Government and critical infrastructure facilities handle sensitive data, house essential assets, and control systems essential to daily life. Who has access to these spaces matters, often to the point of being paramount to national security. Part of safeguarding these facilities is creating a strong access control policy.
An access control policy needs to be more than a checklist. It has to be a framework that guides both technology and security personnel on who can go where, when, and under what circumstances. A good policy will consider the full lifecycle of access credentials and align with federal regulatory guidelines like NIST and FICAM. From secure server rooms and SCIFs (Sensitive Compartmented Information Facility) to operational control centers, access must be given and taken away intentionally.
Here are some essential components that should be a part of a facility’s access control policy, along with common gaps to avoid.
What Goes Into a Strong Access Control Policy
Investing in more hardware and software is a waste of time if you don’t have an access control policy in place. The policy will help stakeholders understand what makes access control most effective and ensure the correct elements are in place to give personnel the access they need when they need it, with full accountability.
Here are some of the elements that should be a part of a strong access control policy:
Role-Based Access Control
Access permissions should be tied to an individual’s job role and clearance level. Following role-based access control guidelines ensures users only access the spaces and systems necessary to do their job and nothing more. It prevents credentials from having too many permissions and reduces the risk of compromise or misuse.
Multi-Factor Authentication (MFA)
High-security environments such as SCIFs and secure server rooms should have layered authentication. A facility might combine a badge swipe with a PIN, biometric verification, or facial recognition. Using multiple forms of authentication makes it significantly harder for unauthorized users to gain access. Even if one element is compromised, the others can safeguard the space.
Time-Based Access Controls
Time restrictions create access windows based on work schedules or clearance levels. For example, custodial staff may only access certain areas after hours. By time-limiting their credentials, there is less risk of misuse or compromise. Time-based access creates another layer of security by reducing unauthorized movement or unplanned visits.
Credential Lifecycle Management
Facilities must manage a credential’s entire lifecycle. This includes issuing the credential, monitoring its usage, and deactivating it when the user leaves or changes their role. A strong lifecycle program will help ensure that credentials don’t remain active when they are no longer in use.
Hardening Physical Access Points
Every access point, from the external gates to internal server cabinet doors, should be reinforced against tampering or unauthorized bypass. Facilities may need to install additional hardware, sensors, or video surveillance to monitor and protect every entry point.
Compliance & Best Practices for More Secure Access Control
For facilities looking to strengthen their access control, there are many regulatory resources available that can help guide their policies. Policies should align with federal frameworks such as:
- NIST: Provides the foundation for secure information systems and physical protection.
- FICAM: Sets the technical standards for authentication technology and identity management.
- ICDs: Frequently updated directives that facilities will want to monitor and plan for to eliminate security gaps and stay compliant.
Policies must include guidelines for documentation and a system for auditing records, but they must go beyond a simple access log. It should also document who reviewed the logs, when, and what actions were taken to correct any issues found.
Some other best practices to follow include:
- Escort requirements for visitors or vendors
- Logs and audit trails for all entries and exits
- Real-time alarm responses and lockdown protocols
- Integration with cybersecurity controls
- Emergency override protocols for first responders
There also needs to be a system for reviewing the policy regularly. When directives or regulations change, facilities must assess whether their access control system is still compliant. If it’s not, they must create a plan to bring it up to date while staying within budget.
Common Gaps in Access Control Policies
Ariel has worked with many high-security facilities to update their access control systems. When we take over a site, the most common issue we see is inadequate or outdated documentation. Sometimes, a security log exists, but no one is actively reviewing it or acting on it. In other cases, there is no clear protocol for deactivating access cards.
The result is thousands of active credentials with many unaccounted for, and each one a potential gap in security where intrusions may go unnoticed. If a site director or security manager isn’t alerted to dormant credentials or irregular access attempts, it’s a major red flag.
A poor access control policy has real-world consequences. An effective policy can reduce the risks and ensure the right people have access and the wrong people don’t.
How Ariel Builds Resilient Access Control Policies
We don’t just install technology. We work with high-security facilities to build policy frameworks that are practical, scalable, and compliant. Here’s how:
- Custom policy design: We tailor policies based on clearance levels, role hierarchies, and operational needs.
- Audit-ready documentation. We build systems that track issuance, usage, and deactivation and help you document every step.
- Compliance monitoring: We align systems to NIST, FICAM, ICDs, and other frameworks while informing you of upcoming changes.
- Technology roadmaps: Because compliance and technology constantly change, we create five-year upgrade plans to ensure systems stay secure while remaining cost-effective.
Our solutions are built to last and designed with the future in mind. If your policies are outdated or your documentation is incomplete, now is the time to strengthen your approach.
Take control of your access control policy. Contact Ariel Secure Technologies to schedule a policy consultation or technical assessment today.