Keeping your office space clean should be a top priority, but it’s also crucial to make sure proper security measures are in place when hiring an outside cleaning service. Cleaning crews often have access to sensitive areas after hours, so conducting due diligence beforehand is essential. This article will provide an overview of key security considerations when vetting and working with professional office cleaning companies. Implementing prudent policies and procedures will help mitigate risks and protect your business assets.

Background Screening of Employees

One of the most important security steps is verifying that a cleaning company properly vets its employees. Reputable services will conduct thorough background checks on all staff to screen for potential red flags such as past criminal records or employment termination for theft or violence. Ask the company about their precise screening methodology. Look for checks of identification, past employment, education, criminal history, and the federal “E-Verify” system. Also confirm that screening complies with any state or local laws. Periodic re-screening of longer-term employees is also a good practice.

Secure Access Procedures  

You’ll need assurances that cleaning crews won’t take advantage of their access privileges. Make sure the company has sensible policies about keys, access cards, alarm passcodes, or any other entry necessity. There should be procedures for promptly updating locks and passcodes when employees leave the company. Request specifics on their protocols for signing out keys or cards, restrictions on duplications, and usage auditing. Using electronic access control systems can provide added security and accountability. Make sure alarms are always set whenever cleaning crews leave. Establish off-limit areas and keep them secured.

Protecting Confidential Information

Since cleaning staff will be in close proximity to sensitive documents, computer equipment, company records, and intellectual property, it’s crucial to protect these assets. Ensure confidential papers aren’t left out during cleaning. Lock file cabinets and medicine cabinets. Enact computer privacy screen policies and use secure document shredders. Require staff to sign non-disclosure agreements prohibiting any repeat or sharing of overheard conversations or observed materials. Ask about staff training procedures on maintaining confidentiality.

Monitoring and Supervision

The cleaning company should provide proper employee oversight through supervisor spot-checks, security cameras,guards, or other monitoring. Make sure the crews are actually cleaning during their shifts and not snooping. Request specifics on how the company oversees the work and behaviour of their night crews. You may want to implement your own video surveillance of sensitive areas that cleaners access. Consider requiring crews to log their activities and the areas cleaned. Conduct periodic audits of surveillance footage to ensure policies are being followed.

Insurance Coverage

Make sure the cleaning service carries adequate liability insurance and workers compensation coverage. This protects your interests in the event of employee theft or accidents on site that result in property damage or injury. Require at least $1 million in general liability insurance. Seek higher workers comp policies for firms that employ many cleaners. Get certificates of insurance that name your company as “additional insured”. Require 30 days notice before cancellation. Carefully review policies with your own insurance agent. 

Proper Training  

Well-trained cleaning crews are vital for security. All employees should undergo extensive onboarding on ethical workplace behaviour, handling confidential data, and securing premises during shifts. Refresher courses should be provided. Confirm that staffers are properly trained on using cleaning chemicals and equipment to prevent unsafe usage that could lead to accidents. Make sure they follow protocols like “knock before entering” private offices and worker common areas. Also verify training on your security expectations and policies.

Use of Approved Cleaning Products

To prevent chemical theft or misuse, establish permitted cleaning products for crews to utilise. Provide a list of your approved supplies and required usage guidelines. Require audits to confirm that unauthorised or environmentally hazardous products aren’t being brought on-site. Conduct spot checks of inventory levels to check for theft. Make sure Safety Data Sheets are provided for all products. Require safe storage in locked janitorial closets. Ban use of combustible cleaning agents to mitigate fire risks. 

Secure Record Keeping

The cleaning firm should track worker schedules, activities, absences, inventories, and compliance issues through written records, logbooks, or digital platforms. This helps identify potential security issues. Review records periodically to confirm crews are showing up when scheduled and following protocols. The company should also document periodic training sessions, employee reviews, compliance violations, accidents, and any security issues, thefts, or privacy breaches. Such records are vital if any forensic investigation is needed.

Establishing Trust and Communication

Develop a collaborative relationship with the cleaning service built on open communication and trust. Make sure office managers touch base regularly with crew leads about any security concerns that arise. Build rapport with workers and treat them with respect to foster good behaviour. Conduct site walks with managers to jointly identify risks.Share holiday gifts or small bonuses to build goodwill. Quickly address any employee incidents or policy changes. The more the crews view themselves as part of a shared team with common goals, the lower your security risks will be.

Conclusion

Hiring office cleaning crews introduces new security considerations that shouldn’t be overlooked. But implementing prudent policies, controls, and oversight practices can mitigate the risks substantially. Conduct thorough due diligence in selecting the cleaning firm. Require stringent background checks. Establish solid access control procedures. Protect sensitive information completely. Insist on close supervision and monitoring. Demand proper insurance coverage. Verify extensive training on security and ethics. Enforce approved cleaning products. Maintain detailed records. And build open communication and trust with cleaning staff. Making security a shared priority with the cleaning service will help safeguard your office environment.