Building Security & Access: the full procedure

Handle keys, fobs, and alarm codes responsibly, keep the building locked, admit no one unauthorized, and re-arm and report on exit.

• Applies to: All cleaners & site leads.
• Frequency: Every shift (entry and exit).
• Scope: Covers after-hours entry, key/code control, securing the building, and reporting. All access and alarm specifics defer to the client’s site security policy and the building manager’s instructions.

What you need

• Assigned keys / fob or lockbox
• Personal alarm code
• Client site security policy
• Phone for reporting
• Incident / sign-out log

The procedure, step by step

1. Enter & disarm correctly — Use your assigned entry method and personal alarm code to disarm on arrival; if you trigger a false alarm, follow the client’s procedure to cancel the dispatch.
2. Protect keys & codes — Never share, lend, copy, or write down keys, fobs, or alarm codes; keep them on your person and return keys to the lockbox at shift end.
3. Lock doors behind you — Keep exterior and secured-area doors locked while you work — do not prop open doors that should stay shut.
4. Admit no one unauthorized — Do not let anyone into the building who is not on the approved access list, even if they claim to belong; refer them to the building manager.
5. Respect confidential areas — Only access the areas your contract covers; leave offices, files, and equipment as you found them.
6. Re-secure on exit — Before leaving, confirm windows and doors are locked, lights/equipment are handled per policy, then set the alarm and lock up.
7. Report anything suspicious — Immediately report unlocked doors, signs of forced entry, unfamiliar people, or any security incident to your supervisor and the building manager.

Quality check before you finish

• Alarm disarmed/armed with your own assigned code.
• Keys/fobs never shared and returned to the lockbox.
• Secured doors kept locked throughout the shift.
• No unauthorized person admitted.
• Only contracted areas accessed.
• Building armed and all doors/windows locked on exit.
• Any suspicious activity or security lapse reported same shift.

This is a free, source-anchored standard operating procedure (SOP) you can print and hand to staff. It documents the work sequence for a Commercial / Office Cleaning business — not safety or regulatory rulings, which defer to the cited authorities, the applicable code, and your own health-and-safety plan. Open the tool above to print it, toggle ink-saver, or (with a free ToolFluency Business account) edit it to match your own workflow.

Sources

• CSG — Janitorial Key Control & Individual Alarm Codes (csginc.com)
• Health Point Cleaning — Lockbox Handling & Access Limits (healthpointcsmn.com)
• Clean Solutions — Lock Behind You & Report Incidents (cleansolutionllc.com)