Spring Cleaning for Access Control: Boost Security With Essential Housekeeping Tips

Access control is the foundation of a secure facility — but even the best systems need upkeep. Over time, badges wear out, doors stop working smoothly and user permissions get out of sync with your current roster.

Spring is a great time to reset. Use this checklist to tighten access, clean up your database and make sure your badge program is working as it should.

Start With an Access Control Housekeeping Audit

Before diving into detailed fixes,take in the big picture of what needs to be done. This will help you stay organized and minimize any interruptions to workflow or system downtime.

Check software and hardware. Check each facility access point and record whether door readers are responsive. Run test batches on all badge printers to ensure they are running smoothly without errors, misreads or glitches.
Review access logs. Pay attention to users who may not have logged in in a while. Are they still on the roster? Are any expired badges still active or in use? Outdated logs and data can lead to security issues.
Create your spring cleaning task list. The master audit list might feel overwhelming, but you don’t need to overhaul the whole system at this point. Once you see the issues that need to be addressed, you can set priorities and a timeline to implement changes.

Badge Reprints and Updates

Even the highest-quality badges wear out over time, especially in busy environments like health care or warehouse settings. The badge itself can fade or crack, and magnetic stripes and barcodes can wear away, causing issues with swiping or scanning.

Determine how many badges need to be replaced. Unless you’re also undergoing a rebrand, it may not be necessary to replace all employee badges. Start with those that are worn, damaged or outdated. Look for peeling laminate, faded photos, broken clips or nonfunctional scanning elements.
Alert employees. Put out a call to employees letting them know you’re replacing worn-out badges, and put a protocol in place for employees to come in and swap out their old ID cards for new ones.
Avoid duplicates. Make sure to properly dispose of old badges to avoid having duplicate badges floating around.

Outdated User Removal

Removing users who no longer need access is an often overlooked but important way to improve security.

Review your badgeholder list. Look for former employees, contractors, interns, visitors or anyone who had an active credential but no longer requires access to your facilities.
Remove inactive users right away. You might be surprised by how many nonactive badgeholders still have access to your facility. Make sure to revoke access at the source as soon as possible.
Make a plan for ongoing reviews. To ensure safer protocols in the future, set up a monthly or quarterly task to review and remove outdated users.

Update Badge Permissions

Between internal role changes and new hires, it can be hard to keep up with correct titles and access permissions. Take this time to ensure each badge reflects your employees’ most up-to-date information.

Review current titles. Reissue badges for employees who have changed departments or job titles but are still carrying outdated cards.
Check permissions. Are certain employees still accessing areas they no longer need to be? Are new team members missing access to key spaces? Adjust access to ensure everyone can get where they need to be.
Avoid defaulting to all access. It can be tempting to open access, assuming employees will only go where they are allowed, but this can open the company up to a great deal of risk. Take this time to match permissions to actual job titles and functions and make a plan to upstate any time someone changes roles.

Hardware and Software Maintenance

Badges are only half of the equation when it comes to securing access. Now is the time to revisit the hardware list from your audit.

Test access points. Replace any card readers or scanners that aren’t working properly.
Test latches and keypads. Swap out or repair any that stick or fail to lock and unlock properly.
Clean badge printers. Replace ribbon and test for print quality. Streaky or off-center prints may indicate you’re in need of maintenance.
Check your software. If you use license-based software, make sure you have the most current version installed and that integrations are working properly. Confirm that the software syncs properly with your HRIS platform.
Upgrade as needed. License-based badge management software works well for small, single-location organizations. But if you’ve outgrown a single badge printer or are looking for a smoother, more streamlined way to manage data, it may be time to upgrade to a cloud-based system.

Learn more: Expert Insights: Benefits of Cloud-Based ID Card Management

Build a Maintenance Calendar

Spring is a great time to tidy up security protocols, but access control works best when you stay on top of it year-round. Set up a simple 12-month maintenance calendar to ensure upkeep is more routine than reactionary.

Weekly

Check badge printer supplies (ribbons, cards, cleaning kits).
Spot-check badge functionality by scanning a few.
Verify that new hires and terminations are reflected in the system.

Monthly

Reprint any damaged or unreadable badges.
Check for title or access changes. Confirm permissions match current job roles.

Quarterly

Test all readers and door hardware for consistent functionality.
Do a scan of the system and remove any inactive or outdated users.
Run an access audit and remove or update permissions.
Clean badge printers.

Annually

Conduct a full audit of all badgeholders, permissions and access points.
Review and update internal access control policies.
Replace old or worn-out hardware.

Keep Your Systems Secure With Regular Housekeeping

ID badges aren’t just for identifying employees and visitors; they’re an important part of your security and access control. By taking time this spring to update systems, let go of outdated practices and set up a maintenance schedule, you can keep your badge program running smoothly and your team free of interruptions.