Using a digital checklist template makes maintaining standard operations easy. For building security and safety, using a digital, customizable building security checklist is a smart move.

In this article, we’ll examine ways you can quickly and, more importantly, effectively manage a digital building security checklist using the latest and secure options. We’ll also examine how effective the leading new standard application is and how you and your team can benefit from it. For better building security and facility safety, keep reading to learn how we’ve already done the work for you.

Understanding Building Security and Safe Facility Management

When people hear the term ‘building security,’ they often think of a security guard working at the front desk after hours. But you and I know differently, don’t we? Building security is actually a lot more complicated than a mere physical presence. 

Building security includes safety as much as it does security. Furthermore, there are other concerns, such as managing document disposal to ensure information retains its privacy. So, a comprehensive building security checklist must include all pertinent areas of building and facility security and safety. 

It is not a safety inspection per se, but where safety and security cross paths. That is, where safety is a necessity in order to complete security functions, for example, these must have a place on a robust building security checklist. The building security checklist aims to help manage overall security by providing an easy-to-follow checklist of top-priority security items to inspect and ensure functionality.

With the above points considered, it makes sense to use a digital format for this checklist. One that is customizable to accommodate each building or facility’s unique security characteristics.

The Importance of a Building Security Checklist

A building security checklist is vital for a number of reasons. Notably, a building security checklist delivers a standardized framework necessary to complete all tasks appropriately while simultaneously providing a framework to apply key performance indicators (KPI) in order to track and improve operational security, safety, and efficiency.

The Role of a Building Security Checklist and Why Every Facility Needs a Security Checklist

A building security checklist is crucial to helping personnel perform their duties properly, ensuring timely yet comprehensive submission of business security processes, apparatus, and documentation. Similarly, it provides a stable framework that enables the improvement of procedures to facilitate smoother and more efficient security operations.

Common Security Risks and Vulnerabilities

Do a quick search, and you’ll see that cybersecurity is trending right now when you want information about common security risks and vulnerabilities. Even Forbes ⁽¹⁾ is throwing their two cents in with some cybersecurity statistics, such as the data breach report findings that there were 3122 total cybersecurity data breaches in the USA in 2023. ⁽²⁾

However, cyber-attacks are only a piece of the security puzzle for building security as they primarily affect digitally connected systems. Sure, over 3k breaches in a year are a lot, but let’s compare some other building security risks to get some perspective.

In 2023, there were an estimated 455000 – 465000 business burglaries in the United States alone. ⁽³⁾ That is an exponentially higher number than the data breaches. Why? Because data breaches take sophisticated abilities to happen in the first place, common thieves are much more common than elite hackers. I think it’s safe to say that physical security is more essential than cybersecurity, but neither should be ignored.

Benefits of Implementing a Security Checklist

Security checklists, especially for things like building security, allow for a few benefits.

1. They provide a standardized framework that is repeatable and measurable.
2. They provide a means of objectively reviewing building and facility operations from the unique perspective of safety and security.
3. They enable thinking to turn to security incident prevention and disaster recovery.

Critical Components of a Digital Building Security Checklist

Let’s jump right into how the digital building security checklist works for your organization. I’ll go through the example using 1st Reporting, as there is a digital building security checklist included in the application. It’s also fully customizable, which makes it perfect for aligning the building security checklist with facility specifics.

Essential Elements of a Building Security Checklist

Included in the building security checklist are the following sections: 

• Physical security
• Cybersecurity
• Emergency Response
• Additional Measures

You’ll find each of the checkpoints listed to be self-explanatory, but if you want further clarification, leave a comment at the end of the article. Don’t forget to check out the Building Security Checklist in the 1st Reporting app to give you mobility to create and complete checklists in the field or the facility. 

The following list is an excerpt from each section in the fully customizable version of the 1st Reporting app. Although the fully customizable app version has greater detail, I’ve included a couple of example items from each section. You can access the full version by signing up for 1st Reporting (try a free trial today).

Physical Security Measures

Entry and exit point security

• Procedures for secure entry and exit
• Posting of security personnel at critical points

Surveillance systems

• Regular testing of surveillance equipment
• Coverage analysis to ensure no blind spots

Access control

• Periodic testing of access control mechanisms
• Regular review of access permissions

Cybersecurity Measures

Network security

• Installation of firewalls and intrusion detection systems
• Regular updates and patches for security software

Data protection

• Encryption of sensitive data
• Regular backups of critical information

Emergency Response Preparedness

Fire safety protocols

• Maintenance of fire alarms and sprinklers inspection records available
• Regular fire drills and evacuation exercises

Evacuation plans

• Clear communication of evacuation routes and procedures
• Regular review and updates of evacuation plans

Additional Measures

Team Member Training and Awareness

• Regular training sessions on security protocols
• Awareness programs for identifying and reporting security threats

Continuous Monitoring and Improvement

• Regular audits and assessments of security measures
• Updating security protocols based on emerging threats

Incident Management

• Clear procedures for reporting and managing incidents
• Documentation and analysis of security incidents

Environmental Security Measures

• Adequate lighting in and around the facility
• Secure fencing and gates around the perimeter

Again, to see the full version, download the 1st Reporting app with a free trial and explore how you can customize the checklist to suit your building requirements.

How the 1st Reporting App Enhances Building Security

Using a digital version of the building security checklist is an efficient and effective way to complete building security inspections. With a solution like the 1st Reporting app, it’s faster to manage, respond to, and mitigate building security concerns.

Leveraging the 1st Reporting App for Safe Facility Management

I mentioned how 1st Reporting delivers a solution to the paper-based building security checklist. Still, for you to get the whole picture, I need to share the features that make this revolutionary app truly the operational game-changer that it is.

Real-time Incident Reporting

1st Reporting is ISO-certified. That means that your organization’s security checklist data and any other data input into the app’s secure cloud storage are not only secure but available to you in real time from anywhere. That is, anywhere with an active internet connection. However, for those cases where personnel are out of signal, the app conveniently stores their checklist and other form inputs securely on their local device until a connection is reestablished. The device can then sync any data to the secure cloud storage.

Real-time availability

Form Customization for Specific Security Needs

1st Reporting has a powerful form customizer that enables you to create templates from scratch or customize a template that you find standard in the app’s robust template library.

GPS and Location Tracking

GPS-enabled forms mean you increase accountability while removing time-consuming steps in the building security inspection process. The custom form builder enables you to create forms that automatically note the time, location, and user who started, edited, or submitted a digital checklist or other document. 

Dynamic Linking of Incidents

A new feature inside the 1st Reporting form customizer, a dynamic link field, enables you to attach new forms dynamically or attach forms previously created. This dynamic linking of forms allows you to build out automated workflows. Add in the custom notifications, and you’ll have a system to automate many of the minor or repetitive tasks in the inspection, documentation, or reporting processes.

Steps to Implement a Digital Building Security Checklist

By now, you will likely see the value of a digital building security checklist. I assume you also understand the potential for using an application like 1st Reporting to improve your building security inspections, incident documentation, or other similar tasks for optimal operational performance. 

To implement a solution to make your building security checklist mobile and accessible to your organization, you only need to follow a few steps:

1. You can sign up for the 1st Reporting app here, book a demo here, or download it from Google Play or the Apple App Store.
2. Create a building security checklist from scratch, or start with ours, which you will find in the app’s template library.
3. Invite coworkers to the app and have them run through the basics to understand how to use the app.
4. Start with a small ‘control group’ of individuals to ensure you perfect the implementation process.
5. Repeat this by inviting new users and training them on how to use the app in their departments.

To have a practical implementation, do it in stages and ensure you have an easy feedback mechanism in place so you can learn from each group implementation how you can improve the use of the app to enhance your operations.

Taking Your Building Security to the Next Level

Building security is not just about ticking boxes—it’s about ensuring the safety and efficiency of your facility with the most advanced tools available. By implementing a digital building security checklist with 1st Reporting, you streamline your operations, enhance accountability, and gain real-time insights into your security measures.

Imagine having all your security data accessible at your fingertips, customizable to fit your specific needs, and capable of transforming your security protocols. Don’t settle for less when it comes to your facility’s safety.

Ready to elevate your building security? Sign up for a free trial of 1st Reporting today or book a demo to see firsthand how our app can revolutionize your facility management. Secure your future with cutting-edge technology and ensure the safety of your assets, employees, and data.

Article Sources

1. Mariah St. John. 2024. “Cybersecurity Stats: Facts and Figures You Should Know.” Forbes, April 17, 2024. https://www.forbes.com/advisor/education/it-and-tech/cybersecurity-statistics/.
2. ‌“ITRC Annual Data Breach Report.” 2024. ITRC. January 24, 2024. https://www.idtheftcenter.org/publication/2023-data-breach-report/.
3. ‌“Business Burglary Statistics: A Comprehensive Analysis | ProfileTree.” 2024. ProfileTree Web Design and Digital Marketing. January 22, 2024. https://profiletree.com/business-burglary-statistics/#:~:text=The%20USA%20(2023%20Estimate),2021’s%20460%2C450%20reported%20break%2Dins..