Overview
Physical security access controls are 1 of the foundations of the Security Program. The procedures in this article detail the process to obtain card access to any Capital City Bank Group (CCBG) facility. The Building Card Access Request form is used to request the issuance of an access card for an associate, vendor, or visitor; to request a change to an existing access level; or to update the system as a result of a name change. The most up to date version of this form is located on netinterest .
Authorized managers are the only associates permitted to request card access and only for their area. If a manager needs to request access to another manager's area, they must coordinate the request with that area manager and both sign the form.
Managers are also responsible for immediately notifying Corporate Security and Risk when associates are no longer employed and their card access needs to be disabled. Notification can be done using e-mail.
Filling Out the Form
The form is divided into 2 sections, Standard Access Request and Non-Standard Access Request. If the access is in the list of pre-approved access levels, follow the instructions to fill out the Standard (Department/Office) Access section. If the access level is not listed in the pre-approved menu, fill out both Standard and Non-Standard sections.
Standard (Departmental/Office) Access
The requesting manager completes this section of the form when the access level needed is already pre-approved. Pre-approved access levels are defined by Corporate Security and Risk to match access levels and card types which correspond to the required door system access in CCBG building(s). The completed form (signed by the authorized manager) is sent to Corporate Security and Risk using interoffice mail or e-mail, or by dropping it off in person. All areas of the Standard Access Request section must be completed.
To complete the Standard Access Request portion of the Building Card Access Request form, follow the steps below. For further assistance, use the image below.
- Select the Requesting Manager's Name from the drop-down menu.
- Enter the cardholder's first and last name in the appropriate sections.
- Select the Office/Department from the drop-down menu.
Note: Select Other if the associate will need access to multiple offices and list all offices where associate needs access in the comments section. - Select the Pre-Approved Access Level needed.
- Select the Reason for the request.
- Enter any additional comments.
- Print and have the requesting manager sign the form.
- Deliver the completed form to Corporate Security and Risk by doing 1 of the following
- Scan and e-mail the form to _Corporate Security.
- Send it using interoffice mail.
- Delivery it by hand to a member of Corporate Security and Risk.
- A Corporate Security and Risk associate completes the appropriate section of the form and processes the request in the card access system.
When processing is complete, the card is delivered by Corporate Security and Risk to either the requesting manager or directly to the card holder listed on the form.
Non-Standard Access Request
If one of the pre-approved access levels does not provide the needed building access, the requesting manager completes the Standard Access Request section and the Non-Standard Access Request section of the form.
- List all offices and doors the associate should be authorized to have.
- Select the appropriate Time Period.
Note: Time periods restrict entry into the building; they do not indicate exit time restrictions.- 24 x 7: Used for associates who need access to building without limitations
- 4 p.m. - 11 p.m. Monday - Friday: Used for cleaning crews or vendors who need access after hours
- 6 a.m. - 9 p.m. Monday - Friday: Used for associates who are not authorized to enter building on weekends.
- Complete the Reason for Requested Access Level section with a detailed description of the business need for the requested access.
- E-mail the completed form to _Corporate Security for review and approval.
- Upon approval, Corporate Security and Risk creates the new access level in the card access system, updates the Building Card Access Request form, and processes the card request.
Traveling Associates and Multiple Office Access:
Associates that frequently work in multiple offices must have their accesses updated to grant access to each of these offices. For assistance getting the appropriate access assigned, associates need to contact _Corporate Security.
Card Maintenance
Occasionally circumstances occur that require updates or changes to an associate or vendor's access. Read through the accordions for more information on what to do in each of these situations.
Access Changes - Transfers and Name Changes
Changes to card access for associate due to transfers or name changes are processed by completion of the appropriate building card access form. Cards remain with the associate and are updated to provide authorized access to their new location. Fobs remain at the office where they were assigned.
Removing Access
It is the manager's responsibility to notify Corporate Security and Risk as soon as possible when an associate leaves the company. This ensures card access is terminated in a timely manner. This notification can be in the form of an e-mail.
If access needs to be removed by a certain date or time please specify this in your e-mail.
Lockdown Fob Testing
The 2 button lockdown fobs should be tested during your monthly alarm test. This button does not send a message to the alarm monitoring so testing of it is slightly different.
Have an associate press the red lockdown button. A second associate should be outside to verify the doors have locked. Once that is verified the green button is pressed. This allows the associate to swipe their card, opening the doors and placing them back on schedule.
For more information on fob and other security equipment testing, see Security Equipment Testing Procedures.
Vendor Access
Certain vendors have been provided card access to buildings (for example: cleaning crews, Diebold, or Brinks.) This access is tightly controlled and monitored. Any work done by a vendor should first be confirmed with either General Services or The Network Manager.
Should a vendor need access to a restricted area, an associate must remain with them at all times.
General Dos and Don'ts
The following is a list of general dos and don'ts for ensuring access remains secure at all times.
- Piggybacking - Don't do it!
- Do not allow any individual (associate, vendor, or visitor) to piggyback and follow you into the building or into a department. Even if they have their card, it might not grant access to the area you are entering.
- Managers must stress the importance of building security to their associates. Every cardholder is to be reminded that no one should be allowed to enter the building without having their card in their possession. Associates and others who do not have their card in their possession cannot follow another associate into the building. Cardholders must not allow any individual to piggyback and enter a building or department with them unless a manager has approved this activity.
- Remember the piggybacker's card may not grant access to the area they are entering with you.
- Do not give your card to another individual. You are responsible for all access associated with your card.
- If you lose your card - report it immediately
- If your card is damaged, return it to your manager to have it replaced.
FAQ
Read through the accordions to get answers to some frequently asked questions.
How do I unlock the doors in the morning with the Kantech system?
The system is programmed with your office's hours to know when the doors should be unlocked when the building is occupied. The system looks for a card swipe within 30 minutes of opening to determine if the building is occupied.
If the doors do not unlock at their scheduled time, have an associate swipe their card at the door. If they still do not unlock for the day contact Corporate Security and Risk.
How do I lock the doors at night?
The doors should lock automatically at the correct time. If they do not lock, contact Corporate Security and Risk so we can research and correct the issue.
If there is a holiday, do I need to do anything to make sure the office doesn't open?
No, holidays are programmed in to the system so it knows not to unlock the doors. If an associate needs to go to the office on a holiday their card still works, if they are authorized for holiday entry. However, the doors do not unlock for the entire day.
If we are closing early today due to a holiday, do we need to let anyone know?
If it is a bank wide holiday, it is programmed into the system with the correct hours. If it is not a bank wide holiday and is something special for your office area, please contact Corporate Security and Risk to ensure your doors lock at the appropriate time.
What if there is a robbery or some other emergency where we need to immediately lock the doors?
Use the door lock buttons that you were given when the system was installed to immediately lock the doors. Follow all emergency procedures. After the emergency is over and the doors are ready to be opened again, use the door lock button to unlock the doors. Next swipe your card to allow them to return to schedule.
We have always used the lock/unlock buttons to open and close the doors for business hours. Can we keep doing that?
NO. The lock/unlock buttons are for emergency use only. If you use them to lock your office and leave, your card will not let you back in the building.
What do we need to do if the power goes out?
The system has a battery backup that should be good for several hours. If it appears the outage may be prolonged contact Corporate Security and Risk so other plans can be made.
I want to give (Insert Associate Name) access to my building and they already have a card for a different office. How do we add them to my building?
Complete an access request form for the access to your office.
The door isn't closing quite right and may not lock correctly, who do I contact?
Enter a Landport request to have the door checked for any defect. If it is not locking notify Corporate Security and Risk.
Card Supplies
