Office network, cameras and doors: one system, secure and by the rules

Who this lesson is for

For an office where the internet provider installed the Wi-Fi router a few years ago, the cameras are connected “somehow”, and door keys have been handed out to everyone who has ever worked there. It works — until something happens.

For the examples we use Ubiquiti UniFi — one of the most popular solutions for small and medium-sized offices, where the network, cameras and doors are managed from one place. The principles apply to other manufacturers too.

Three networks instead of one

The most important principle: not every device needs to see every other device.

Cameras: where the footage is kept

UniFi cameras record to a local recorder in the office, so there’s no mandatory monthly cloud fee. That’s an advantage, but also a responsibility:

• keep the recorder under lock and key — a stolen recorder means stolen recordings;
• set a retention period and don’t exceed it;
• access to recordings — only for those who really need it, and with MFA.

Video surveillance at work: rules, not just technology

Video recordings of people are personal data. So before you install cameras:

• Purpose — written down: e.g. protecting property, controlling who comes in.
• A sign by the monitored area, so people know before they walk in.
• Employees are informed in writing.
• Not everywhere: no cameras in rest areas, changing rooms or toilets; a camera mustn’t constantly watch a specific person’s workstation.
• Retention period — limited and written down.

Check the exact requirements in the recommendations of Lithuania’s State Data Protection Inspectorate (VDAI) ↗ (in Lithuanian) — this lesson is not legal advice.

Doors: access control

Electronic door locks with a card or phone (UniFi calls this Access) solve the age-old “who has a key” problem: you see who came in and when, and you revoke a departing employee’s access instantly. The same day — otherwise the advantage is gone.

Remote access: no open ports

You’ll want to reach the cameras and the network from home. The safest way is through the manufacturer’s remote access service with MFA, not by opening ports on the router. You can check whether anything is open at your office with the IT Broliai port checker ↗.

Your office network plan — drawn up by AI

You are an office network specialist. Help me plan our office network,
cameras and access control. Use Ubiquiti UniFi for examples, but
explain the principles.

ABOUT US
- Premises: [floor area, floors, number of rooms — I can send a photo of the floor plan]
- People and devices: [employees, computers, printers, guests]
- What we protect with cameras and why: [e.g. entrance, warehouse]
- What we have now: [the provider's router, ... ]

PROCESS
1. ASK. Ask the missing questions, one at a time.
2. PLAN. Networks (work, guest, cameras), access point locations, camera
   locations with a purpose for each, doors with access control.
3. RULES. Check every camera location against the video surveillance
   principles: purpose, sign, no rest areas, retention period.
4. LIST. What gets done in the first week and what to ask the installer.

GOAL
The job is finished when I have a plan of the networks and devices, a list of
camera locations with purposes and checks, and a task list for the installer.

RULES
- Never ask for passwords and never suggest opening ports.
- Don't change any settings on my equipment — only plan and explain.
- On legal questions — only directions and what to check with VDAI.
- Don't make up prices or model capabilities.
- Answer in English.

AT THE END
Separately — WHAT YOU DID NOT CHECK.

What to do this week

1. Check that the guest Wi-Fi really is separated from the work network.
2. Run the port checker on your office’s IP address.
3. If you have cameras — is there a sign, have employees been informed, what is the retention period?

Would you like us to plan and install the network? pagalba@itbroliai.lt

Check yourself

Five questions on what you’ve just read. At the end you’ll get a certificate with your score.