Understanding Office Security Risks from Day One
Securing a new office space is about more than just locking doors. We often focus on furniture, technology, or branding during setup, but security is what keeps everything safe before and after opening day. It sets the tone for how seriously we take our staff’s safety and our responsibility to protect sensitive data and property.
At JL Security – Commercial Locksmith, we always encourage business owners to prioritize entry point control, especially when the space was previously occupied. In other words, it’s never smart to assume you’re the only one with access. Therefore, we recommend taking a fresh look at every access point before anything else.
Change Every Lock, Not Just the Front Door
One of the most overlooked tasks is changing or rekeying all the locks, not just the main entrance. Former tenants may have made duplicate keys for managers, cleaning staff, or service technicians. Consequently, even with a lease in hand, there’s no guarantee those keys are accounted for.
We recommend replacing or rekeying every lock in the building. That includes doors to storage rooms, back exits, IT closets, and any other entry point. Most importantly, this should be done before furniture or expensive equipment is moved in. Using Commercial Locksmith Services ensures each lock is installed professionally and secured to your specific business needs.
Audit All Entry and Exit Points
After securing locks, the next step is to audit every possible access point. This includes windows, side doors, emergency exits, and even rooftop entries in some buildings. Above all, it’s about knowing how someone could enter without your permission.
We suggest creating a checklist. Go room to room, testing the functionality of each window and door. Further, confirm that emergency exits are functional but also equipped with tamper-proof hardware. For example, panic bars with alarms can alert staff if a side exit is opened after hours.
It’s also useful to review access from underground parking, service corridors, and shared building areas. In addition, talk to the property manager about shared access control protocols for larger buildings. If possible, use your own locking hardware and avoid shared key systems unless they are part of a controlled master key setup.
Install Access Control Systems Early
Electronic access control is not just for large corporations. Today, small to medium businesses benefit from these systems, especially when employees or service vendors need entry at different times. We often see teams try to manage entry manually with physical keys, but that can become a security headache.
We suggest investing in keypads, card access, or smart locks that can be controlled remotely. That way, you can assign codes to cleaning crews, change access instantly when someone leaves the company, and review entry logs if something happens. Likewise, electronic systems offer peace of mind and flexibility as your business grows.
When using a local expert, it helps to search for a commercial locksmith near me who understands how to customize access based on your building layout and business hours.
Secure Server Rooms and Sensitive Storage
IT closets and record storage rooms need a higher level of security than general office areas. Therefore, we advise using restricted keyways or electronic locks with tracking features for any room that stores sensitive data or network hardware.
That is to say, not all locks are created equal. A regular deadbolt might work on a break room door, but it’s not enough for a space holding employee records or server racks. We also recommend installing door sensors and cameras for these rooms if budget allows. In the event of a breach, having that footage or alert system could be the difference between early detection and major loss.
Similarly, filing cabinets or safes storing financial documents should use locks with known resistance ratings. Look for hardware that has been tested for forced entry, picking, and drilling. We can’t predict every threat, but we can raise the level of protection in key areas.
Plan for Future Growth and Emergencies
Securing an office isn’t just a one-time task. Over time, employees change, vendors come and go, and emergency situations can arise. Consequently, you need a plan in place for rekeying locks, updating codes, and responding to lost keys.
One good approach is to create a written access policy. It should outline who gets access to which areas, what to do if a key or code is lost, and how frequently locks or access systems will be reviewed. Moreover, have a backup method ready in case electronic locks fail due to power outages or technical issues.
In addition, you should establish a relationship with a provider that offers round-the-clock assistance. Emergencies rarely happen during business hours. That’s why having a reliable point of contact through Contact for after-hours service makes all the difference.
Add Surveillance Where It Matters Most
Security cameras are more accessible and affordable than ever. While they don’t stop break-ins, they act as a deterrent and help you respond faster when something does happen. Most importantly, they create accountability.
We recommend placing cameras at main entrances, exits, and areas with high foot traffic. In addition, consider coverage in hallways leading to IT rooms, delivery zones, and rear access points. Ideally, use systems that store footage off-site or on secure cloud platforms. That way, even if a camera is damaged, you still have evidence.
Some offices install fake cameras to save money, but this creates a false sense of security. Real cameras with visible wiring and signage are more effective. Likewise, regularly test and maintain them to ensure they’re functional when you need them.
Lock Up Tools and Materials During the Fit-Out
If contractors are working in your space before opening day, there’s a window of vulnerability. Tools, supplies, and even furniture left overnight can attract theft. Therefore, take steps to limit how much is stored onsite before full security measures are in place.
We suggest using a temporary lockable storage cage for high-value items during fit-out. For instance, laptops, cordless drills, or computer monitors should never be left in plain sight overnight. Further, let your contractors know you’re tracking inventory, which can discourage casual theft.
It’s also smart to assign a trusted point person to secure the premises at the end of each workday. Many losses occur during transition periods where everyone assumes someone else locked up.
Don’t Skip Security for Shared or Co-Working Spaces
Even if you’re renting a private office within a co-working environment, you still need personal security protocols. In shared buildings, multiple businesses may operate on the same floor, making it easier for unauthorized visitors to blend in.
As a result, private locks on internal office doors are essential. We’ve also seen teams install standalone cameras inside their space to keep an eye on things when no one is around. In other words, don’t rely solely on the building’s security measures.
Talk to the building operator to learn what surveillance and access control systems are already in place. Above all, make sure your agreement allows you to supplement those with your own protections if needed.
FAQs
1. Should I change the locks even if the office is brand new?
Yes, we always recommend changing or rekeying locks even in new builds. Construction crews, realtors, and inspectors often have access before handover.
2. What is the best type of lock for a small office server room?
We suggest restricted keyways or electronic locks with audit trails. These provide better control and documentation over who enters the space.
3. Can I install security systems before the internet is active in the building?
Yes, many systems offer local storage or cellular options. However, full cloud features will require internet access once you’re live.
4. How do I secure glass doors in modern office layouts?
Use lockable glass door hardware, such as patch locks or smart locks designed for frameless glass. You can also add film to reduce visibility into sensitive areas.
5. What’s the quickest way to revoke access when someone leaves the team?
With smart locks or access control systems, you can disable credentials instantly. For traditional keys, rekeying affected locks is the safest move.