Access Control and Visitor Management
This domain tests the identify–authorise–record habit and the legal limits on collecting visitor data. Most access-control failures are not technical; they are shortcuts taken at the counter.
Core rules
- Positive identification first: a face, a document, and a check that the document belongs to the bearer. A uniform or a familiar face is not identification.
- Authorisation: confirm with the host or authorised office using a directory number you look up yourself, never a number the visitor supplies. Verbal approvals are logged with the approver's name and time.
- Recording: minimum necessary data under RA 10173 (Data Privacy Act) - name, company, purpose, time in and out, host. Do not copy ID numbers or birthdates you do not need; secure the log; retain per policy.
- Badge discipline: visitor, contractor, permanent and escort-required categories; anti-passback rules; turnstiles; tailgating checks.
- Refusal: state the rule, offer an alternative (call the host, reschedule), document, and ask the person to leave. Trespass requires clear closure of the premises and a clear refusal.
Worked example
A courier arrives after hours with an unsigned delivery note and says the supervisor approved it. You cannot verify the supervisor, the note is unsigned, and the package is unlisted. Correct action: hold the package at the lobby, call the supplier's listed office number, log the call, and issue a temporary pass only after verified approval; do not admit him to the loading bay.
Traps
Calling a number supplied by the visitor and treating it as verification; letting regulars skip the log; writing full ID numbers into an open logbook.