Office equipment and IT

Burglars usually seek high-value equipment, such as computers, printers, copiers or fax machines that are easy to remove and sell on. There are security systems to make it harder to steal this equipment even when the business is open. Your insurance company should be able to give you advice on these. In some cases, reduced premiums may be available. Your staff need to consider crime prevention as a matter of their daily routine and to challenge strangers on the premises. Many thieves succeed in walking into offices, picking up expensive equipment and walking out with it under their arm, unchallenged.

Reducing equipment visibility

The simplest crime prevention measure concerns the visibility of your equipment. If criminals cannot see what you have got, they are less likely to try to steal it. Wherever possible, place valuable equipment, such as computers, out of view from passers-by or install blinds or reflective film to prevent people looking in.

Securing equipment

There are numerous different types of security measures designed to secure your office equipment. These include the following:

• Chains and cables
  
  Chains, cables, lock-down plates, lockable clamps and similar devices can be used to secure equipment to a solid surface or structure. Many of these let staff continue using the equipment whilst in place. All of these devices frustrate the opportunist thief during working hours. These security devices offer the flexibility of securing equipment temporarily if it needs to be moved around on a regular basis. Many of them use under-desk mounting that looks nicer and reduces the visibility and access to the cables.
  
• Cages and boxes
  
  These tend to be more permanent; the systems deny access to any part of the equipment once the cage or box is locked. The cages or boxes are bolted to the desk or floor and make ideal security for items such as computer servers. The equipment can still be used even when the cage or box is locked.
  
• Local alarm systems
  
  A local alarm system is a relatively inexperience method of securing equipment or high-value goods. This type of system is often used on items in retail outlets, triggering an alarm if they are removed from a shelf/clothes rail or taken out of the store.
  
  If you need to refit your offices, use the opportunity to build these security features into the new layout. When systems are upgraded or moved about the office, remember to maintain or upgrade the security measures.

IT systems

You may need to take particular security measures for IT equipment such as:

• Workstations
  
  Criminals often target central processing units (CPUs). Therefore they should be kept out of sight as far as possible. The CPU can be kept under the desk, secured to the floor or wall. Cages or boxes are very suitable for CPUs.
  
• Servers
  
  Servers should be kept in a well-ventilated, dry cabinet or cupboard, preferably in an internal room. Like CPUs, servers can be secured in a cage or box. This not only reduces the risk of theft, but also the risk of accidental damage or being tampered with during the working day.

Portable Equipment

This type of equipment creates additional security problems. You must consider what happens when it is being used away from the office; think about its security in transit and storage away from your premises. You will need guidelines for all your staff who use portable equipment to ensure that the risk of theft is minimised.

There have been some high-profile thefts of laptops from cars, some containing secret military intelligence. To avoid losing your computers and the information contained in them, tell your staff in clear terms never to leave laptops, mobile phones etc on view in their vehicles at any time, no matter for how short a time. They must either take the equipment with them or lock it in the boot. You can get secure storage boxes to bolt to the floor of car boots or you can use locking cables or chains.

Even if cars are parked in your company car park, laptops and mobile telephones should be removed or locked away. It only takes seconds for a thief to smash a window and snatch something from a vehicle.

Some companies impose sanctions against staff who leave their company laptops or mobile telephones visible inside parked vehicles. Perhaps you could consider such a penalty system, especially to members of staff who have been repeatedly negligent.

Electronic tags can be fitted to your equipment so that should anyone attempt to remove it from your premises without authority, the tag activates an alarm. Sophisticated systems cause tags concealed within the equipment casing to be detected as they pass sensors at exit points. Tags can be fitted into any piece of equipment however small (including computer memory boards etc). Each tag contains a unique identification number, which can be detected by an electronic reader.

Laptop computers

Laptop computers are a favourite item with thieves as they are small and valuable, easy to steal, easy to carry and easy to sell on. Their size and value make them attractive to members of staff as well.

Laptop should be secured in docking units or never left unattended. Most laptops accept locking cables, which can be used to secure them to desks. Your staff should learn to lock away laptops and other high-value easily removable equipment when they are not being used.

Mobile telephones and PDAs

There have been occasions when thieves have snatched mobile telephones, PDAs (palm tops) etc from front passenger seats whilst vehicles are waiting at traffic lights. Never leave mobile telephones or PDAs lying around, whether in a car or on your desk; a thief can pocket one in seconds. Put these items in your pocket and carry them with you, even when you are working in an office.

Record the details of your phone or PDA, including the make and model, serial number, telephone number (where applicable) and IMEI number (where applicable) and keep them in a safe place. The IMEI number is unique to each phone.

To reveal the IMEI number of your mobile telephone:

Dial *#06#

Record the IMEI number safely, so if your phone is lost or stolen, you can contact your service provider so that they can block its use. You need to do this as soon as possible to prevent the thief using your number, at your expense.

Some mobile phone companies now offer a service whereby they will hold all your telephone numbers stored in your phone for easy retrieval should you lose it or have it stolen. There is a small charge for this service.

Tracking devices

Tracking devices can be fitted to more expensive items of equipment. Any property stolen can be located and retrieved rapidly. There are different types available, but all are fairly expensive.

Replacing stolen equipment

Should you have the misfortune to suffer a burglary or theft, your premises will be more vulnerable as the offenders will now know the layout of your premises and will realise you have to replace stolen equipment. Consider improving your security before installing new equipment. Remember to mark the new equipment. For full details, please see the Property Marking section of this guide. A property-marking guide is available from your local crime reduction officer.

To avoid advertising the installation of new equipment and to reduce the risk of a fire hazard, ensure any packaging is disposed off properly. Break down cartons and put them into garbage disposal units.