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A cartoon image showing a young, smiling person dressed as an elf with sunglasses, an orange hoodie, and brown boots, standing in a snowy classroom environment. The "elf" is opening an unsecured metal trolley/cabinet full of tablets or laptops. The right side of the image features a logo for "DATA PROTECTION EDUCATION" and the text, "Check your physical security before the holidays!"
Best Practice Updates

Shareable Snippet: Office Security Best Practices for the Holidays

We're sharing some small snippets over Christmas to share with staff.  Please feel free to share the link to this short news article or follow us over on our social media channels where we share additional help and advice - we'd love to see you there!

These shareable snippets are designed to help staff think about data and cyber security in preparation for the holidays, here's our short checklist for physical security:

1. Physical Access and Perimeter Security

Area Best Practice Rationale
External Doors & Windows Final Sweep & Secure: The last person leaving the premises should physically check all external doors (front, back, loading docks) and ground-floor windows to ensure they are locked and latched. Prevents unauthorised entry and casual breaches.
Internal High-Value Areas Server Rooms & Network cabinets: Double-check that all server room and high-value storage doors are closed and locked. Protects critical network infrastructure and stored data from tampering or theft.
Device Storage Secure Device Trolleys: Ensure all laptop, tablet, and specialty equipment trolleys/cages are accounted for, secured with their assigned locks, and ideally secured to a fixed point if not already built-in. Protects corporate endpoints (laptops/iPads) which contain company data and access credentials.
Physical Keys & Badges Key Management: All master, spare, and restricted-access keys should be logged and secured in a designated key safe/cabinet. Do not leave them in desk drawers. Prevents key theft or duplication, maintaining control over physical access after hours.

2. Digital Assets and IT Hygiene

Area Best Practice Rationale
Workstations Clear Desk/Clear Screen: All employees should fully shut down (not just sleep) desktop computers, log off laptops, secure all personal and sensitive physical documents (Clear Desk Policy). Prevents opportunistic access if a physical breach occurs, and protects confidential paper files.
Network Devices Unplug Non-Essentials: Unplug any non-essential personal Wi-Fi access points, printers, or temporary network devices. Eliminates rogue access points and reduces the overall network attack surface.
Remote Access VPN/MFA Check: Remind all employees that any remote work requires the use of the corporate VPN and Multi-Factor Authentication (MFA). Consider whether this is required over the holidays and whether it may be better to encourage a digital break. Ensures digital access is secure, even if credentials are compromised outside the office.
Backups Verify and Isolate: Ensure a final full backup of critical systems has successfully completed and that the backup media (if physical) is removed and stored securely offsite or in a fire-rated safe. Allows for rapid recovery in the event of theft or a successful cyberattack (like ransomware).

3. Communication and Incident Response

Area Best Practice Rationale
Final Check List Mandatory Sign-Off: The final person/team responsible for lockdown could use a written checklist and sign off on all critical security steps (e.g., "Server Room Locked: Y/N"). Creates accountability and ensures no step is accidentally missed in the rush to leave.
Emergency Contacts Review Contact List: Verify the on-call list for IT, security, and facility management is current, correct, and easily accessible by the security provider and key personnel. Ensures a rapid response to alarms, breaches, or system failures during the closure period.
Security Presence Notify Monitoring: Inform security guards or the alarm monitoring company of the exact dates and times the office will be completely vacant. Allows the monitoring company to adjust patrol frequency or response procedures for the extended closure.

These combined steps create a layered defence, ensuring that physical weakness is not the path of least resistance to your digital data.

Data Protection Education customers should review our Data Breach Best Practice Area for help and advice.
Review our  Physical Security Policy Template(179 KB)

Watch our free micro learning video about Physical Security.

Review the following article: School break-in in Hampshire

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