This record is designed for HR staff, office managers, or facilities managers who are responsible for tracking and assigning access cards and keys to individual employees.
Managing Keys, Entry, and Access Cards in Your Company
Managing employee access to specific areas within your company is a fundamental security concern. It is essential to ensure that only authorized personnel can enter certain areas. This includes issuing and retrieving cards, keys, and access fobs or tokens during employee onboarding and offboarding. You need to maintain an overview of all access elements (keys, cards, fobs, etc.) that you have available.
1. Create an Overview of Your Keys and Cards
- Compile a list of all keys, access cards, and similar items.
2. Keep an Up-to-Date Record of Assignments
- Maintain records and track the movement of these items.
- Assign keys and cards to employees and keep track of issued items.
- When a new employee joins, you need to issue, hand over, or assign keys, access cards, fobs, tokens, or other access devices to their workplace or other areas they need for their job. Additionally, throughout their employment, you need to document any changes, and especially at the end of their employment, you need to ensure that all keys or access cards are returned.
How to Keep Track of Keys and Cards
What to Track for Each Key or Card:
- ID: Unique identifier for each key or card.
- User: The employee currently assigned the key or card.
- Manufacturer or Supplier: Details about the key or card's manufacturer or supplier.
- Purpose/Permissions: What the key or card can be used for (e.g., building entry, time clock system, staff breakroom, printer/copier access).
- Access Locations: The specific rooms, buildings, or areas the key or card grants access to.
How to Hand Over Keys to Employees
- Maintain a separate records for keys or key cards, keeping information about their types, numbers, or other relevant properties specific to your situation.
Benefits
- Aptien lets you maintain a history for each key, so you can easily track which employee had access to what, and when.
- This record-keeping helps you meet security requirements and compliance standards by providing clear evidence and audit trails.
- This is useful while employees are with your company and even after they leave, as you can quickly retrieve and present this information.
Complete History
- Aptien helps you maintain a detailed history, allowing you to easily track who had which access card or key at any given time.
- For security purposes, this enables you to effectively manage the assignment of access cards and keys to individual employees, from their initial onboarding to their final offboarding.
- Card Status: Clearly indicate the status of each card. If a card is lost, remember to deactivate the employee's access in the "Relations" tab and add any important notes in the comments
Enhance Security with Integrated Organizers
To achieve more comprehensive security management, integrate your Door Organizer with these related organizers:
- Building Organizer: Link doors to specific buildings for a comprehensive overview of security at the building level.
- Room Organizer: Monitor security features for individual rooms within a building.
- Door Organizer: Maintain a detailed overview of all doors and their security elements.
- Key Management: Manage key assignments and returns, and track who has access.
By utilizing these interconnected tools, your company can streamline administration, ensure compliance with fire safety regulations, and enhance overall physical security.