Workplace security checklist

A quarterly security check for small businesses: doors, keys, alarms, cash, visitors and data.

How to use itThe owner or manager runs through it quarterly and after any break-in, staff change or move.

Who checksOwner or manager
WhenQuarterly and after any staff change
Time neededAbout an hour for a small site
Keep itLocked office or secure digital folder

When you need the workplace security checklist

Small businesses rarely have security staff, so security depends on routines: who has keys, how cash is handled, and how the building is opened and closed.

For larger sites, use a full facility security assessment.

13 items. Use it on screen, or print it and fill it in by hand.

Access

Doors and windows lock properly.
Keys and codes listed by person.
Codes changed after staff leave.
Back door kept closed.

Alarms and cameras

Alarm tested and monitored.
Cameras recording key areas.
Contacts for alarm calls current.

Cash and stock

Cash kept to a minimum on site.
Deposits made at varied times.
Stockroom access limited.

People and data

Visitors signed in where relevant.
Opening and closing done by two people where possible.
Devices locked and data backed up.

Putting the workplace security checklist to work

Keep a key and code register.
Remove access the day someone leaves.
Train staff on opening and closing.
Review after any incident.
Combine with your cybersecurity checklist.

The workplace security checklist at one business

After a cashier leaves, a cafe owner checks the key register, changes the alarm code and collects the shop key on the last day. The quarterly check also shows the back door camera is offline, which is fixed that week.

Why it matters

Insurers often ask about alarms, key control and cash handling when pricing or paying a theft claim, and a quarterly record answers those questions. Regular checks also catch slow failures, like a door that no longer latches, before someone takes advantage.

Filled-in sample

Business	Northside Bike Shop, Minneapolis MN
Quarter and checker	Q2, June 30, owner Sam
Access	Back door closer weak; replaced
Keys and codes	5 keys listed; alarm code changed after Ben left
Alarm and cameras	Alarm tested with monitoring; rear camera aimed at bikes rack
Cash	Safe limit $300; deposits Mon, Wed, Fri at varied times
Data	POS laptop auto-locks after 5 min; backup checked

The key register and code change line up with a staff departure, which is when codes most often go stale. A bike shop has high-value stock near the back door, so the camera aim matters more than in many shops.

Easy workplace security checklist mistakes

Sharing one alarm code with everyone. Give each person their own code so you know who used it.
Forgetting the spare keys. A key hidden under a planter or in a desk drawer bypasses every lock you checked, so list spares in the register too.
Keeping the key register on the wall. Store it securely; it is a map of who can enter.

Make the workplace security checklist fit your setup

Cannabis and pharmacy retailAdd vault access logs and camera coverage of storage areas.

Home-based officesFocus on devices, data backups and client file storage.

Quick winWalk your building at closing time as if you were a burglar. You will notice things the checklist misses.

Questions about the workplace security checklist

How often?

Quarterly and after changes.

Who holds keys?

As few people as practical.

Two-person close?

Recommended where possible.

What about lone workers?

Have a check-in process.

What should I do when an employee with keys leaves the company?

Collect keys, fobs and badges on the last day and mark them returned on the key register. Change the alarm code and any door codes the employee knew, and remove their access to shared accounts and devices. If a key is not returned, consider rekeying the affected locks.

How can a small business make cash deposits safer?

Keep the amount of cash on site low by making deposits often, vary the time and route to the bank, and avoid carrying the deposit bag where it can be seen. Where possible, have two people make the trip or use a drop safe so cash is not counted in front of customers. Record each deposit so gaps show up quickly.

More for the same job

Useful next steps

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Disclaimer: This template is general information to adapt to your own workplace. It is not legal, safety or compliance advice and does not replace inspections, training or requirements set by law, regulators, manufacturers or your insurer. Check the rules that apply to you with a qualified professional.