The key to reducing most, if not all, security problems in a tenant’s office space, is the receptionist in the reception area. He/She is one of the most valuable employees in any firm. A receptionist can make it difficult, if not impossible, for an unwelcome visitor to enter their firm’s office space. This is accomplished in the following ways:
ALL VISITORS SHOULD BE REQUESTED TO:
- State their name
- State their business
- Show identification (upon request)
- State who they wish to see
- Wait for clearance from security
The receptionist should then call the person concerned and have them meet the visitor in the reception area and escort him or her to their office. Upon completion of business conducted, the visitor should be escorted back to the reception area and shown to the door. If the guidelines are following, there should be no unwelcome visitors roaming around your office space.
It is the receptionist’s responsibility to request a source of identification from a repairman*, telephone employee, computer worker, etc. This should be obtained before an individual is allowed access into your office space. He should be escorted to the work area and escorted back to the reception area when he finishes his work. If a messenger service is required or a messenger is making a delivery, he should remain in the reception area and the party concerned should meet him there. When a sneak thief gets past the main line of defense; the receptionist and secretaries should be made aware, that the first place the thief will look for a purse is under a desk. Wallets and valuables should be locked in a desk or drawer in the office.
SECURITY IN A TENANT’S OFFICE DURING BUSINESS HOURS IS THE RESPONSIBILITY OF THAT TENANT. IF BUILDING SECURITY CAN BE OF ANY ASSISTANCE TO YOU, FEEL FREE TO CALL 212-237-2430
*250 West 57th Street maintenance employees are required at all times to have their photo I.D. displayed.
- Never leave your reception area unattended. Do not allow visitors or couriers to pass beyond the reception area unless the receptionist who is aware of the nature of their business knows them.
- Beware of the repairman attempting to pick up a machine for repair. Question the person, obtain identification and check with his office for verification.
- Never leave purses, wallets, or other valuable items on or under desk. Keep these items out of sight.
- Do not keep cash or stamps in an unlocked drawer. Valuables should be kept in a safe, if available.
- Do not carry large sums of money. Do not leave your wallet in a jacket hung over your chairs or behind your door.
- Never allow visitor traffic in storage areas. Do not make storage rooms easily accessible from the main business area.
- Be alert to persons who enter an office under the pretext of seeking employment. Keep applicants in your sight at all times. Distribute applications while you phone your firm’s personnel manager.
- Immediately report all suspicious persons, peddlers, or others purporting to be canvassing to the Management Office or the security desk. Do not attempt to apprehend or detain these persons.
- Do not allow a person unknown to you to follow you into the building when entry is required by an access card.
- Do not enter an elevator if it is occupied by a suspicious looking person. Simply walk away.
- Inspect locking hardware on your office suite doors. Notify the Building Management Office if repair or replacement is necessary.
- Do not keep valuable or moveable belongings near doors. Record serial numbers of office equipment.
- Contact the Management Office if security system access cards, or office keys cannot be accounted for or are missing.
- Report all lost security cards to the Management Office immediately so that they cannot be used by unauthorized persons.
- Always lock your door from inside when working late or early.
- Be certain that your employees who require after-hours access to the building are given access cards.
