- Owner
- Security Manager
- Effective date
- September 15, 2026
- Review cycle
- Every 12 months
1.Purpose
To make sure only authorized employees, contractors and visitors enter the building, with every entry verified, logged and traceable back to a person.
2.Scope
Applies to all staffed entry points, including the main lobby, loading dock and any secured door where a guard or receptionist controls access.
Definitions
- Access control system
- The electronic system that manages badge or credential permissions and logs entries and exits at controlled doors.
- Visitor management system
- The system used to pre-register, sign in and badge visitors and contractors.
- Access list
- The current list of people authorized to enter a building or area, used to verify entry requests.
3.Responsibilities
- Access Control Officer
- Verifies identity against the access list, issues badges, and monitors the entry point and access control system.
- Receptionist
- Pre-registers expected visitors, greets arrivals and coordinates escorts with the host employee.
- Shift Supervisor
- Handles denied entries, escalations and lockdown coordination during the shift.
- Security Manager
- Maintains the access list, reviews access audits and approves changes to entry procedures.
RACI matrix
| Activity | Access Control Officer | Receptionist | Shift Supervisor | Security Manager |
|---|---|---|---|---|
| Verify identity against the access list | R/A | C | I | I |
| Issue and log visitor badges | R | R/A | I | - |
| Deactivate a lost or stolen badge | R | I | A | C |
| Handle a denied entry | R | I | A | I |
| Audit the access list periodically | C | I | C | R/A |
R = Responsible, A = Accountable, C = Consulted, I = Informed
4.Materials and PPE
Materials, tools and systems
- →Access control system terminal
- →Visitor management system or sign-in log
- →Visitor and temporary access badges
- →Current employee and contractor access list
- →CCTV monitor at the entry point
- →Lockdown and denied-entry procedure reference card
Personal protective equipment
- →Uniform and identification badge
5.Procedure
- 5.1
Greet and identify the arrival
Access Control OfficerGreet each person approaching the entry point and ask for photo identification and the purpose of their visit before granting access.
- 5.2
Verify against the access list
Access Control OfficerCheck the presented identification against the current access list or the visitor management system's pre-registration for that day.
Checkpoint: No one passes the entry point until their identity is confirmed against the access list or a valid pre-registration.
- 5.3
Pre-register expected visitors
ReceptionistEnter expected visitors and contractors into the visitor management system ahead of their arrival, including host name, company and expected time.
- 5.4
Issue a visitor or temporary badge
Access Control OfficerIssue a dated visitor badge or temporary access card, and record the badge number against the visitor's name in the visitor management system.
- 5.5
Arrange an escort if required
ReceptionistFor visitors requiring an escort, contact the host employee to meet the visitor at the entry point or arrange for a guard to accompany them to their destination.
- 5.6
Verify contractor and vendor credentials
Access Control OfficerCheck contractor or vendor identification, company affiliation and any required certification or insurance document before granting access to restricted or work areas.
- 5.7
Handle a denied entry
Access Control OfficerIf identification cannot be verified, the person is not on the access list, or a badge has expired, politely deny entry and notify the shift supervisor.
Warning: Never allow tailgating or let an unverified person follow an authorized person through a controlled door.
- 5.8
Monitor the entry point
Access Control OfficerContinuously monitor the access control system and CCTV feed at the entry point for tailgating, propped doors or unauthorized access attempts.
- 5.9
Deactivate lost or stolen badges
Access Control OfficerWhen a badge is reported lost or stolen, deactivate it in the access control system immediately and issue a replacement only after re-verifying identity.
- 5.10
Respond to a lockdown instruction
Shift SupervisorIf a lockdown is called, secure the entry point per the lockdown procedure, stop issuing new access, and account for anyone currently in the lobby.
- 5.11
Collect badges at exit
Access Control OfficerCollect and deactivate visitor badges when the visitor departs, and confirm the visitor management system shows them checked out.
- 5.12
Audit the access list
Security ManagerReview the access list periodically against current employee and contractor records, removing anyone no longer authorized and correcting discrepancies.
Checkpoint: The access list audit confirms no departed employee or expired contractor still has active access.
6.Quality checks
- →Every visitor entry has a matching sign-in and badge issuance record.
- →No entry is granted without identity verification against the access list.
- →Lost or stolen badges are deactivated in the access control system the same day they are reported.
- →Periodic access list audits find no active access for departed employees.
7.Records
- →Visitor management system logs
- →Access control system entry and exit logs
- →Badge issuance and deactivation records
- →Access list audit reports
8.KPIs
- →Percentage of entries verified against the access list before access is granted
- →Number of denied entries and their resolution
- →Time to deactivate a reported lost or stolen badge
9.Common mistakes
- →Letting a visitor tailgate through a door behind an authorized employee.
- →Issuing a badge without recording it in the visitor management system.
- →Delaying deactivation of a reported lost badge.
- →Not removing departed employees from the access list promptly.
10.Revision history
| Revision | Date | Description | Reviewed by |
|---|---|---|---|
| 1.0 | September 15, 2026 | Initial release | Ilia Pirozhenko |
This is a template. Adapt it to your organization, equipment and local regulations before use.
