Many people feel that working in an office is safe than working in a factory. But, only mere safety precautions are taken in an office. So, accidents do happen in the modern office. Minor accidents like cuts by razor blades, left loose in desk drawers require first aid. So, First Aid Box should be kept in every office.
Accidents cause loss of time, discomfort, low employee morale and loss of property. Hence, there is a need of adequate and proper safety arrangements in the modern office.
Need for Security in Office
The paramount important function of modern office is the preservation of documents and records for future reference. Therefore, all documents and records should be kept under proper security. A special officer can be appointed to preserve the documents. No record or document should be taken out of the office premises by any person without getting any prior permission from the special officer. A separate room accepts the special officer.
All documents do not enjoy equal importance. Important and valuable documents like share certificates, debentures, deposit receipts, title deeds, bill of exchange, promissory notes, contracts, cheque books, registration documents etc, are kept in bank lockers. The remaining documents can be taken to prevent the possibility of theft and destruction of office records.
The special officer should be held responsible for any theft and destruction of office records or documents.
Precautions to be taken to ensure Security in Office
In addition to the above, the following precautions should be taken to ensure office security.
1. Fire Precautions
Adequate fire precautions should be taken to preserve the office records and documents. Specially built safes may be used to protect valuable documents. The handy office machines can be kept in admires under lock and key when not in use.
2. Regulating Entry
There must be a single entrance for visitors. Entrance must have a watchman or security guard. Entry of all visitors should be checked at the entrance.
Nobody should be permitted to enter without an identify card or pass. Briefcases and bags of visitors should either be checked or kept at the entry gate.
3. Security Arrangements
Extensive security arrangements should be made in a large organization. A large number of caretakers, guards and house keepers are employed to take charge of the building after office hours. If there is any loss furniture, equipment or records after office hours, the caretakers are held responsible.
During office hours, an employee who is handling the records responsible for loss or damage. Guards are employed as a special security measure in some organizations.
4. Safeguarding Premises
Office premises should be well guarded against security risks. All doors and windows should be fastened and fitted with iron mash. During the night, a separate person should be posted as night watchman. Doors should be locked properly and keys should be kept under the custody of the security officer.
A dwell designed burglar alarm system should be installed to alert the security staff. Guard dogs or patrol dogs may be used in addition to watchman during night.
5. A fidelity Guarantee Insurance
An employee may be indulged in defalcation, fraud or embezzlement. Hence, a policy may be taken to cover these type of risks. Individual or group insurance may be taken on the need basis.
The character, status and past record of the employer and employee, the value of cash, gold and goods handled by employees and the kind of internal control exercised by the employer himself over his employees are the factors to be considered while fixing premium of a fidelity policy.
6. Cash or Bond Security
Generally an employee who is handling cash required to deposit specified amount of money with the organization or to execute a guarantee bond from some responsible or reputed person or persons as a security measure. Usually, banks demand deposits of cash security from the cashiers and go down keepers employed by them.
7. Reference Checking
The employer may check the references given by the candidates while recruiting employees. Besides, the employer can collect information like character, past record, behavior etc. of employee from the reference. This type of verification helps the employer to wipe off the undesirable persons from employment. In special cases, police help may be taken to verify the antecedents of the new recruits.
8. Identity Cards
All employees must be given cards or badges; they are requested to keep the cards or badges during office hours. This will prevent proxy and check on unwanted persons.
Well built and completely locked safes are a very good protection against fire and theft. The keys of safes must be numbered, registered and kept under the control of a responsible person. The method of handling the keys is issued in written form.
A key movement register may be maintained. All duplicate keys should be kept under the control of a senior or responsible officer. A thorough enquiry and verification should be made in the case of loss of key and a new lock should be installed.