Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron @Samia Thompson
Reviewed date: 2025-12-19
Next review date: 2026-12-18
Since most employees have keys, I strongly recommend you implement a Key Issuance Log.
Keys must not be duplicated without authorization.
This SOP details the required procedures for securing the premises at closing and safely opening the office for business. It ensures the physical security of financial assets, client data, and employee safety in compliance with the Office Access and Physical Security Policy.
This procedure applies to all employees designated as a Designated Opener (First In) or Designated Closer (Last Out).
Designated Opener: The first employee to arrive and access the office for the day. Responsible for the initial safety sweep and disabling the security system.
Designated Closer: The last employee to leave the office for the day. Responsible for confirming the office is empty, executing the full security protocol, and arming the security system.
Key Issuance Log: Document maintained by the Office Manager tracking all assigned keys/access fobs.
4.1.1 Stop, Look, Assess: Before unlocking the door, conduct a visual inspection of the external premises (windows, doors, locks) for any signs of tampering, forced entry, or suspicious activity.
4.1.2 Report Immediate Danger: If signs of a break-in are present (e.g., broken glass, damaged lock), DO NOT ENTER. Immediately retreat to a safe location and contact the Police and the Branch Manager.
4.1.3 Key Entry: If safe, unlock the main entrance using the designated key/fob.
4.2.1 Disarm System: Immediately proceed to the alarm panel and enter your individual unique deactivation code. Note the time of deactivation.
4.2.2 Safety Sweep: Conduct a quick, silent walkthrough of the main floor, lobby, and common areas to ensure the facility is secure and clear of unauthorized persons.
4.2.3 Systems & Environment: Turn on essential lighting and HVAC systems.
4.3.1 Place the "Open" sign or internal signal to indicate the office is secured and ready for staff entry.
4.3.2 Verify the main safe/vault door is closed and locked (do not open until necessary).
4.3.3 Complete and initial the Daily Opening Checklist.
5.1.1 Clean Desk Sweep: Verify all employees have stored client files, confidential printouts, and cash/cheques in locked storage or under the clean desk policy.
5.1.2 Cash Management: Physically verify that all cash drawers are empty and that all cash has been successfully secured within the main vault/safe.
5.1.3 Vault Lock: Physically confirm the vault door is fully closed, the locking mechanism is engaged, and the dial/keypad has been reset.
5.2.1 Final Staff Sweep: Conduct a thorough sweep of all rooms (including restrooms, meeting rooms, and kitchen) to ensure no staff members or visitors remain in the building.
5.2.2 Perimeter Check: Physically check and lock every window and fire/emergency exit door.
5.2.3 Power Down: Shut down all non-essential equipment (computers, monitors, copiers, personal heaters, coffee machines). Turn off all interior lights.
5.3.1 Arm System: Proceed to the alarm panel and arm the security system using the unique activation code.
5.3.2 Exit and Lock: Exit the building and securely lock the main entrance door.
5.3.3 The "Push/Pull" Test: After locking, physically push and pull the door handle/knob to confirm the deadbolt/lock has properly engaged.
5.3.4 Complete and initial the Daily Closing Checklist.
Alarm Failure: If the alarm system fails to arm/disarm, or if an alarm is triggered, immediately use the app to disarm the alarm. If you fail to do so, contact the Operations Manager and the external security monitoring company. DO NOT attempt to troubleshoot the alarm system on your own.
Security Breach: Any physical signs of unauthorized entry discovered during the opening procedure must be reported immediately on the Multi-Purpose Incident Report Form.