Vendor Physical Security Questionnaire Template

Physical security failures at vendor facilities create immediate data breach risks. When a data center provider experiences a break-in, or when a SaaS vendor's office lacks basic access controls, your organization inherits these vulnerabilities through the supply chain.

A vendor physical security questionnaire template transforms this risk assessment from a checkbox exercise into actionable intelligence. The template standardizes evaluation across perimeter defenses, facility access management, environmental controls, visitor protocols, surveillance systems, incident response procedures, and personnel security measures.

GRC analysts use these templates to collect consistent evidence, map controls to framework requirements, and generate risk scores that inform vendor tiering decisions. The structured format enables year-over-year comparisons while reducing assessment fatigue for both parties.

Core Template Components

1. Facility Security Architecture

Start with questions about physical barriers, entry points, and defensive layers. Request floor plans showing badge reader locations, security zones, and data center placement within the building. Assess whether critical infrastructure sits in basement levels (flood risk) or near exterior walls (breach risk).

Evidence requirements:

• Facility layout diagrams with security zones marked
• Photos of entry points and barrier systems
• Security assessment reports from last 12 months

2. Access Control Systems

Document authentication methods at each entry point. Single-factor badge systems indicate baseline maturity, while biometric + badge combinations suggest advanced controls. Pay attention to visitor escort policies and temporary credential management.

Key control points:

• Main facility entrances: Badge + PIN minimum
• Data center access: Biometric required
• Network closets: Logged access with approval workflow
• Loading docks: Supervised entry with manifest verification

3. Environmental Safeguards

Physical threats extend beyond unauthorized access. Your questionnaire must probe fire suppression systems, flood detection, temperature monitoring, and power redundancy. Request testing schedules and incident history.

Critical evidence:

• VESDA/fire suppression test certificates
• Generator maintenance logs
• Temperature/humidity monitoring dashboards
• Flood zone assessments for facility location

4. Surveillance and Monitoring

Modern facilities generate terabytes of surveillance data. Focus questions on retention periods, camera coverage gaps, and monitoring staffing levels. 24/7 monitoring with 90-day retention meets most compliance baselines.

Assessment areas:

• Camera placement matrices showing coverage percentages
• Security Operations Center (SOC) staffing schedules
• Surveillance data retention policies
• Motion detection and analytics capabilities

Industry-Specific Applications

Financial Services

Banks and fintechs require enhanced focus on cash handling areas, wire room security, and trading floor access. Add questions about:

• Clean desk policy enforcement
• Secure document destruction capabilities
• Executive floor additional controls
• Background check requirements exceeding FCRA standards

Healthcare

HIPAA physical safeguards demand specific control validation:

• Workstation security (automatic locks, privacy screens)
• Medical records storage areas
• ePHI device tracking
• Facility access logs retained for 6 years

Technology/SaaS

Focus on development environment isolation and intellectual property protection:

• Source code repository physical security
• Development lab access restrictions
• Prototype/hardware secure storage
• Visitor NDA enforcement in sensitive areas

Compliance Framework Alignment

SOC 2 Type II Mapping

CC6.4 (Physical Access): Questions must verify badge systems, visitor logs, and access reviews CC7.2 (System Monitoring): Include surveillance retention and incident detection capabilities

ISO 27001:2022 Requirements

A.7.1 (Physical security perimeters): Validate defensive layers and entry point controls A.7.2 (Physical entry): Assess authorization processes and access logs A.7.3 (Securing offices): Cover clear desk policies and asset protection

GDPR Article 32

Technical and organizational measures include physical security. Document:

• Data center access restrictions
• Secure disposal capabilities
• Incident response procedures for physical breaches

Implementation Best Practices

1. Risk-Tier Your Approach

Critical vendors: Full 150-question assessment with on-site validation Medium risk: Standard 75-question remote assessment Low risk: Abbreviated 25-question self-attestation

2. Evidence Collection Matrix

Create a standardized evidence request list:

Control Domain	Required Evidence	Acceptable Formats	Review Frequency
Access Control	Badge system audit logs	PDF, CSV	Annual
Surveillance	Retention policy proof	Screenshot, PDF	Annual
Environmental	Test certificates	PDF with signatures	Semi-annual

3. Automated Scoring Logic

Implement weighted scoring:

• Critical controls (biometric access): 5x multiplier
• Important controls (surveillance): 3x multiplier
• Standard controls (visitor logs): 1x multiplier

4. Annual Review Triggers

Set calendar reminders for:

• Facility move notifications
• Major renovation impacts
• Security incident disclosures
• Insurance policy renewals (often reveal physical security investments)

Common Implementation Mistakes

1. Accepting Generic Responses

"We have appropriate physical security controls" provides zero assurance. Require specific control descriptions, testing evidence, and incident metrics.

2. Ignoring Subcontractor Facilities

Your vendor might have strong controls, but their data center provider or off-site storage facility could be the weak link. Extend assessments to fourth parties handling your data.

3. Over-Focusing on Technology

High-tech biometric systems fail when tailgating policies aren't enforced. Balance technical control questions with procedural and training validations.

4. Static Annual Reviews

Physical security changes rapidly. Facilities add new tenants, modify layouts, or change security vendors. Build continuous monitoring through:

• Quarterly control attestations
• Incident notification requirements
• Annual on-site visits for critical vendors

5. Missing Environmental Context

A Miami data center faces hurricane risks while a California facility deals with earthquakes. Customize environmental sections based on geographic threats.

Integration with TPRM Programs

Connect physical security assessments to your broader vendor risk framework:

1. Risk Tiering Integration: Physical security scores feed overall vendor risk ratings alongside cybersecurity, financial, and operational assessments.

2. Contract Language: Assessment findings drive security addendum requirements. Low scores trigger specific remediation clauses.

3. Continuous Monitoring: Automate re-assessment triggers based on:

   • Security incident reports
   • Facility change notifications
   • Industry threat intelligence

4. Executive Reporting: Roll up physical security metrics into vendor risk dashboards. Show trending improvements or degradations over time.

Frequently Asked Questions

How often should I reassess vendor physical security controls?

Critical vendors require annual assessments with quarterly attestations. Medium-risk vendors need annual reviews. Low-risk vendors can follow a 24-month cycle unless incidents occur.

What evidence should I require for access control validation?

Request sample badge audit logs (sanitized), access review reports from the last quarter, and terminated employee access revocation proof within 24-hour SLA compliance.

How do I assess cloud providers with multiple data centers?

Focus on data centers where your data resides. Request SOC 2 Type II reports covering physical security controls and supplement with targeted questions about your specific hosting locations.

Should I conduct on-site visits for physical security validation?

Yes, for critical vendors processing sensitive data. On-site visits reveal control gaps that questionnaires miss, like tailgating tolerance or actual camera coverage.

What's the minimum acceptable retention period for surveillance footage?

90 days satisfies most regulatory requirements. Financial services may require 180 days. Ensure retention covers all cameras, not just main entry points.

How do I handle vendors who claim security prevents them from answering?

Offer NDAs and explain that transparency reduces risk for both parties. If they still refuse, document this as a risk factor and consider alternative vendors.

Can I use the same questionnaire for office locations and data centers?

No. Data centers require deeper environmental control questions and higher security standards. Create variants for office, data center, and hybrid facilities.