Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron @Samia Thompson
Reviewed date: 2025-12-19
Next review date: 2026-12-18
This policy applies to all employees, contractors, consultants, and visitors requiring access to the office premises at any time.
This policy defines the rules and responsibilities governing physical access to Easyterms' premises outside of regular business hours and sets protocols for visitor management. Its primary goal is to ensure the safety of employees and the security of sensitive client data and financial assets.
This policy applies to all employees, contractors, consultants, and visitors requiring access to the office premises at any time.
Employee Key/Alarm Codes: The issuance of keys or access fobs is managed by the Office Manager and is documented in the Key Issuance Log. Keys are non-transferable and may not be duplicated.
Designated Closer: A single employee must be designated as the "Designated Closer" each business day. This individual is solely responsible for verifying and securing the premises.
Daily Protocol Linkage: All employees with access must adhere to the procedures outlined in the Daily Opening & Closing Security Checklist.
Employees working outside of regular operating hours (9:00 AM - 5:00 PM) must notify their immediate supervisor and the Designated Closer.
Employees accessing the office alone must ensure the security system is armed or disarmed correctly and that all doors are secured immediately upon entry/exit.
All external contractors, maintenance personnel, and vendors must report to the Reception area immediately upon arrival.
Contractors must present valid photo identification and sign the Visitor Registration Log before entering the office's secured areas.
Contractors must be escorted by an employee at all times, especially when working in proximity to financial documents, server equipment, or client data.
Friends, family members, or personal guests of employees are strictly prohibited from entering restricted areas (e.g., Back Office, Vault, Server Room) at any time.
Guests may only remain in the designated reception or break areas and must be supervised by the employee host at all times.
Bringing friends or family into the office outside of core business hours is strongly discouraged. If necessary, the employee is fully responsible for their guest's conduct and compliance with all security rules.
Office Manager: Responsible for maintaining the Visitor Registration Log, managing the key inventory, authorizing contractor access, and conducting regular security audits.
All Employees: Responsible for challenging unknown persons in secured areas, adhering to the Daily Checklist, and ensuring their guests comply with this policy.
Designated Closer: Responsible for the final physical security of the premises at the end of the day, as detailed in the Daily Opening & Closing Security Checklist.
Any security violation, including failure to secure the office, unauthorized key duplication, or allowing unescorted access to restricted areas, must be reported via the Incident Report Form.
Violations of this policy may result in disciplinary action, up to and including termination of employment and revocation of access privileges.
This policy will be reviewed at least annually, or more frequently if there are significant changes in office layout, security systems, or risk profile.