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The Complete Security Survey


 
 

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You should do a security survey of your office or property on a regular basis. Follow this checklist. It will provide you with an overview of the level of security in your business and give you a better indication of the areas you should be addressing.

Mark the following questions "yes" or "no" as you inspect your business. Any answer marked "no" should be carefully evaluated and corrected.


A. Exteriors

Are exterior lights bright enough to allow a newspaper to be read?

Yes

No

Are exterior lights protected by wire cages over the bulbs? 

Yes

No

Are exterior lights serviced by a backup power supply? 

Yes

No

Are exterior lights around the parking lot working? 

Yes

No

Are the lights in, above, or near all entrances working? 

Yes

No

Are the lights for outdoor areas bright and working?

Yes

No

Are all fences in good repair? 

Yes

No

Are shrubs and bushes near entrances and around the parking lot trimmed to eliminate hiding places?

Yes

No

Are the fences around outdoor patios, terraces and gardens secured and in good repair?

Yes

No

Is the furniture in outdoor areas secured or locked inside the building during non-operating hours?

Yes

No

Is the trash or Dumpster area well lit? Is the lid or cover to the trash or Dumpster locked to prevent illegal dumping or someone hiding inside? 

Yes

No

Are mirrors installed on the corners of the building so an employee has a view of the sides and back of the building from the back doorway. 

Yes

No

B. Doors, Windows and Other Openings

Are all entrance doors clearly visible from either the parking lot or the street?

Yes

No

Do all entrances have shatterproof windows that allow a person to look outside before opening the door?

Yes

No

Are all doors fire-rated, self-closing and hinged on the outside?

Yes

No

Are all locks in good repair?

Yes

No

Are back doors locked during operating hours to prevent entry of intruders, and equipped with panic hardware for emergency exit?

Yes

No

Are employee entrances and other entrances/exits closed securely and locked to prevent entry of intruders?

Yes

No

Are height lines marked on the door frame or on the wall where they can be seen by employees at the cash register to help identify the height of robbers or burglars?

Yes

No

Are windows clear of posters or signs that block the view inside and outside?

Yes

No

Are all window locks in good repair?

Yes

No

Do windows, French or patio doors that open have secure working locks?

Yes

No

Are windows that can open always closed and locked when the business is closed?

Yes

No

Do all windows and skylights have strong frames, safety glass and locks or bars?

Yes

No

Are the locks on safety bars covering windows and skylights in good repair?

Yes

No

Can the window locks and safety bars be easily unlocked by employees to use as an emergency exit if necessary?

Yes

No

Are heating, ventilation, and air conditioning ducts covered to prevent entry?

Yes

No

Are heating, ventilation and air conditioning ducts at least 10 ft. off the ground?

Yes

No

C. Interior Areas

Are all interior rooms and hallways lighted well enough so that anyone in them can be seen?

Yes

No

Are there clear lines of sight between storage racks so anyone in storage areas can be seen?

Yes

No

Can any employee in a storage area clearly see the doorway and be aware if another person enters the room?

Yes

No

Are hallways free of boxes or equipment that might provide hiding places?

Yes

No

Are mirrors positioned strategically in long corridors so an employee can see along the entire length?

Yes

No

Are windows and locks on window in restrooms in good repair to prevent entry or exit of an intruder?

Yes

No

Is access to the employee locker room or break room limited to employees?

Yes

No

Are employees instructed to leave their valuables at home or locked away from public access?

Yes

No

Do employees provide their own locks for their lockers and use them?

Yes

No

Are lockers or break rooms monitored for security violations and employee safety?

Yes

No

Are time clocks and time cards in a secure location

Yes

No

D. Property and Equipment

Is all property and equipment tagged or marked with an Inventory number?

Yes

No

Is there a written inventory that lists all equipment and supplies?

Yes

No

Is the written inventory updated as necessary and stored in a safe place off premises?

Yes

No

Are employees assigned responsibility for the whereabouts and condition of equipment and property?

Yes

No

Is the inventory inspected and counted on a regular basis?

Yes

No

Are there written employee policies for personal use of equipment and property?

Yes

No

Are employees’ packages and bags checked during entry and exit from the building to prevent the removal of food, supplies or equipment?

Yes

No

E. General Security Systems

Are there procedures for making, storing, dispersing and retrieving all keys or access cards to the facilities and safes?

Yes

No

Are lock cylinders or access codes kept secret and changed as necessary?

Yes

No

Are security controls in place and used for all point-of-sale and office computer systems?

Yes

No

Are computer access codes kept secret and changed as necessary?

Yes

No

Are policies in place against allowing former employees/ acquaintances/relatives or current employees in the facility after closing, or in restricted areas during business hours?

Yes

No

Are signs posted to deter theft (such as "Cash register has less than $20," "This business is protected by an alarm system" and "Employees cannot open safe")?

Yes

No

Have employees been told not to give out information about operating and security procedures to guests, telephone callers and outside contractors/vendors?

Yes

No

Are identification badges, nametags or uniforms used to identify employees?

Yes

No

Are employees required to park far enough from the building so that they cannot transfer stolen items to their vehicles?

Yes

No

Are employee arrivals and departures restricted to certain times and doorways?

Yes

No

Is employee access to the building restricted on days off?

Yes

No

F. Sensor and Alarm Systems

Are sensors and alarms used for each entrance, all storage areas, cash register and safes?

Yes

No

Are sensors and alarms properly set?

Yes

No

Are sensor and alarms maintained in working order?

Yes

No

Are alarms tested regularly by the supplier?

Yes

No

Are employees trained in the policies and use of alarm and sensor systems?

Yes

No

Do employees know what to do in the event of a false alarm or accidental triggering?

Yes

No

Are all security systems and security-related renovations checked against accessibility requirements?

Yes

No

G. Security Personnel & Contracted Security Services

Do security officers arrive and leave on time?

Yes

No

Do security officers follow all established procedures for patrols and other duties?

Yes

No

Do security contractors or guards submit reports?

Yes

No

Are security reports submitted in a timely manner?

Yes

No

Are security reports detailed and accurate?

Yes

No

Are security officers well trained and competent?

Yes

No

H. Cash Management Procedures

Cash Registers

Are cash registers located in central areas and not near exits?

Yes

No

Is lighting over all cash registers bright, to ensure visibility from the street and from other rooms?

Yes

No

Is access to cash registers limited to certain employees?

Yes

No

Are there written employee policies for the handling of money and receipts?

Yes

No

Are employees who handle cash transactions trained in cash handling procedures?

Yes

No

Have employees signed a cash-handling policy statement?

Yes

No

Are all employees who handle cash, checks and credit cards trained to recognize forgery and counterfeit money, money orders, traveler’s checks and driver licenses and how to deal with con artists?

Yes

No

Are managers required to oversee all corrections of errors in cash register entries?

Yes

No

If your point-of-sale system allows the handling of cash, are cashiers required to make deposits in drop safes?

Yes

No

Are hourly drops for money required?

Yes

No

Are employees who handle cash instructed in policies regarding cash back on checks, credit cards or gift certificates?

Yes

No

Before opening, are cash registers supplied with a minimum amount of cash?

Yes

No

Are receipts generated for each cash register transaction?

Yes

No

Is one transaction completed and rung out before another is begun?

Yes

No

Are cash drawers to all registers kept closed and locked between transactions?

Yes

No

Are "over-rings" and "voids" on point-of-sale computers and cash registers approved by managers before transactions are completed?

Yes

No

Are tape receipts reconciled with cash in the drawer at least once each shift?

Yes

No

Is excess cash removed from registers during the day to prevent a build-up of cash on hand?

Yes

No

Are cash and credit card receipts removed from the facility or securely locked away after each business day?

Yes

No

Safes

Is money counted only behind a closed, locked door?

Yes

No

Are all receipts counted and cash deposited and secured in a safe at the end of the day?

Yes

No

Are safes equipped with secure one-way drop slots for deposits?

Yes

No

Are safe combinations written down and kept in a secure location?

Yes

No

Are safes secured to the floor or wall so they cannot be removed?

Yes

No

Are safes kept locked at all times?

Yes

No

If the safe is in a manager’s office, is the office locked when the manager is not inside?

Yes

No

Bank Deposits

Does the manager oversee the preparation of money for bank deposits?

Yes

No

Are deposits made by different managers or employees?

Yes

No

Are deposits made in a timely manner so that cash does not build up to high amounts?

Yes

No

Are deposits sent to bank by armored car or bonded messenger?

Yes

No

Is money to be deposited in the bank in a bag or package that does not look like a bank deposit bag?

Yes

No

If the manager or an employee takes deposits to the bank, is the route, the day and time of bank deposits varied constantly to prevent a predictable pattern that robbers might follow?

Yes

No

While at the bank, do employees know not to talk to anyone except the teller?

Yes

No

If a night deposit slot or box at the bank is used after hours, do employees know they should not approach it if other people are standing around?

Yes

No

Do employees know to report any unusual occurrences they may notice on the way to or while they are at the bank?

Yes

No

Are bank receipts received and maintained on file for all deposits?

Yes

No

Accounting Procedures

Are checks and deposit slips locked up?

Yes

No

Is access to checks, deposit slips and receipts divided up by two or more managers or employees to provide a system of checks and balances in accounting procedures?

Yes

No

If applicable, are the bonding requirements for employees met?

Yes

No

Are all payments made by check countersigned by Bonded signatories?

Yes

No

Are bank statements promptly reconciled against deposit records and checks issued?

Yes

No

Are both regular and unannounced audits performed?

Yes

No

If paychecks are generated on a back-office computer, are these checks and access to the computer system limited to the certain individuals and kept locked?

Yes

No

Is petty cash kept to a minimum and properly secured?

Yes

No

Are receipts for petty cash recorded and balanced regularly?

Yes

No

Are security paper and/or security features used to prevent illegal duplication or alteration of paychecks or gift certificates produced by an on-site computer?

Yes

No

Is there a record-keeping system to monitor the disbursement and receipt of gift certificates and coupons, so they cannot be duplicated or used more than once?

Yes

No

I. Employee Work Procedures

Do employees understand the legal definition of theft, and the business definition?

Yes

No

Have all employees received, read and signed a written policy on security procedures, including theft, drug and alcohol abuse, harassment and the employees responsibilities for compliance?

Yes

No

Do employees understand company actions in the event of a policy violation?

Yes

No

Have employees signed a consent form to follow all established policies and to abide by actions taken in the event of a violation?

Yes

No

Are signed employee consent forms kept on file by the manager?

Yes

No

J. Opening and Closing the Facility

Are security practices integrated into procedures for opening and closing?

Yes

No

Are there written policies for employees who open and close the facility?

Yes

No

Is a manager always present for opening and closing?

Yes

No

Are employees trained in opening and closing procedures?

Yes

No

Do employees work in teams to open and close?

Yes

No

Do employees inspect the exterior of the building for signs of a burglary or vandalism before entering?

Yes

No

Do employees observe anyone who might be in the area before unlocking and entering the business?

Yes

No

Do employees lock the door behind them and keep it locked until it’s time to open for business?

Yes

No

Are employees told to allow only scheduled employees to enter the business before opening hours?

Yes

No

Do employees make a complete inspection of the facility before closing to confirm no one is hiding inside? Including the restrooms?

Yes

No

Are employees told not to let in anyone after closing?

Yes

No

Are all doors locked promptly at closing and kept locked until while any employees are in the business?

Yes

No

Do employees follow all opening and closing procedures?

Yes

No

K. Taking Out the Trash

Is trash taken out together by two or more employees?

Yes

No

Is the back door closed and locked after the trash is dumped?

Yes

No

Is trash only taken outside to the Dumpster before dark?

Yes

No

Are trash cans, non-flattened boxes inspected by a manager to see that no merchandise or supplies are being removed from the business?

Yes

No

Are Dumpster and trash enclosures kept clean, neat and uncluttered to minimize hiding places?

Yes

No

Is the trash compacted at the time it is deposited in the compactor?

Yes

No

L. Working with Vendors

Is vendor access to the restaurant limited to specific times, entrances and areas within the building?

Yes

No

Are vendors supervised by a specified employee or the manager while they are on the premises?

Yes

No

Are manager-approved purchase orders required before ordering supplies?

Yes

No

Are all shipments/supplies immediately checked against invoices?

Yes

No

Are all received supplies spot-checked as necessary for correct quality and quantity ordered?

Yes

No

Are all received supplies removed from the dock/receiving area to storage as soon as possible?

Yes

No

Are boxes and "empties" removed by vendors checked to make sure supplies or equipment are not being hidden inside?

Yes

No

Are all stock supplies given inventory numbers and rotated to ensure use?

Yes

No

Is a written inventory maintained and updated daily or weekly for everything in stock/storage?

Yes

No

M. Working with Contractors

Is access by a contractor limited to specific times, entrances and areas within the building?

Yes

No

Are contractors supervised by a specified employee or the manager while on the premises?

Yes

No

Are contracts reviewed by a lawyer or the legal department before they are signed?

Yes

No

If necessary, is approval granted for a contract before it is signed?

Yes

No

Are records or reports of all work performed by contractors compared to terms in the contract and kept on file?

Yes

No

Management Work Procedures

Is access by a contractor limited to specific times, entrances and areas within the building?

Yes

No

Are contractors supervised by a specified employee or the manager while on the premises?

Yes

No

Are contracts reviewed by a lawyer or the legal department before they are signed?

Yes

No

If necessary, is approval granted for a contract before it is signed?

Yes

No

Are records or reports of all work performed by contractors compared to terms in the contract and kept on file?

Yes

No

N. Training and Monitoring Employees

Is local or first-line management involved in security training for employees, security inspections and communication about security policies?

Yes

No

Are new employees aware of the serious effects for the business, and their own livelihood, from even small thefts or security policy violations?

Yes

No

Have employees received training in security procedures and policies?

Yes

No

Have employees been trained to use the security systems?

Yes

No

Are work schedules posted and changed only with the manager’s permission?

Yes

No

If employees are assigned to report and correct safety violations, are they given the training, time, and authority to carry out these assignments?

Yes

No

Are employees uncomfortable about reporting security violations to management?

Yes

No

Are employees provided with recognition or incentives for following security rules?

Yes

No

Are employees given praise for noticing security violations and bringing them to the attention of management?

Yes

No

O. General Management Practices

Is senior management involved in creating security policy and regularly informed of security issues?

Yes

No

Are all employee records and files kept confidential and locked?

Yes

No

Are references checked for each job applicant?

Yes

No

If drug testing is used, are signed permission forms obtained from the employees when hired and kept on file?

Yes

No

Are the results of drug test kept confidential and locked up?

Yes

No

Is local management trained to recognize signs of theft, drug and alcohol abuse or severe employee discontent?

Yes

No

Are exit interviews conducted and written notes from these interviews kept on file for dismissed employees and those who chose to leave?

Yes

No

P. Guest Security

Are signs warning about possible security dangers posted near the parking lot, entrances, guest coat racks, and restrooms where guests can easily read and understand them?

Yes

No

Are guests’ coats and their belongings checked using proper checking procedures and receipts?

Yes

No

If valet parking is provided, are proper procedures used for parking, storing keys and returning cars?

Yes

No

Are guests protected from assaults by employees, other guests and intruders?

Yes

No

Are there written procedures for employees that describe how to protect guests from other guests, intruders or emergencies, such as unruly crowds?

Yes

No

Are there report forms for the use of employees or managers to record incidents involving theft or customer property or unruly behavior?

Yes

No

Q. Procedures for Handling a Security Emergency

Is there a written policy for dealing with theft, robberies, alarm responses, threats and other security issues?

Yes

No

Are report forms accessible to employees to fill out in the event of an incident?

Yes

No

Do employees finish reports on time and accurately?

Yes

No

Have employees been trained in the procedures for handling a robbery, violence, and other security situations?

Yes

No

Is there a poster or sticker near all telephones with emergency procedures and numbers?

Yes

No

Is the name of the business, street address, and telephone number written on or near all phones?

Yes

No

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