This document provides 4 tips for managing access cards in a company: Rule 1 advises determining how many players (employees) are at the table and what systems will be interfaced with to expand as the company grows. Rule 2 is to sit down with Facilities and EH&S managers to understand what systems like BAS or LSS they are implementing. Rule 3 addresses who collects cards after use and having clear policies for lost, stolen or unreturned cards like when to deactivate them. Rule 4 stresses having consistent company-wide access card policies and procedures articulated during orientation and limiting who can distribute cards to avoid different "games" being played.

4. Once the cards are dealt it is up to you to make sure they
are accounted for…lots of times that is hard to do!

5. Here are 4 quick tips to help you win this game…

6. Rule #1: How many players are at the table?
This is the first question you have to answer…would it surprise you to know that often there is no one who
can give you this very important basic information? When EAC systems get “layered” after build-outs
there are often several systems working at the same time…you need to know this as the “dealer.”

7. Rule #2: What systems will you interface with?
Is your Facilities Manager putting in a BAS (Building Automation System) ? Is your EH&S Manager
looking at LSS (Life Safety Systems) ? Sit down with them and make sure the platform you choose will
expand as your company grows. Lots of money can be saved if you only look at what you all need now
instead of later!

8. Rule #3: Who collects the cards after the game?
If players walk away from the table without giving their cards back to the dealer then its only a matter of
time before you have no way of knowing were the cards are.
Be aware of these problems:
Who collects access cards? (HR or security)
What do you do if a disgruntled employee says “I lost my card.”
When is security notified to turn an access card off? (before/after the HR exit interview)
Where are cards collected/returned too?
Why would you allow a terminated employee back into the company?
How will you deal with an employee who tries to use a deactivated card?

9. Rule #4: Will everyone play the same game?
If executive management does not support a comprehensive access card policy then you will start to see
everyone playing a different game.
Here are some suggestions:
Articulate your access card policy during new hire orientation
Articulate procedures for reporting lost/stolen cards
Limit the number of people who can hand out access cards
Have employees sigh for their cards (this includes sighing for a new card)
Restrict where vendors/contractors can use their cards
Take away cards from employees who let unauthorized people in with their card
“Track” patterns were unauthorized cards are used on restricted areas
Hand out “Gold Cards” (cards that will work on every door) based on need, not rank
Keep a record of all unreturned cards
Deactivate all unreturned cards