shredder, preferably one which cross cuts the information, when it is no longer needed. Cheque books and credit cards should be locked away in secure drawers and not left on desktops for criminals to take. Also never keep large amounts of cash on the premises overnight, pay all staff electronically using BACS or by cheque and bank all incoming cheques or takings at the end of the day to reduce the risk of it being stolen.

Karen says, "Putting these security measures in place can prevent your company from being one of the 90,000 business owners affected by a break in each year. For small companies that are not in a position to implement security measure, a fully serviced business centre can be the most viable option; they are fully equipped with the latest security technology and offer reception services and secretarial support. Therefore companies can operate with the peace of mind that their security issues are in hand."

Notes to Editors:

• Enterprise operates business centres in ten areas including Aberdeen, Huntly, Ellon, Fraserburgh, Peterhead (Burnside and Glebefield), Banff, Aboyne, Westhill and Inverurie (Thainstone and Crichiebank). The business centres located in Fraserburgh, Peterhead (Burnside), Ellon and Westhill are managed by Enterprise in partnership with Aberdeenshire Council.