access control duties and responsibility.


The security guards, police, and the military officers carried out access control duties. In the context of the security staff, they need to follow the access control policy of the organization.

Access control policy could be different, because, it developed base on the risk and threat level to the organization. Your site policy may contain information regarding your duties and responsibility at the access control point.

Although the method of access control can be different base on the site requirement here, are the common duties for the security staff at the ACP.

  1. Handling the visitors

The normal procedure for handling the visitor depends on the types of visitors. whether the visitor is planned, unplanned, or a VIP, etc.

    • Complete any pre-access control security screening (search, scan, etc.)
    •  Identify if they have an appointment
      • If yes, confirm with the person who is expecting the visitor
      • If no, confirm what the visitor intends to do
    • Confirm the identity by inspecting a valid ID e.g. national ID, and record the ID details in the visitors‟ logbook
    •  Issue a visitors‟ ID badge and record the details of the badge issue
    • Complete the remaining details in the visitor entry log
    • Arrange for a security escort if required by the access control policy
  1. Handling deliveries

When the delivery agents arrive at the access controlling point (ACP) you should process the person and items according to SOP (stander operating procedure)

    • Carry out security screening of the delivery agent and the delivery package
    • Confirm the delivery type e.g. Parcel, mail, food, commercial goods
    • Confirm the recipient and location within the building or site.
    • Verify that the delivery type is permitted to that area by the access control policy
    •  Verify the identity of the delivery agent by inspecting a valid ID e.g. national ID & Company ID
    • Record the delivery agent details, and consignment details in the visitor logbook
    •  Issue a visitor access badge, and record the badge details in the visitor logbook
    • Call for the recipient to either;
      • Proceed to the ACP and receive the delivery or;
      •  Prepare to receive the delivery at the required location on site
    • Arrange for a security escort if required by site access control policy
3. Handling the contractor and maintenance team

When contractors or maintenance workers come to the ACP you should check whether they have a previously authorized letter or not. Most of the companies provide the contractors or maintenance worker a pre-approval letter for carrying out the task in the company.

  • Carry out security screening of the personnel and any equipment
  • Confirm the works required to be carried out
  • Inspect a Valid ID for each member of the working personnel e.g.national ID &
    Company ID
  • Record details in the visitor logbook
  • Issue the appropriate access badges and record the badge details in the visitor logbook
  • Inspect an authorized work order signed by the relevant person within the organization
    • Verify the equipment permitted to be brought into the site for the works
    • Verify the safety requirements outlined in the work order
    • Ensure only authorized equipment is in the possession of the work personnel
  • Notify the work site area owner of the arrival of the contractor or maintenance team e.g. building manager, department coordinator, etc.
  •  Arrange for a security escort if required by the site access control policy
  • Evacuation procedure
4. Entry control;
  • Identify the category of person or vehicle approaching the ACP
  • Confirm authorization of this category to pass-through this ACP
  • Verify the ID of the person
  •  Complete the required security screening in accordance with site SOPs and the personnel/vehicle search techniques
  •  Assign a security escort if required
  •  Complete the ACP entry log including;
    • Name
    • ID details
    • Vehicle type if applicable
    • Vehicle registration if applicable
    •  Location
    • Reason for accessing the site
    • Pass or badge issued
    • Security escort assigned
    •  Time
    •  Open the barrier or gate allowing entry
5. Exit control; 
  • Identify the category of person or vehicle wishing to leave the site
  •  Determine if this category requires further security screening on exit;
    • Search of vehicles
    • Search of belongings
    •  person search
  • Receive site pass, and record its return in the access log
  • Record the time of exit
  • Open the barrier or gate to allow exit
6. Escorting on-site;

Some site requires the visitor, vendor, and maintenance work to be escorted by the security staff to the destination. Here is the stander escorting procedure in the site;

  • Respond to an escort request, and attend the ACP
  •  Confirm receipt of responsibility for the visitor from the access control staff
  • Confirm the location required to be escorted to, and the nature of the visit;
    • Person to meet
    •  Work tasks to complete
    •  Estimated timeframe
  •  Verify that the visitor is wearing the correct pass or badge
  • Identify any tools, equipment or belongings that will be brought with the visitor
    • Re-check that all belongings remain with the visitor
    •  Identify if any extra items or belongings have been added during the visit
    • Communicate movement to and from the
    • visit the location with the control room
  •  Update the control room with any significant information;
    •  Extended visit times
    •  Changes to areas required to be visited
  •  Maintain vigilance throughout in order to prevent any dangerous, suspicious or criminal behavior
  •  Return the visitor to the ACP
  •  Confirm hand over of responsibility for the visitor to the ACP staff

7. Access control point documentation;

The security staff needs to complete various documents in the ACP to record the access control procedure has followed and highlight any incident, accident and equipment problem. The general documents need to complete the access control point.

  • Control point logs including;
    • Date, time
    •  ID details
    •  Name
    • Who or where will be visited
    •  Reason for visit
    •  Site pass details
  • Incident reports including;
    • Breach of ACP
    • Fight or assault
    • Deliberate damage caused
    • Prohibited items found
  • Equipment maintenance and inspection logs

Security staff needs to conduct regular checks of the equipment and tools on the site. You should record your finding in the inspection log sheet.

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