e-skills UK Guide

Preventing hardware theft

Protecting your business IT hardware from theft

Unfortunately many small businesses are subjected to the theft of computer hardware as they may be located in relatively insecure premises and lack the infrastructure or money to enforce high levels of physical security.

That said there are some cost effective steps you can take to protect your assets. By securing your IT assets you will save yourself a lot of significant work if PCs are stolen. Many businesses have gone into liquidation following hardware theft, so these steps are vital for all small concerns.

Simple steps to protect your IT hardware

Walking into your shared office space on a Monday morning and finding that you have been burgled is a horrible experience. Often thieves will target small business communities that operate from shared premises as so many people come and go the security is often poor. In fact many thefts of hardware occur during the working day as thieves brazenly walk into an office and walk out with what they can find. Having the courage to challenge strangers comes difficult to many people.

The most simple steps are often the best, and many are free or very low cost:

First, ensure any and all sensitive data is backed up. This will help you recover from a hardware theft as well as hardware failure and is a good business practice to take.
Make sure that your work area is secured and that you have locked the doors – even if you need to pop out for a few minutes. Set the alarm if there is one available. Many thefts happen whilst a principal is in the same building but maybe a different part – you are working up stairs and the thieves are working downstairs.
Make friends with any other companies in the vicinity. Share any information about suspicious people and start to get to know the faces of those that work in the offices or local area.
Mark all of your hardware with assets tags and ultra violet pens. Write in big letters “STOLEN FROM XXX COMPANY POSTCODE XXX” using a UV pen will make sure that it is seen when it is examined.
Make a not of all of your equipment serial numbers and store it separately from the hardware – maybe off site.
Secure PC servers in a locked room, only accessible to those that need access.
Issue travelling staff with advice on hardware security and give them suitable locking devices.
Enable security on the hardware so that data is secured if the PCs are stolen.
If you are having a delivery of new hardware don’t advertise the fact by leaving the packaging outside of your doorway – even in a shared corridor people will take note.
Secure your building at night. Close and lock all of the windows. If the landlord offers a cleaning service make sure it is on your terms when you are about to supervise the cleaning staff.
Monitor any staff for abnormal or strange behaviour. If you need to discipline a member of staff make sure they are not in a position to retaliate.
Manage and control the keys to your premises and those that have access to alarm codes. If keys go missing consider changing locks. Security keys should not be copied by reputable locksmiths.
Lead by example. If you are sloppy about IT security then your team will be.
Ensure that you have adequate insurance against theft of your hardware. Make sure it covers the value of your equipment – including new items you may have purchased during the year.

An uncomfortable truth

Unfortunately many thefts of computer equipment are carried out by internal staff. In small businesses this may not be a problem directly, but if you are working in a shared space you may be working along side one or two less honest individuals.

When starting to employ people use best practices and make sure that you follow up references and put in place a decent contract of employment. This should not what constitutes gross misconduct and grounds you can have to fire a person that may steal from you.

Physical locking devices for IT hardware

There are a number of devices available that enable you to secure hardware. We discussed the security of laptops in Securing your Data whilst Travelling on Business and Securing Laptop Data Guides. There are a number of other devices that can be used to secure desktop PCs and server PCs. These include clamps to secure them to a desk and chains to secure them to other fixed objects. Make sure you affix the hardware to a solid object!

Here are some physical security devices available for IT hardware:

Free security advice

Whether your business has been affected by crime or you are seeking preventative measures against crime, the Business Crime Reduction Centre (BCRC) is here to assist you, contact BCRC by:

Calling: 0114 275 1283
e-mailing: info@bcrc-uk.org
Visiting: http://www.bcrc-uk.org

Commercial suppliers

We do not recommend specific products or suppliers; instead we provide you with a representative sample which covers the range of suppliers/products available. You may choose to look at these suppliers or products but this is entirely at your discretion.

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