We spend a lot of our time in the office. It’s where we work, meet with clients and discuss important business matters. But how secure is our workplace actually? Access control, video surveillance and alarm systems are important factors to ensure security in the office. We show you what measures you can take to protect your office from break-ins and theft and how modern technologies can help.
Access control in the office: How to protect your company from uninvited guests
When it comes to company security, it is important that you prevent unauthorised access by means of various measures. Access control regulates entry to certain areas in the office building. For example, that only employees have access to sensitive data or that visitors must sign in before entering the building.
Access control is implemented in different ways. One possibility is to issue key cards or codes only to authorised persons. Biometric methods such as fingerprint scanners are also used. It is important that the systems function reliably and that they react quickly in an emergency.
It is important to note that access control is not the same as access control. The latter is about who has access to what information – i.e. who is allowed to view or edit what data. Access control should also be part of the security strategy and is realised through different authorisation levels in the IT systems.
Access control in the workplace: When does the works council have to agree?
When it comes to office security, the introduction of access control may be necessary. But does the works council have to agree? Basically, access control is a measure to monitor and control people. It is therefore a matter subject to co-determination under section 87(1)(6) of the Works Council Constitution Act (BetrVG).
This means that the employer must inform the works council before introducing access control and obtain its consent. A works agreement helps to make concrete arrangements and facilitates cooperation between the employer and the works council. For example, it specifies the method of control or data protection regulations.
In any case, however, it is important to protect the personal rights of employees and to carry out access control only to an appropriate extent. This ensures both security in the workplace and the protection of privacy.
Is video surveillance allowed in the office?
The question of whether video surveillance is allowed in an office is one of the most important questions companies have to ask themselves. The biggest part of data protection and workers’ rights concerns video surveillance: Which areas of the office may be monitored? How long can recordings be stored? How much information may a company store about its employees?
Basically, every company must bear in mind that video recording is only allowed in cases where it is explicitly required by law or regulation. Most companies therefore opt for a camera in the entrance area of their office. These cameras are usually programmed to activate only when certain events occur, thus protecting the privacy of employees.
Care must also be taken to ensure that data collection and storage is only for a limited period of time. It must also be clear what information is being collected and stored. For example, it must be ensured that no personal data is collected and stored.
Access control and video surveillance in the office and DSGVO compliance
The obligation to comply with the General Data Protection Regulation (GDPR) is a serious matter. Companies must ensure that they comply with the principles of the GDPR when it comes to processing personal data. One important aspect of this obligation is office access control.
There is a primary obligation for companies to ensure the privacy and security of all employees. This means that companies must implement strict access control procedures to prevent unauthorised access to private information or rooms. By implementing an office access control system, companies can ensure that only authorised people can access certain areas of the building.
Through such a system, companies can also ensure that personal data is only processed by legitimate personnel, thus ensuring GDPR compliance. Furthermore, most modern access control systems can be programmed to comply with all data protection guidelines. Of course, this also applies to all our Kentix products.
Physical security in the office
Open doors and windows as a burglary risk
Open doors and windows are a primary entry point for thieves. If office buildings and offices are not secured, there is a risk that burglars can easily enter. Therefore, it is very important to protect the office building and office with modern security systems to prevent trespassers from entering.
One of the best ways to achieve this is to keep all doors and windows closed at all times. There are also many modern security technologies such as alarm systems or video surveillance systems that provide another layer of protection. These systems respond to open doors or windows when necessary and help to ward off potential intruders.
Early fire detection
Early fire detection systems are an important part of fire protection in any building. They make it possible to detect possible fires at an early stage and to alert the people concerned so that quick action can be taken. Such a system offers many advantages for the office (more on early fire detection here).