Think about cash as a process
Cash is risky at several points: when it is taken at the register, when it moves to a back room, when it is counted, when it is stored overnight and when it leaves for the bank. A plan that protects the till but ignores the walk to the safe leaves a gap. Start by tracing the path cash takes through a day, then ask where it is most visible, least supervised or easiest to snatch.
Nothing in this article prevents robbery or theft, and results vary with the premises and the people. The aim is to reduce opportunity and improve your ability to notice and recover from problems.
Registers and the sales counter
A few layout principles come up often:
- Good sightlines. The register should be visible to staff and ideally from the street or shop floor, without displays blocking the view. Visibility can discourage opportunistic theft, though it is not a guarantee.
- A defined counter. A counter or barrier between customers and the till makes reaching across harder and gives staff a clearer personal space.
- Screens facing away. Keep the till display and any cash drawer contents out of customer view.
- Limited cash in the drawer. Remove excess notes regularly, leaving only what is needed for change. Many businesses use a drop safe or similar slot so staff can move cash out of the drawer without opening a main safe.
- Clear lighting. Good security lighting around the counter helps staff and cameras see clearly.
Think about where a staff member stands. If a lone worker has their back to the door, or the only exit is behind the counter, adjust the layout where you can.
Counting areas
Counting cash in the shop’s public area is generally unwise. If a back office is used, keep the door lockable, keep the room out of public sight and consider whether the counting happens after closing with the doors secured. Where possible, have two people involved in counting and reconciling, which protects honest employees as well as the business, because it removes suspicion and mistakes from a single person’s responsibility.
Avoid counting at the same time and place every day without variation if the premises are exposed. Predictable patterns are easy to observe.
Safes and secure storage
A safe is only useful if it is the right kind, installed properly and used. For small premises the main considerations are:
- Size and rating. Choose a safe for the amount you actually keep and the risks you face. Ratings and standards differ by country, and an insurer may have requirements, so ask your insurer what they expect rather than assuming.
- Anchoring. A small safe that can be carried away offers limited protection. Safes are commonly bolted to the floor or a wall, ideally by someone qualified.
- Location. Put it out of public view and away from the front door. Placing it in a camera’s view can help record who opens it.
- Fire protection. Cash and documents have different fire needs. Check what a safe is designed for rather than assuming fire resistance.
- Access. Limit who knows the combination or holds the key, and change codes when staff leave.
Home safes and secure storage for valuables are covered separately, but the same principles about anchoring and placement apply.
Devices that support cash areas
A few devices commonly help around cash handling:
- Surveillance cameras covering the register, the safe and the route between them, so activity can be reviewed later. Consider camera placement carefully, since a camera that only sees the top of a head is of little use. Recording and privacy rules vary, and employee notice is a matter to handle properly.
- Panic buttons at the counter or in the back office, ideally with a plan for what happens when one is pressed. A duress code on the alarm keypad serves a similar purpose when staff are forced to disarm.
- Door chimes or sensors to alert staff when someone enters the premises.
- Alarm contacts or sensors on the safe room so that unexpected activity out of hours triggers a response.
Decide in advance what staff should do if a robbery happens. General guidance is to stay calm, comply, avoid heroics and call the authorities once safe. Practice this with staff.
Deposits and movement of cash
Moving cash to the bank is one of the highest-risk moments. Vary the time and route where practical, avoid carrying obvious bank bags, and consider whether two people should go. Some businesses use a professional cash collection service, and others keep cash low by encouraging card payments. Think through your own situation and ask your insurer or bank what is available and appropriate.
Procedures that make the layout work
Layout helps only if staff follow procedures. Set rules for:
- How much cash may be in a drawer before it must be dropped.
- Who may open the safe and when.
- How counts are recorded and checked.
- What happens to the keys or codes at the end of each shift.
- Who is told about discrepancies and how.
Keep these simple and written down. Review them periodically and when staff change, in the same way you would review any other everyday routine.
Review and test
Walk the cash route as a stranger might and look for places where cash is visible, unattended or easy to reach. Check that cameras record, that panic buttons work and that the safe is still anchored. Insurance terms, local rules and the types of risk you face can all change, so revisit your plan from time to time and speak to your insurer or a qualified security professional where cash volumes are significant.