Access roster
The facilities/security owner maintains a live roster with full legal name, role, employer, access areas, access hours, badge/key/device number, approving executive, start date, review date, training status, and emergency contact when appropriate. Departed personnel must be revoked immediately, keys/cards recovered, fallback codes rotated if any existed, and revocation time documented.
Visitor and maintenance entry
Before entry, create a work order or appointment, confirm business reason, sponsor, areas, tools, devices, and camera notice. At entry, check ID, obtain signature, confirm approved areas, and keep escort present. At exit, confirm tools removed, equipment state, work notes, issues, and follow-up.
Visitor acknowledgment: by entering, the person acknowledges this is a private appointment-only operations suite, will enter only approved areas, follow escort instructions, sign in/out, avoid unauthorized photography or recording, avoid touching company equipment unless approved in writing, maintain confidentiality, and understand video surveillance may be used for security and investigation.
Camera, no-audio, and biometric rules
- Use visible cameras and posted notice.
- Disable audio across Arizona, Texas, Colorado, and Illinois unless counsel approves state-specific consent procedures.
- Do not place cameras in restrooms, locker rooms, changing rooms, wellness/private rooms, or neighboring tenant spaces.
- Access footage only for security, incident, legal, operational continuity, investigation, or audit reasons.
- Do not deploy biometric access systems without legal approval; Illinois requires special BIPA review.
Emergency entry and incident hold
After emergency entry, capture notice time, request written report, preserve footage, preserve access logs, inspect doors, locks, racks, cables, sensors, UPS, cooling, and network state, compare asset inventory, and open an incident ticket if anything is abnormal.
Evidence to preserve: camera footage, access logs, badge logs, key logs, visitor logs, alarm logs, work orders, landlord notices, vendor communications, photos, server logs, database logs, network logs, cloud logs, deployment logs, backups, and asset inventory.
Monthly review checklist
- Access roster reviewed and departed personnel removed.
- Keys/cards accounted for.
- Camera health checked and audio-disabled setting verified.
- Visitor logs filed and maintenance tickets closed.
- Environmental sensors, UPS, power, HVAC, and cooling checked.
- Incident holds reviewed and asset inventory spot-checked.
- Landlord notices reviewed for upcoming work.