Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron @Samia Thompson
Reviewed date: 2025-12-19
Next review date: 2026-12-18

First In: Must visually inspect the exterior for signs of forced entry before unlocking the door.

Last Out: Must physically verify that no other persons remain in the building and that all perimeter access points are secured.

1. Policy Statement

While multiple employees have facility keys, one individual must be assigned the "Designated Closer" role each business day. This individual accepts full responsibility for securing the premises. Similarly, the "Designated Opener" is responsible for the initial safety sweep. The Cleaning Staff member on duty may serve as the Designated Closer, provided they have completed the required security training and sign-off on this policy.

2. Protocol for Key Holders

First In: Must visually inspect the exterior for signs of forced entry before unlocking the door.
Last Out: Must physically verify that no other persons remain in the building and that all perimeter access points are secured.

PART 1: Opening Checklist (The "First In" Protocol)

To be completed by the first employee to arrive.

Item #	Task Description	Completed By (Initials)	Time	Notes/Issues
A	Exterior & Entry Safety
A1	Visual Scan: Inspect exterior windows/doors for signs of tampering or forced entry. (Note: If signs of break-in are visible, DO NOT ENTER. Call Police/Manager immediately).
A2	Unlock & Disarm: Unlock main entrance and disarm security alarm (if applicable).
A3	"All Clear" Signal: Place the "Open" sign or internal signal (e.g., flipping a specific switch) to indicate to other staff it is safe to enter.
B	Interior Setup
B1	Internal Sweep: Quick walkthrough of the main floor, restrooms, and kitchen to ensure the facility is clear and normal.
B2	Environment: Adjust the A/C thermostat to the business setting (e.g., 22°C/72°F) and turn on the lobby/office lights.
B3	Systems Up: Turn on main servers, copiers, and designated workstations.
B4	Perimeter Check: Unlock any secondary fire exits (if required by fire code for occupancy), ensuring the path is clear.

PART 2: Closing Checklist (The "Last Out" Protocol)

To be completed by the Designated Closer (including Cleaning Staff when assigned to this role) after all other staff have departed.

Item #	Task Description	Completed By (Initials)	Time	Notes/Issues
C	Information & Asset Security
C1	Clean Desk Check: Walk through the office to ensure no client files, sensitive documents, or passwords are left on desks.
C2	Cash Control: Verify that all cash drawers are empty and contents have been secured in the main Safe/Vault.
C3	Vault Locked: Physically verify the main safe/vault door is locked and spin the dial/reset the keypad.
D	Physical Facility Check
D1	Staff Sweep: Check all restrooms, break rooms, meeting rooms, and under desks to ensure no one is hiding or has been unintentionally left behind.
D2	Windows: Physically pull on the handles of every accessible window to ensure they are locked.
D3	Electronics: Ensure computers are logged off/shut down, and personal heaters/fans are unplugged.
D4	Kitchen Safety: Ensure coffee pots, kettles, and toaster ovens are unplugged.
D5	Trash: Ensure no food waste is left in open bins (pest control).
D6	Cleaning Completion: Confirm all cleaning tasks have been completed, including floors swept/mopped, restrooms sanitized, and surfaces wiped down.
E	Final Lockdown
E1	Lights & Air: Turn off all non-essential lights. Reset A/C to "Night" setting (to control humidity without wasting energy).
E2	Arm System: Set the security alarm system.
E3	Exit & Lock: Exit the building, lock the main door.
E4	The "Push/Pull" Test: After locking, physically push and pull the door handle to confirm the deadbolt has engaged.

3. Handover Log (Optional)

If the Designated Closer finds an issue (e.g., a broken window latch), they must log it here and email the Office Manager immediately.

Date	Issue Discovered	Action Taken (e.g., "Wedge placed in window," "Manager texted")	Reported By

4. Cleaning Staff as Designated Closer — Additional Requirements

If Cleaning Staff are assigned as Designated Closer, the following must also be in place:

✓ Security Training: Cleaning staff must complete mandatory security and emergency protocol training before being authorized as a Designated Closer.
✓ Key & Alarm Access: Cleaning staff must have facility keys and knowledge of alarm disarm/arm procedures.
✓ Communication Protocol: A manager or supervisor must be available by phone during their closing shift for questions or emergencies.
✓ Supervisor Sign-Off: The Office Manager must formally approve the assignment and document it in personnel files.

Designated Closer Signature: ____________________________ Date: _________________

Manager Weekly Review: ____________________________ Date: _________________