How Should We Address Missing Office Equipment and Ensure Future Security?

Hi,

We have had a case where someone took a computer accessory out of the office; it is missing! Now, management wants to send a cautionary note to everyone via email. Please advise on the model draft, as this is a sensitive issue. Also, please advise if it would be acceptable to conduct a physical check on everyone when they leave the premises.

Best Regards,
Anu

Dear Anu,

Never ever do physical security checking as it will be absolutely counterproductive.

As for the email, what you need to do is ensure that if any person wants to take any accessory out of the office (they may need it for some official work which they may do at home), they must take written permission from the HOD and/or HR/Administration Dept.

Here it goes:

"It has been observed by the Management that Computer Accessories are being taken out of the office by some employees for official as well as personal work. Since all the accessories have been insured, the Company has to follow certain guidelines as per the Insurance Policy. As per the policy, any property taken out from the premises must be recorded in writing. Henceforth, any employee who wishes to take a Computer Accessory outside the Office premises must take written permission from....................... Any violation will be regarded as a breach of Company Rule and will be viewed seriously.

Regards,
SC