TMJP Office Security Setup

TMJP BPO Services Inc. highly values security for the sake of all its stakeholders – from clients to employees. TMJP has a well-structured office security setup that integrates both physical and cybersecurity measures to mitigate risks effectively. We understand that a secure office environment is essential for keeping our employees safe, ensuring our clients’ confidence, securing sensitive data, and safeguarding company assets. Here’s an outline of how TMJP keeps everyone and everything safe within its premises and administration.

Physical Security

1. TMJP strictly controls and monitors entry and exit points in the office using Access Keycards that allow holders to enter only the areas they can go to. Each employee has a dedicated access keycard that contains their personal information, so the security team can also monitor when they go through certain areas. All employees are well reminded that in case they lose their access keycards, they will have to report it to the TMJP Security Team right away so the lost access keycard will no longer be usable. Visitors are usually allowed only within the reception area, so TMJP does not have to easily grant them access keycards. For clients and potential clients who would like to get a good view of the operations area, a TMJP representative will be assigned to guide them. That’s how strict TMJP is when it comes to making sure that all its personnel, assets, and data are secured.
2. The TMJP office has strategically placed CCTV cameras to ensure that all areas are monitored 24/7. On top of having CCTV cameras for real-time surveillance and recording, there’s also a security staff who does a routine walk around the premises to ensure a quicker response to any incident.
3. To make sure that all kinds of data cannot be taken out from the operations areas without permission and that the personal assets of the employees are safe, TMJP has several heavy-duty lockers that can be locked using 4-digit PINs so only the person who the locker was assigned to can open it.

Emergency Preparedness

1. TMJP BPO Services Inc. is located at AT Yuchengco Centre in BGC, a PEZA-accredited zone, which means that it’s guaranteed to have the benefits of a well-secured area. The building where TMJP is has trained security personnel who can assist the building occupants through the designated emergency exits to the safe assembly point during an emergency.
2. The building where TMJP is located also has a complete Fire Protection System. There are sprinklers and smoke detectors in all areas. Aside from those, the emergency staircases are also pressurized to prevent fire and smoke from entering so the building occupants and responders can have a safe escape route. There are also evacuation maps near the doorways of the TMJP premises so employees can review them at any time.
3. TMJP BPO Services Inc. is also considerate of the health and safety of its employees. It has staff members who are trained to give first aid when needed. Of course, there is also emergency health equipment that everyone from TMJP can use whenever they need it. For cases that need immediate medical professional help, TMJP ensures that the people on its premises can easily go to the world-class hospital nearest to the TMJP office, which is approximately 10 minutes from the TMJP office.
4. In case of an emergency, the operations of TMJP BPO Services Inc. won’t completely stop. For emergencies that occur in less than an hour to almost 2 days, TMJP computers have UPS units that can last for 45 and 90 minutes without power, and the office building where TMJP is located has a generator that can supply the entire building’s need for electricity for up to 48 hours. What’s more, because TMJP BPO Services Inc. is tightly knit with its Japanese headquarters, TMJ Inc. also serves as our backup office.

Cybersecurity Measures

1. TMJP has been a reliable BPO service provider to companies within and outside the Philippines because of its Network Security standards. Its network uses firewalls and intrusion detection systems that prevent unauthorized access to the company’s networks. It also uses VPNs for employees who need to use remote access for clients that are based overseas.
2. All TMJP devices are secured with endpoint protection software that shields them from malware and cyberattacks and encrypted storage that protects them from unauthorized access.
3. All of the applications and software that TMJP uses are up to date. For software or applications that can’t be automatically updated, the IT team is always available to assist users in keeping their software and systems updated.
4. TMJP’s IT Team uses a centralized monitoring software to ensure that its employees won’t be able to access any potentially malicious or high-risk websites. 
5. The security personnel takes strict control of items that go inside and outside the TMJP premises. They strictly prohibit the use of USB and other storage devices to eliminate the risk of information leaks.

Data Protection Based on ISO 27001 Standards

1. To avoid data loss, TMJP has both a local server and a cloud server where all digital files are highly secured and managed.
2. All physical files are kept in locked file drawers that can only be accessed by authorized individuals. Files that are in use are habitually laid down on desks facing down to avoid any compliance violation of the ISO/IEC 27001:2022 standards.
3. TMJP BPO Services Inc. has a proper disposal method for sensitive materials. TMJP protects not only the data or information that is currently needed but also those that are no longer needed. All documents that have to be discarded are shredded before they’re brought to the designated garbage disposal. Defective devices and equipment are also managed by the IT department.

ISMS Training for Employees

1. As an ISO 27001-certified company, every quarter, TMJP conducts ISMS training for its employees so they can always remember the importance of Information Security Management Systems and practice it as a habit. Aside from lectures, there are also exams that employees must take until they achieve a perfect score to ensure that the ISMS policies are well understood.
2. To avoid the risks of cyberattacks, TMJP’s computers prohibit the use of unauthorized websites and applications that are not work-related. It helps a lot in avoiding unwanted data being shared and downloaded from websites that have suspicious content as well.
3. Another measure that TMJP has to avoid the accidental leak of information even through its employees is by disallowing the use of mobile phones and cameras inside the areas of operations. Computer screens should also be locked whenever the employees leave their workstations. Also, employees are encouraged to change their passwords regularly.
4. TMJP employees are well-adapted to the concept of HoRenSo, which means they always report to their supervisor whenever there’s something that needs attention, communicate with the relevant people, and consult others for advice on what the best thing to do is in certain situations.

TMJP BPO Services Inc. has a strong office security setup that has a combination of physical security, emergency preparedness, cybersecurity, data protection, and employee awareness. Regular audits and updates are conducted to ensure that security protocols are ongoing against evolving threats. TMJP does not hesitate in the implementation of a comprehensive security plan that not only safeguards assets but also cultivates a safe and productive work environment.

Sources:

RCBCPlaza.com

StLukes.com.

ISO.org

Tokhimo.com