Security guard’s access control roles and Duties

Last Updated on September 26, 2024 by Ranga

Security guards, police, and military officers are all responsible for carrying out access control duties. Specifically security staff must adhere to the organization’s access control policy, which clearly defines the access control roles for that particular site.

The access control policy may vary, as it is developed based on the specific risks and threats faced by the organization.

Your site’s policy might include details about your duties and responsibilities at the access control point.

Although the method of access control may vary depending on the site’s requirements, here are the common duties of security staff at the ACP or access control point

Access Control Roles and Duties

1. Handling Visitors

The process for handling visitors varies depending on their type—whether they are planned, unplanned, or VIP. Here’s the simple procedure to ensure security and proper access control:

1.  Complete any pre-access control security screening: This could involve a search, scan, or any other required security check.
2. Identify if they have an appointment: If they do, confirm this with the person expecting them.
3. Verify their purpose if unplanned: If there’s no appointment, determine the reason for their visit.
4.  Confirm their identity: Inspect a valid ID, such as a national ID, and record the details in the visitor logbook.
5. Issue a visitor’s ID badge: Record the details of the badge issued in the log.
6. Complete the visitor entry log: Ensure all details are accurately recorded.
7. Arrange for a security escort if necessary: If the access control policy requires it, arrange for a security escort to accompany the visitor.

2. Handling deliveries

Access control doesn’t just apply to people but also extends to the delivery and exit of goods from your premises. When delivery agents arrive at the Access Control Point (ACP), they need to follow the standard operating procedure (SOP) to process both the person and the items.

Here’s how to handle the process:

1. Conduct a thorough security screening of both the delivery agent and the package.
2.  Confirm the type of delivery, whether it’s a parcel, mail, food, or commercial goods.
3. Verify the recipient and their location within the building or site.
4.  Ensure that the access control policy permits that type of delivery in the specified area.
5.  Check the delivery agent’s identity by reviewing a valid ID, such as a national ID or company ID.
6. Record the details of the delivery agent and consignment in the visitor logbook.
7. Issue a visitor access badge and log the badge details as well.
8. Contact the recipient and either:
   • Ask them to come to the ACP to receive the delivery, or
   • Prepare to receive the delivery at the designated location on-site.
9.  If required by the site’s access control policy, arrange for a security escort.

3. Handling the contractor and maintenance team

When contractors or maintenance workers arrive at the Access Control Point (ACP), it’s essential to verify whether they have a pre-authorized letter.

Most companies provide contractors or maintenance workers with a pre-approval letter to perform tasks on-site.

Here’s how to manage the process effectively:

1.  Conduct a thorough security screening of both the personnel and their equipment.
2. Confirm the specific work they are required to carry out
3.  Inspect a valid ID for each member of the team, such as a national ID and company ID.
4. Record all relevant details in the visitor logbook.
5. Issue the appropriate access badges and log the badge details as well.
6. Inspect the authorized work order signed by the relevant organizational representative.
7. Verify that the equipment they intend to bring onto the site is permitted according to the work order.
8. Ensure that all safety requirements outlined in the work order are met.
9. Check that the work personnel only possess authorized equipment.
10.  Notify the owner of the work site area, such as the building manager or department coordinator, of the contractor or maintenance team’s arrival.
11.  Arrange for a security escort if required by the site’s access control policy.

4. Entry Control

Entry control procedures require a clear and thorough approach. When a person or vehicle approaches the Access Control Point (ACP), here’s how to manage the process effectively:

1. Identify the category of the person or vehicle approaching the ACP.
2.  Confirm that this category is authorized to pass through the ACP.
3. Verify the person’s ID to ensure proper identification.
4. Conduct the necessary security screening as per the site’s standard operating procedures (SOPs) and apply the appropriate personnel or vehicle search techniques.
5. Assign a security escort if the site’s policy requires it.
6. Complete the ACP entry log with all essential details, including:
   • Name
   • ID information
   • Vehicle type, if applicable
   • Vehicle registration, if applicable
   • The location they will be accessing
   • Reason for entry
   • Pass or badge issued
   • Security escort assigned
   • Time of entry
7. Once all checks are completed, open the barrier or gate to allow entry.

5. Exit control; 

Exit control procedures are crucial to maintaining site security. When a person or vehicle wishes to leave the site, here’s how to manage the process:

1. Identify the category of the person or vehicle requesting to exit.
2. Determine if this category requires additional security screening before leaving, including:
   • Vehicle search
   • Belongings search
   • Personal search
3. Collect the site pass and ensure its return is recorded in the access log.
4. Record the exact time of exit.
5. Once all checks are complete, open the barrier or gate to allow the exit.

6. Escorting the site:

Escort procedures on-site are essential for ensuring safety and security when visitors, vendors, or maintenance workers require guidance to their destination. Here’s the standard procedure for escorting:

1. Respond promptly to the escort request and arrive at the Access Control Point (ACP).
2. Confirm with the access control staff that you’ve taken responsibility for the visitor.
3. Verify the destination and purpose of the visit, including:
   • The person they are meeting
   • The tasks they need to complete
   • The estimated timeframe for the visit
4.  Ensure the visitor is wearing the correct pass or badge.
5. Identify and note any tools, equipment, or belongings the visitor is bringing along.
6.  Periodically re-check that all belongings remain with the visitor and that no unauthorized items have been added during the visit.
7. Communicate the movement to and from the visit location with the control room.
8. Update the control room with any important details, such as:
   •  Extended visit times
   • Changes to the areas required for the visit
9. Maintain constant vigilance to detect and prevent any dangerous, suspicious, or criminal behavior.
10. Once the visit is complete, return the visitor to the ACP.
11.  Confirm the handover of responsibility for the visitor back to the ACP staff.

7. Access control point documentation;

Security staff must diligently complete various documents at the Access Control Point (ACP) to ensure that all access control procedures are followed and to document any incidents, accidents, or equipment issues. Here are the key documents that need to be maintained at the ACP:

1. Control Point Logs:

•  Record essential details including date and time.
• Capture ID details and the name of the individual.
• Note who or where the visitor will be meeting or accessing.
•  Document the reason for the visit.
• Include site pass details for accurate tracking.

2. Incident Reports:

• Document any breaches of the ACP.
• Record incidents of fights, assaults, or deliberate damage.
• Note any prohibited items found during screening or inspections.

3. Equipment Maintenance and Inspection Logs:

•  Security staff must conduct regular checks of all equipment and tools on-site.
•  Record your findings, including any issues or maintenance required, in the inspection log sheet.

The access control roles for a security guard are carried out in seven key stages: controlling visitors, handling deliveries, managing contractors and maintenance teams, entry control, exit control, escorting on-site, and recording access control documents.

As a security guard, it’s crucial not to forget your access control roles and responsibilities, as outlined in the Standard Operating Procedures. These roles are essential for maintaining the security and integrity of the site.

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