How to Create a Physical Access Control Policy for Your Facility

Physical security is one of the most fundamental aspects of business continuity. At the heart of your facility’s safety and security is physical access control—a set of systems and protocols that safeguard your business, its assets, and personnel. To ensure consistent protocols are achieved, a physical access control policy is essential.

In this article, we’ll walk you through what effective physical access control policies look like and how to create one that maintains compliance in your industry. 

What is Physical Access Control?

Physical access control refers to the selective restriction of access to a location or resource. In a business context, it's the electronic systems that determine who can enter your facility or specific areas within it. 

Modern access control systems have evolved from traditional controls like security guards and locking systems. Controls are now digital, automated, and highly individualized, incorporating advanced technologies that include: 

• Keycard systems
• PIN pads
• Mobile credentials
• Multi-factor authentication systems
• Biometric scanners (i.e. fingerprint, retinal, or facial recognition)

These systems not only control physical access throughout the building but also record valuable data entry and exit patterns, producing transparent timestamps that enhance overall security management.

In many instances, physical security controls also correlate with cybersecurity. The U.S. Cybersecurity & Infrastructure Security Agency states that physical security controls are vital to the protection of devices, data storage, and sensitive information throughout an organization. 

The Importance of a Physical Access Control Policy

A physical access control policy is an important document that outlines who has access to what throughout your facility. This includes specific sites, buildings, rooms, and even storage units that might contain restricted data or assets. 

These policies also determine under what circumstances an individual is permitted or prohibited from accessing a designated location. 

A well-crafted policy explains how certain access rights must be granted and managed. This is crucial for several reasons.

• Asset Protection: Access control policies define legal and practical permissions for your facility, safeguarding your valuable equipment, sensitive documents, and intellectual property.
• Employee Safety: Policies create a safer work environment by restricting unauthorized access.
• Compliance: Access controls ensure adherence to industry-specific regulations throughout your facility. 
• Liability Reduction: Physical access controls and policies mitigate legal liabilities in the event of a security breach.
• Preventing Unauthorized Access: In the most practical sense, physical access control policies serve as the first line of defense against potential security breaches.

By implementing a thorough policy, you create a safer, more secure environment for your business and its personnel to thrive.

How to Create an Effective Physical Access Control Policy

Creating an effective physical access control policy for your company requires careful planning and execution. By following these steps, you can develop a thorough policy that addresses all of your security and protection requirements.

1. Assess Security Needs

Start by running a comprehensive security assessment of your facility. Identify critical areas that require restricted access and consider potential threats specific to your industry and location. This assessment will form the foundation of your access control policy.

2. Define User Roles and Access Levels

Clearly outline who should have access to which areas and under what conditions. This might include employees based on job roles, contractors with limited access, visitors restricted to public areas, and managers or executives with higher-level access to restricted zones. 

3. Establish Clear Protocols

Once you know who has access to what, create clear protocols for every scenario. This process involves developing procedures for:

• Granting Access: Onboarding new personnel, issuing specific credentials, activating authorized access.
• Revoking Access: Terms and conditions for immediate revocation of access for terminated employees or expired contracts.
• Monitoring Access: Access control maintenance and regular review of access logs and unusual activity.
• Emergency Protocols: Setting up emergency response protocols to ensure safety without compromising security. 
• Troubleshooting: Protocols for troubleshooting electronic access errors or malfunctions. 

4. Implement Access Control Systems

Choose access control technologies based on your facility's needs and budget. This might include electronic security systems, biometric scanners, video surveillance integration, visitor management systems, or a customized solution for your organization. 

To ensure optimal performance and compliance with industry standards, partner with trusted and certified professionals who can assess your specific requirements and implement the most effective system for your facility.

5. Review and Update Regularly 

Schedule regular reviews to update your facility’s access rights. Assess the effectiveness of current protocols and incorporate new technologies when necessary. Address any security incidents or near-misses. Reach out to a security company for an assessment and guidance on improving your access control policies. 

6. Consider Compliance and Legal Factors

When developing your physical access control policy, consider relevant regulations and standards. Businesses may need to follow specific standards in accordance with regulations like: 

• NFPA 101: Specifically, consider the Life Safety Code, which outlines guidelines for egress in emergencies.
• OSHA: Ensure access control doesn't impede workplace safety.
• Industry-Specific Regulations: Address industry-based codes such as HIPAA for healthcare or PCI DSS for credit card handling.
• ADA Compliance: Ensure security control accessibility for individuals with disabilities.

Staying compliant with these standards contributes to a stronger, more equitable security strategy while ensuring legal adherence. 

Best Practices for Maintaining Security Control at Your Facility 

Implementing a physical access control policy is just the beginning. To ensure ongoing effectiveness, follow these best practices. 

1. Employee Training: Educate staff on the most recent security protocols. Train staff on the importance of not sharing credentials and how to properly report suspicious activity.
2. Regular Audits: Perform periodic checks of your access control systems, including testing access points and reviewing logs.
3. System Monitoring: Implement real-time monitoring to quickly identify and respond to potential security breaches.
4. Stay Updated: Keep abreast of new technologies and threats in physical security to continually improve your measures.

Establishing Physical Access Control Policies for Your Organization

Creating an effective physical access control policy is critical for safeguarding your facility and business operations. By assessing your security needs, developing clear protocols, and staying compliant with regulations, you can significantly enhance your overall security posture.

For professional guidance in developing and implementing a strong physical access control policy tailored to your organization, contact security experts at Impact Fire. Our team helps companies navigate the complexities of physical security, ensuring that your premises remain safe and secure 24/7.