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An access control system is at the heart of every secured facility. These systems employ a variety of hardware, ranging from card readers, RFID key fobs, proximity cards, security cameras, and so on. Most systems are equipped with software that has a database in which each proximity card or RFID key fob associated with an employee is logged with their respective employee ID number and security permissions. Such a database is essential so that HR or the security team knows which users have access to various parts of the facility.
When an employee is terminated or leaves the company, it is vital that the employee is taken out of the access control system database so that they can no longer access the facility or any sensitive intellectual property that the company cannot afford to have leaked. This article will dive into some of the many ways to insure that your access control system is protected from the potential hazards and chaos of employee turnover.
The most basic step to ensuring that your access control system remains secure during employee turnover is to institute closely followed access control policies. One of the best ways to make sure everyone in your organization is following the same access control policies is by implementing an access control handbook and ensuring that your human resources department is strictly following it. Some access control policies can include (1) reissuing new RFID key fobs on a regular basis, (2) following strict onboarding and offboarding policies for employee turnover, and (3) ensuring proper training of all employees regarding the access control system.
Reissuing new RFID key fobs on a regular basis will help to make sure that only current employees are receiving active and up to date software. This is done by deactivating all of the old RFID key fobs and issuing new ones to the employees that are still active in the organization.
Following a strict onboarding and offboarding policy for all employees during periods of turnover is crucial for a couple of reasons. First, if a new employee is onboarded but is not given an RFID key fob or proper access to the facility, they would clearly be unable to fulfill their job requirements. Second, if an employee is offboarded, it is crucial that the employee returns their RFID key fob to human resources so that it may be deactivated. This step is crucial because it is possible for a bad actor to clone the old RFID key fob and use it to gain unauthorized access to the facility or sensitive data.
Lastly, ensuring proper training of all employees will help to bring awareness to the importance of maintaining the security of their work environment and teach them the basics of the access control system. Such training may include things such as not allowing family members or coworkers to use your personal RFID key fobs, or being sure to report lost or stolen RFID key fobs. Not only does such training help hold each employee accountable for their actions at work, but it also improves the security of the facility and the employees in it.
Another important way to address employee turnover with regard to access control systems is through regular internal audits and constant system monitoring.
Regular audits are helpful to ensure that only current and active employees have access to the facility. These audits are also beneficial in terms of job changes and promotions. For example, one job role may not need the same level of access as another. As each job is different and requires access to different departments, it is common for specific job roles to have their own level of access. As such, once an employee is moved from one job title to another, their access will need to be updated within the system.
Moreover, constant system monitoring allows system administrators to keep track of which users are using which parts of the facility and when, which can aid in ensuring that terminated employees are not continuing access to the facility. In particular, a red flag would be raised if a terminated employee were to use their RFID key fob to access the facility. Monitoring your system in this way will also help to identify any peculiar patterns with employees that may require further investigation.
In conclusion, every facility must acknowledge the threat of employee turnover to their access control system. A simple mistake such as forgetting to remove a terminated employee’s RFID key fob from your system could have drastic consequences for the security of your company. By following company-written access control policies, frequent audits, and system monitoring, you can trust that you are one step closer to protecting your facility.
