Free Security Advice
The content of this document is based on invaluable input from many respected and knowledgeable sources within the security industry, as well as discussions with and direct feedback received from a broad customer base during over a decade of trading as a specialist security supplier mainly in the education sector.
SECURITY OF IT EQUIPMENT
Security is an area of major concern to almost every type of organisation, especially in education and health environments where establishments are often located in the heart of deprived areas.
A best value solution does not necessarily mean the cheapest (or most expensive) solution, the fastest implementation, or the latest gizmo.
Theft alone is estimated to cost UK businesses £1 Billion per year and realistically no company or organisation can consider themselves immune. Theft from the public sector is not included in these figures. Once attacked you are faced with a greater than 70% chance of a repeat theft attack within a few weeks.
Any form of obstacle, which can delay or frighten a thief into irrational action, is welcome. Such devices as those detailed in this note are proven, economic to install and should form a most important part of your protection.
No Cost Measures
Some security measures can be implemented for free or at least without external investment. For example, simple documented security policies (backed up with staff training and education) can provide a valuable contribution to the security of any organisation.
Simple measures include :-
* Always challenge strangers on site to find out why they are there and on whose authority.
* Do not pass out information such as how many PCs there are on site to unknown callers.
* Packaging from a new delivery left in a skip outside of the premises can alert thieves to the fact that new equipment has been delivered!
* Do not leave mobile equipment lying around unattended or visible when recharging.
* Many PC thefts are to order. Do not advertise to people outside of the organisation that there are assets to steal. Intelligence on the type and location of equipment is what a thief gathers.
* Keep keys on a key rack in an innocuous locked cabinet that gives no indication of its content. If this is one of a series of cabinets all the better. (i.e. hide your tree in a forest).
Practical Measures
Other measures will require a financial investment yet surprisingly, whatever the scale of expenditure, appropriate investments can often realise a true saving within a short timeframe.
Practical Guidelines
The following practical guidelines have evolved from years of loss analysis experience. Some may seem elementary and obvious, all however are easily overlooked when pressure situations demand instant action.
* If computer protection is to be fitted then do not put new machines out until they are protected. That way a negative intelligence report is broadcast to the underworld.
* Keep it simple - the more complex the security measure the more there is to go wrong.
* Improve your building security at its weakest points.
* Ensure your choice of solutions are interchangeable and upgradable wherever possible. (e.g. adjustable and relocatable clamps.)
* A balanced mix of physical security measures, together with intruder detection and simple internal access denial or localised/area tracking that does not interfere with day to day business operations is usually best. Each of these elements complement and reinforce the other two.
* The ultimate success of any security measure depends on the commitment of individuals to make it work, Measures should be documented, must be practical in day to day operation and be understood as appropriate by security and other staff.
* Good design and tactile feel are often good indicators to follow when evaluating computer security. If the product sends the right message to you it will also send it to the thief. Send out your strongest visual message.
* Remember - TIME IS THE THIEF'S WORST ENEMY.
Physical Restraints
Physically restraining valuable items such as PC's against removal is an excellent precaution and is a requirement as specified by some insurers. Options include security cable based strap down systems, clamps, and full entrapment/enclosure systems. When using full enclosure systems always ensure that the security device offers adequate ventilation.
Laptop PCs/Mobile Phones
Modern laptop PCs incorporate a special micro security slot designed to allow the machine to be anchored to a desk, via a special security cable. Specialist laptop cabinets such as the 'Lapbank' facilitate overnight storage of multiple laptops (with optional recharging facility).
Choose the Best Option for your Environment
The security measures described in the following pages have been proven to be effective in use when properly implemented and used in conjunction with other measures such as normal building security.
Although generally supported and recommended by Police and Insurers, as with all security measures the ultimate responsibility rests with the user to ensure that the options chosen are appropriate for the environment in which they will be used.
A number of inexpensive products are available to physically restrict access to, or prevent the unauthorised removal of individual items of equipment.
Designed for use in conjunction with existing building security measures, when installed and used properly such products offer an excellent second line of defence against the thief and your Insurers or Local Crime Prevention Officer will be pleased to offer advice on what may be suitable for your environment and to provide details of reputable suppliers.
For convenience it will be helpful to consider the available options under the following headings:
SecureContainers
Traditional safes and locked stationery cabinets can be used to protect equipment against theft, however these units generally offer no more than a secure overnight storage area for equipment and are therefore of limited practical use - the physical action of repeatedly plugging together and unplugging electrical connectors is likely to result in early failure of the contact points.
Specialist 'enclosure' systems for items such as PC's and projectors are available at a fraction of the cost of a good safe.
These will typically allow such items to be secured in place, preventing unauthorised removal of the equipment but allowing access to all main controls even whilst the unit is secured.
Enclosures are normally designed to attach directly to the desk or floor via screw or bolt fixings and can facilitate individual PC's and towers to multiple individual compartments to multiple group storage. Mobile trolley type multi-storage modules for laptops are also becoming increasingly popular.
PC's and Towers
Individual PC's and towers can be contained in a variety of different ways, from fixed to the floor, on top of the desk, the side of the desk, under the desk to even capturing the flat screen with the PC in one.
Laptops
Laptop Computers have a high initial value and are popular targets for thieves. They command a high second user value as they are readily disposable on the second hand market. In all probability a stolen unit will also have at least some personal data stored on the hard drive which could be embarrassing or commercially costly should an external party gain access to it and could possibly even lead to prosecution under the Data Protection Act. Individual Laptop Security is broken down into multiple options.
In Car Laptop Security - essentially a safe large enough to accommodate a laptop bag which is secured in the boot of the car, either by fixing directly to the chassis or by using no damage heavy duty tethers. Easy access hinges and locking is preferred to allow quick access and security.
Individual Laptop Security (Shared Spaces) may be an individual box provided in a system which can be expanded by adding and securing additional boxes into a unit. Alternatively, individual laptop security may be in the form of a cabinet which has hinged doors. These usually come in a pre-set number of compartments.
Individual Coin-Operated Laptop Security and Charging in Public Spaces. Individual laptops can be secured in public spaces using coin-operated cabinets. These allow storage and charging facilities in public spaces and the cost charged by the owner for storage and re-charging, contributes towards the electricity used. The coin-operated facility normally comes in a bank of units, allowing convenient storage and good fixing against a wall.
Group Laptop Secuirty and Charging may provided by Laptop Cabinets which are secured by one door. The cabinets have multiple shelves inside and may incorporate charging facilities and networking solutions. It is important to remember that power surges may be caused by the owner turning the units on at once - 30 laptops starting at one time may trip the mains electricity. A phased or 'soft start' system is essential, as well as surge protection from external sources.
Laptop Cabinets (Fixed or Mobile)
Fixed cabinets are similar in size to a standard filing cabinet and therefore fit nicely in an office environment. They are used where compartments are allocated on a permanent basis for the use of one room. Fixed laptop cabinets are available in a large variety of sizes.
Mobile Laptop Trolleys are generally used to secure laptop computers when they are being shared by user groups, i.e. 16 or 32 compartment laptop trolleys being wheeled between classrooms or in training centres. They are available in a large range of sizes.
Advantages of these are numerous when dealing with large numbers of laptops, and can facilitate charging and networking whilst locked in the cabinet. The trolley itself may be secured via a docking system attached to the fabric of the building.
An obvious advantage of a specialist enclosure system is that in addition to the equipment being secured against unauthorised removal, access to internal components (such as PC expansion boards, memory, etc.) is also prevented. Check the trolley base and wheels for durability. Heavy duty chassis and trolley wheels will be able to withstand the rigours of regular transportation.
Projectors
Projectors are commonly used in schools, training centres, universities etc, and are therefore subject to theft and vandalism. There are two main methods of securing projectors;
Projector Cases are normally fitted in new installations where the security requirements have already been assessed and the projector is mounted in the case secured to the building fabric or desk, using either heavy duty cables for the ceiling mounted projector or in the case of a desk mounted projector, bolted to the desk.
Projector Clamps are normally used where ceiling mounted projectors are found to be vulnerable after the installation and are added as a retro-fitted solution.
Projector clamps come in a variety of designs and are fixed to the building fabric using a heavy duty cable.
Direct attachment devices and clamps.
In its most primitive form this could mean simply bolting through the computer casing and the work surface. However commercially available PC clamps can minimise damage to desk surfaces and the equipment casings, should not impact on the equipment manufacturers warranty and will make subsequent relocation/replacement of equipment much easier. Adjustable clamps of this nature also have the advantage of being re-usable with different computers and therefore have a very long life.
Security Cable and Chain Systems
Cable Security offers cost effective protection against the opportunist thief, but little defence against organised gangs of thieves who will almost certainly arrive armed with substantial cable/chain cutting implements. Cable systems are popular because their low cost and the fact that they allow certain amount of movement of the secured item.
Where equipment is frequently moved, this form of security is often the owners preferred choice and in the case of items such as portable and notebook computers there are limited practical alternatives (see also Protecting Laptop Computers).
Visible Marking Systems
These include indelible ink marking, stick on labels, chemical etching systems, and engraving and hot branding systems.
Label Based Systems often incorporate sequential numbering and can therefore also be used for asset register purposes in addition to the identification/security application. Some label systems incorporate a stencil cutout of the postcode or company name through which a permanent mark can be engraved into the equipment casing to which the label is bonded.
Chemical Etching Systems are popular, being among the cheapest options available in small quantities. Engraving systems are cheap however freehand marking is seldom attractive and use of some form of stencil or making template is strongly recommended.
Hot Branding can be effective, however is generally only suitable for use on plastic surfaces and for professional results needs to be undertaken by a skilled operative. The low cost involved marking your property makes it a worthwhile investment, however it should be regarded as additional protection and implemented in conjunction with other security measures.
Keying Options - Suite Keying, Master Keying
Locks are normally sold as randomly keyed, This means that if you buy two items incorporating a particular lock which is manufactured with 10,000 key differs, there is a 1:10,000 chance of the key fitting the other.
Quality suppliers will be able to offer a range of lock/keying options to suit the specific needs of any customer, although a supplementary charge may apply for special requirements.
Where multiple locks are required, key management can be simplified for the customer by supplying locks in 'keyed alike' or 'master keyed' suites.
'Keyed alike' (keyed to pass). All locks within the suite operate from a single key differ (key pattern) i.e. The key from any of the locks within the suite will operate all of the locks in the suite.
Note: The use of master keyed or keyed alike locks could impact on security if not properly managed however the improvement in key management may well outweigh this risk.
Key security (i.e. controlling access to and the use of keys) is fundamental to overall security.
It does not matter how sophisticated a lock is, it will provide minimal security if no one ever locks it or if it is locked and the keys are left permanently in it or hung next to it. If too many keys are handed to too many people it makes it very difficult to keep track of them.
Key Management
Safe storage/management of keys is essential. Keys should as a minimum be stored in a key organiser cabinet or key safe, whilst a more sophisticated key issue/logging system may be essential for certain environments. Do not keep keys in the desk drawer, it is the first place a thief will look.
A practical solution is to keep keys on a key rack in an innocuous locked cabinet that gives no indication of its content. If this is one of a series of cabinets all the better. (i.e. hide your tree in a forest).
Please contact us for specialist computer security advice and retail security advice on retail security, computer security and laptop security issues you may have.
