10 key steps to access control maintenance for modern facilities

Why access control maintenance matters

Despite cybersecurity becoming a growing concern for many organizations, physical security remains a priority for many facility operators. Over the last five years, 60% of companies in the United States reported physical security breaches, primarily due to infrastructure lapses.

The increase in unauthorized access attempts following these incidents underscores the need for an optimal standard for physical access control. Advanced systems continue to help organizations enhance their infrastructure and remain a crucial part of their integrated security strategies. Still, they require regular maintenance to help ensure they remain reliable components as security needs evolve.

Today, regular access control maintenance falls into four main categories:

• Preventive maintenance: Implementing measures to help prevent system compromise and failure is now a significant part of the maintenance process. Security integrators or professionals will integrate controls to reduce the risk of compromise and notify security teams when hardware or software may require repair or an update.
• Troubleshooting: Electronic access control systems can encounter issues over time, including hardware malfunctions or software bugs. While preventive maintenance helps reduce these risks, they can still occur sporadically, requiring an engineer to troubleshoot and repair the issue.
• Visual inspection: Many integrators or engineers may perform maintenance on a regular schedule, typically monthly or annually. However, on-site security teams can perform visual inspections as part of their duties to help identify issues with the system’s components and request repairs if security is at risk.
• Performance analysis: Security teams can also regularly assess how well the access control system performs with current security requirements. A performance analysis includes verifying that locking mechanisms function and that access mechanisms, such as fobs, operate as expected.

10-step access control maintenance checklist

Whether you’re a security engineer or a building administrator, understanding how to maintain access controls can help keep your security system safe from compromise and reduce the risk of breaches. 

After installation, professionals will use a comprehensive checklist to help ensure that your system is efficient and meets the standards.

Requesting a security engineer from your provider is often recommended for the most satisfactory results. However, here are 10 steps for access control system maintenance.

1. Perform a visual access control inspection

Checking all components of an access control device for tampering or damage should be the first stage of maintenance. Keypads, screens, panels and wiring may show signs of wear and tear, requiring repairs to ensure the system functions optimally.

2. Check battery performance

Batteries are among the most vital components of devices, where any issues can cause power lapses and significantly compromise facility security. Check both the active and backup battery health to ensure they don’t risk failure.

3. Ensure network sockets and connections are in good condition

Connectivity to other network security devices is paramount to an effective integrated security system. Verify that all wires and cables, including Ethernet and external observation connections, are secure, functional and in good condition.

4. Inspect and verify the voltage supply

Inspect all electric locking and activation devices in a system to ensure they receive sufficient power to operate correctly. Voltmeters can help verify that the voltage is within the optimal range.

5. Conduct access control testing to assess functionality

Engineers performing maintenance will need to check all components of the access control hardware and verify that they function in accordance with the specifications. System parts to test include readers, locks, panels, keypads and credential devices, such as fobs and smart access cards.

Assess efficiency by using the system yourself or by observing a few on-site personnel attempt to use the access point. Security teams should address any anomalies immediately by requesting maintenance.

6. Review software and install any updates

Providers of advanced systems often issue software updates to enhance effectiveness and adapt to the evolving security landscape. Check that systems are up to date, compatible with other security technologies and continue to communicate with the system network.

7. Assess the electric lock performance

Test the electric locks on all doors with installed access control devices by measuring the mechanism’s response time when triggered. The lock should move swiftly and without obstruction.

8. Test the system for fire response

Engineers performing maintenance must also verify that the system responds correctly to protocol during emergency events such as fires. Trigger a mock fire scenario to verify that devices unlock doors during an evacuation.

9. Inspect response and backup planning documentation

A more administrative but crucial component of access control maintenance is reviewing contingency plans for emergencies or device failures. Review the documented plans and ensure they align with organizational protocols and regulatory requirements.

10. Keep maintenance records

Finally, keeping a record of maintenance activities is necessary not only for the organization but also for compliance with many security regulations and standards. After maintenance, ensure the engineer or integrator documents all applied work, including the date, inspection results, identified issues and any repairs performed.

Also, note when the access control system maintenance is next due and schedule a return date.

Additional considerations for access control system maintenance

Securing entry and exit points is a primary objective for on-site perimeter security teams. While the access control maintenance checklist provides comprehensive guidance on keeping your system at an acceptable standard, there are other factors to consider. 

Building administrators should consider the following when commissioning an engineer for maintenance or an integrator for installation.

• Compliance standards: Engineers performing maintenance on systems must ensure that any repairs or updates to hardware or software remain compliant with applicable regulatory frameworks. Standards and laws can vary by region. The engineer should review their maintenance records to ensure compliance.
• Cybersecurity: Attacks against digital networks continue to rise across organizations worldwide. Security planners will also need to take cybersecurity measures to help minimize breaches in access control software.
• Downtime planning: When access control systems are undergoing maintenance, facility security can be at its most vulnerable. Documenting and executing a system downtime plan can help mitigate security gaps during maintenance on hardware and software.
• Environmental concerns: Environmental factors, such as changes in temperature, lighting and humidity, can affect the integrity of the system’s hardware. Personnel performing maintenance should verify that core device components, such as access control keypads and screens, can mitigate the risk of damage from environmental conditions.
• Training: Engineers should update any training documentation for the access control system whenever functionality changes occur because of software or user interface updates. Well-documented and up-to-date protocols can help security teams maintain a more seamless security operation.
• Compatibility: As many of today’s security systems are multilayered, practitioners must ensure that access control remains functional with other components after maintenance. If any updates or repairs create compatibility issues, they can compromise the entire security network.

Perform regular access control maintenance as an adaptive security measure

Today’s physical security landscape requires a comprehensive, multilayered strategy to address evolving risks and threats to organizations. Access control systems remain a vital pillar, helping minimize unauthorized access and enabling security personnel to detect, identify and respond to potential intrusions more quickly.

However, all components of an integrated security system must function optimally to maximize its effectiveness. As a result, performing regular maintenance on hardware and software ensures the system performs to expectations, including access control.

The checklist in this guide can help facility administrators and on-site security teams ensure their systems remain a practical component of their strategies. Conducting necessary repairs and updates can help systems remain scalable and adaptable to ongoing organizational risks and threats.