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If your organization has decided to invest in an access control system and proximity tag implementation, then you need to be aware of the most common mistakes when managing employees' proximity tag key cards. This article will delve into some of the most common mistakes and how to prevent them in your organization.
During the implementation of an access control system and the distribution of proximity tags, it is critical to conduct company-wide training. Most employees will not understand the system and its workings as well as you do. Run through how the system operates and the essential information they need to know.
Some of the most important points to convey during this process include proper security measures concerning proximity tags, door entry systems, and lost proximity tag procedures. You will likely issue a proximity tag to each employee to grant them access to the facility. It is crucial that your employees understand this and treat their proximity tag as their own property. Additionally, ensure that employees know what to do when their proximity tag is lost or stolen to prevent unauthorized access to your facility. Finally, establish proper etiquette for using proximity tags on door entry readers. For example, to ensure that only authorized individuals enter the building, set the standard that each employee must use their proximity tag to gain access; they should not open the door and then admit a large group of individuals. This will ensure that only those who should have access to the building are granted entry. Additionally, this will be critical for accurate data reporting. You may be monitoring one employee whose numbers will be skewed if another employee lets them into the building every morning.
Establishing this training and proper maintenance for employee proximity tags and your access control system will ensure proper security and employee adherence to expectations.
Another common mistake is offering too much or too little access to individual employees. On one hand, an employee's proximity tag may grant them access to every part of the facility or all the data when they do not actually need such extensive access. Allowing this much access can lead to theft or decreased productivity levels since the employee may be easily distracted. On the other hand, an employee's proximity tag may limit their access so drastically that they cannot access items necessary for their basic job functions.
Before implementing proximity tags for each employee, ensure that your organization has mapped out access levels per employee or job title to prevent employees from having too much or too little access with their proximity tags.
Your organization may have thoroughly considered the implementation of access control and how it will assist your organization, but it is equally crucial to establish processes and standard practices before implementation. Some commonly overlooked processes include employee termination and proximity tag deactivation, new employee setup, theft or lost proximity tag reporting, and routine system maintenance.
While access control systems make it easy to deactivate a proximity tag when an employee leaves or is terminated from the business, it is crucial to have a standardized process for handling this procedure. For example, you do not want to deactivate an employee's access immediately upon receiving notice because they may still require access for a brief period. Conversely, if you plan to terminate an employee, you do not want to restrict their access too soon, as this could lead to issues.
It is equally important to have a solid employee onboarding process to ensure that new employees have what they need from day one to perform their jobs effectively and to set a professional standard. Establish a procedure in which an employee's access levels or background check must clear before a job offer is signed. This way, when the job offer is signed, your IT department can be notified of a start date and have the employee's proximity tag ready with the proper access level set.
It is important to have a procedure in place for reporting lost or stolen proximity tags so that employees know the proper channels to follow to obtain a new tag and prevent unauthorized use of the lost tag.
Lastly, frequent systems checks, audit, and upgrades will be necessary in order to maintain a secure facility. Ensure you have scheduled checks and upgrades on proximity tags so that there are fewer system errors.
Evaluate these common mistakes and adjust your business practices when appropriate to ensure that security is well maintained in your organization.
