Office access control: a checklist for doors, credentials and continuity

An access-control system works when its door rules match the way people use the building and there is a clear process for exceptions, visitors and faults. Before comparing readers, document who needs entry, when they need it and what must happen in an emergency.

Classify doors and operating scenarios

Walk from the entrance through to restricted areas. For each door, record its risk level, opening hours, direction of travel, traffic volume, lock type and dependence on power. Identify emergency exits and building-specific requirements. The design must be checked against applicable rules and with the professional responsible for fire safety.

Define what happens if power fails or communication with the controller is lost. The appropriate response may differ from door to door. Do not choose a lock or fail mode without checking the door, evacuation needs and site requirements.

Design manageable access profiles and credentials

Start with roles and needs, rather than individual permissions that are hard to audit. Decide who approves new users, changes and removals, how lost credentials are handled and how often access is reviewed. Restrict administrative access and use identifiable accounts so changes can be traced.

Cards, PINs, phones and biometrics differ in cost, usability, privacy and support requirements. Choose for the risk and setting, and assess data processing before enabling features that collect personal information. Prepare an alternative for authorised staff who cannot use the usual credential.

Decide which events to log and who reviews them

Logs should help investigate specific situations: repeated denied access, out-of-hours use, a door held open or loss of communication. Decide who receives each alert, through which channel and what they should do. Avoid notifications that nobody can act on.

If the system is integrated with CCTV, document how a door event relates to video evidence, who is authorised to access it and how footage is exported. Review access to images and logs against applicable law and company policy.

Test the continuity plan

• Identify the power supply for critical readers, controllers and locks.
• Check UPS runtime and coverage where a UPS is part of the design.
• Keep a safe manual-opening procedure known to the relevant staff.
• Test network loss, restart, revoked credentials and emergency opening.
• Maintain a list of responsible people, contact numbers and recovery steps.

Handover checklist

1. Test every door during normal hours and in the defined contingency scenarios.
2. Confirm that sample profiles open only the intended doors.
3. Check clocks, time zones and event details in reports.
4. Hand over the door map, permissions matrix and user-management procedure.
5. Train reception staff and the people who will administer the system.

Which credential is best for an office?

The one that meets the required control level and can be managed consistently. Consider how easily it can be revoked, whether it can be shared, the user experience, integration and the data the system needs to store.

What happens if the network goes down?

It depends on the architecture and controller configuration. Confirm offline behaviour with the manufacturer and test it for each door type before accepting the installation.