Electronic Access Control Best Practices: 11 Smart Moves Every Facility Manager Should Make in 2026

Electronic access control systems are powerful security tools when they are properly configured, maintained, and enforced. Technology alone does not create security, however. Policies, user discipline, and regular oversight are what make the difference.

Here are 11 best practices every facility should follow.

1. Define Clear Access Levels Before Adding Users

Before issuing credentials, define structured access groups based on job roles and not individual preferences.

For example:

• Administration
• Warehouse
• IT
• Management
• Contractors
• Visitors

Each group should have clearly defined door permissions and time schedules. Building access around roles simplifies onboarding and prevents inconsistent permissions over time. When access is structured from the start, management becomes cleaner and far less prone to mistakes.

2. Follow the Principle of Least Privilege

The principle of least privilege means giving employees access only to what they need to perform their job — nothing more.

It may seem harmless to grant “just in case” access, but over-permissioning:

• Increases internal theft risk
• Expands liability exposure
• Makes investigations more complex
• Weakens overall security posture

Access should be intentional, not convenient.

3. Eliminate Shared Credentials

Shared credentials eliminate accountability.

When multiple people use the same card or PIN:

• You cannot verify who accessed an area
• Investigations become inconclusive
• Security policies lose credibility

Every individual should have a unique credential tied directly to them. If temporary access is required, issue temporary credentials. Do not share permanent ones.

Accountability is one of the primary advantages of electronic access control. Don’t undermine it.

4. Remove Access the Same Day Someone Leaves

One of the most common access control failures occurs during employee turnover.

Credentials should be deactivated immediately upon termination or resignation. Delaying by even a few hours can create unnecessary risk.

Best practice:

• Tie credential removal directly to your HR offboarding checklist.
• Review access privileges for role changes and internal transfers.

Access control is dynamic. It must reflect current employment status at all times.

5. Audit Your System Regularly

Many organizations install a system and rarely review it.

Quarterly audits should include:

• Reviewing all active users
• Removing inactive credentials
• Checking administrator permissions
• Reviewing failed access attempts
• (If door monitoring is in place) Investigate forced or held-open door events

Regular audits identify vulnerabilities before they become incidents. An unused credential from two years ago is a hidden liability.

6. Secure the Physical Hardware

Electronic security still depends on physical protection.

Ensure:

• Control panels are located in secured areas
• Enclosures are locked
• Power supplies and backup batteries are protected
• Network switches are secured
• Exterior readers are properly mounted and sealed
• IT closets should be locked and access controlled.

An exposed control panel or unsecured wiring can compromise the entire system. Security should extend beyond the door reader.

7. Implement a Strict “No Doors Propped” Policy

A propped door completely defeats an access control system.

Common reasons doors get propped:

• Convenience
• Moving deliveries
• Smoking breaks
• Temperature control

Instead of allowing this:

• Use door position monitoring
• Enable door-held-open alerts
• Establish clear written policy
• Train staff regularly
• Program readers to “beep” continuously when a door is propped. This will annoy anyone near the door and discourage propping.

If operational needs require a door to remain open temporarily, schedule it through the system rather than bypassing it manually.

Consistency in enforcement is critical.

8. Require a Minimum of 6-Digit PINs and Strong Passwords

Four-digit PIN codes are no longer sufficient. They are easily guessed and often reused.

Best practices include:

• Minimum 6-digit PIN codes (8 is even stronger)
• No sequential or repeated numbers (123456, 654321,111111,101010)
• Strong administrator passwords
• Multi-factor authentication when supported

Weak credentials undermine even the most advanced access control systems.

9. Schedule Regular Preventative Maintenance

Access control systems require ongoing maintenance to remain reliable.

Over time:

• Door hardware shifts out of alignment
• Readers wear down
• Backup batteries fail
• Firmware becomes outdated
• Databases require cleanup

Annual or semi-annual inspections should include:

• Testing fail-safe and fail-secure functions
• Inspecting locking hardware
• Verifying battery backup performance
• Confirming database backups
• Updating software and firmware

Preventative maintenance reduces emergency repairs, downtime, and unexpected security gaps.

10. Discourage Tailgating

Tailgating (or piggybacking) occurs when an unauthorized individual follows an authorized person into a secure area without presenting credentials.

This is one of the most common security breaches and it’s usually unintentional.

To reduce tailgating:

• Train employees to badge individually
• Encourage polite challenges of unfamiliar individuals
• Use signage in secured areas
• Consider anti-tailgating solutions in higher-security environments

Security culture matters. Employees should understand that holding a secure door open for convenience can create serious risk.

11. Ensure every door can be seen by at least 1 camera

Access control and video surveillance go together like peanut butter and jelly. Ensuring that you have a camera viewing each access-controlled door will make your life much easier when verifying who used a door and when. Some access control systems even integrate directly with your video surveillance system and tie door events to matching video clips.

Conclusion

Electronic access control is more than just locking and unlocking doors. It is a risk management system. When properly configured, regularly audited, and consistently enforced, it protects assets, employees, and operations. When neglected, it becomes a false sense of security.

The difference lies in management, discipline, and maintenance.