Tenants are driving demand for office suite security.

Heightened security continues to be a high priority for tenants and prospective tenants in New York who want to do everything possible to protect their personnel, data and facilities. Today, both office and building security are primary considerations for tenants when making leasing decisions. Landlords can gain an advantage in attracting and retaining tenants by offering high-quality building security.

One commonly asked question from prospective tenants: is the building's security system sufficient to deter intrusion into tenant suites? Components of building security systems--perimeter access control, lobby turnstiles, security guards, and visitor sign-in--are the all-important first line of defense to discourage thieves. But savvy New York tenants know that even the most state-of-the-art access control system, once it lets a visitor enter a building, may not be able to keep that person out of tenant suites.

To protect their employees, confidential information and physical assets properly, the majority of New York tenants install security systems in their office suites. Further highlighting the issue's prominence, tenant representative brokers now educate their clients about the importance of installing 24/7 security systems.

Everyday threats, such as thefts of confidential information and corporate assets, are the primary concern for all businesses. New York office buildings bustling with numerous visitors create ideal conditions for tenant suite intrusions during business hours. Thieves who dress to blend in with the office personnel have become so common in corporate offices that they have earned the nickname "office creepers." These perpetrators prey on personal belongings and laptops. Their presence is undetected--until after the theft has occurred.

Laptops, which can sell for as much as $1,000 on the black market, are frequent targets of office creepers. The information on the hard drive --confidential business information, credit card numbers, and passwords--can be more valuable than the hardware.

Suite security systems are deployed on a regular basis by New York tenants to deter intrusion both during and after business hours. Because each office configuration and business is different, the system must be customized to address unique vulnerabilities and requirements, including businesses that span multiple floors and multiple locations. A properly designed system ensures it will be able to expand to accommodate a tenant's future growth or additional functionality.

Components of tenant security systems include: Electronic card readers located at entrances and areas in which sensitive files and computer equipment are located; Intrusion detectors positioned around the perimeter of the suite, which may be deactivated selectively during business hours; Panic buttons at the reception desk or other designated areas; Alarm siren in lobby to announce intrusion; and Electronic locks integrated with the security system.

Tenants can control who enters an office by restricting entry to those employees or visitors who carry an authorized card or visitor badge--an immediate deterrent to potential intruders. For convenience and ease of use, suite security systems may also be integrated with the building's access control, visitor management, elevator, and garage systems.

Tenants with multiple offices, both in New York and across the U.S., benefit from establishing consistent security standards across all offices. Traveling professionals appreciate the convenience of using one card to access all offices and all buildings in which those offices are located. The ability to sign one contract with a single national security provider establishes standard contractual terms and conditions is a relief, compared to negotiating and coordinating multiple contracts with many vendors.

Tenants acknowledge that designing and installing a security system is a daunting task, and they need expert assistance. But tenants have discovered that the real challenge is running the system on an ongoing basis--ensuring the system remains functional and effective over time. The responsibility starts as soon as the installation is complete, when tenants assume operational responsibility for their systems.

The 24/7 technical and human resources and expertise needed to keep an electronic system functioning properly without interruption can far exceed the capabilities of a company's managers and staff, whose hours rightfully should be dedicated to serving clients.

New York tenants have discovered that the solution is to enlist experts to operate and manage their security systems 24/7--on an outsourced basis. An outsourced security provider is the single point of execution for all security functions, ranging from implementing software upgrades without disruption, to reprogramming the system, to locking doors on a specific holiday, to monitoring the system 24/7 for intrusions, tamper conditions, or propped doors. Tenants appreciate being able to activate and deactivate access cards in real-time over the Internet to reflect employee additions, terminations, and changes in privileges.

An outsourced provider assists in the recovery of information following a disaster by maintaining redundant mirrored backup copies of the authorized users' database in an off-site location. To mitigate potential loss, security systems monitor critical areas (e.g., server rooms) proactively for shifts in temperature or water levels to prevent extensive damage.

To provide the highest level of protection for employees, clients, confidential information, and physical assets, tenants must have electronic security systems installed in their offices and enlist experts to operate and manage these security systems on an ongoing basis.

BY BRYAN LOVE, KASTLE SYSTEMS