Product Overview

Summary: This procedure sets out the safe and secure operation, installation and maintenance of electronic lock systems across Australian workplaces. It helps organisations protect people, property and information while meeting WHS obligations, security requirements and privacy expectations.

Electronic lock systems are now critical infrastructure in offices, healthcare, education, manufacturing, government and high-security environments. Poorly managed access control can create serious safety risks, from unauthorised entry and theft to workers being locked in or out during emergencies. This Safe Operating Procedure provides a clear, practical framework for how electronic locks are selected, installed, programmed, used and maintained so that safety and security work together rather than against each other.

The document addresses real-world challenges such as managing access permissions, handling lost or stolen cards or fobs, integrating with fire and emergency egress systems, and dealing with power or system failures. It sets out who can authorise access changes, how to keep audit trails, and how to respond when an electronic lock malfunctions or is tampered with. By implementing this SOP, organisations can demonstrate due diligence under Australian WHS law, reduce the risk of security breaches, and give workers clear, consistent instructions for day-to-day use and emergency situations.

Key Benefits

• Ensure electronic lock systems are operated in a way that supports safe entry, exit and emergency egress for all workers and visitors.
• Reduce the risk of security breaches, unauthorised access and theft through clear rules for credential issuance, revocation and auditing.
• Standardise how electronic locks are installed, tested, maintained and integrated with alarm, CCTV and fire systems across all sites.
• Minimise downtime and safety risks during power outages or system failures with defined backup, override and escalation procedures.
• Demonstrate compliance with WHS duties and Australian Standards by documenting a defensible, risk-based approach to access control.

Who is this for?

• Facilities Managers
• Security Managers
• IT and Systems Administrators
• WHS Managers
• Site Supervisors
• Maintenance Technicians
• Reception and Front-of-House Staff
• After-hours and On-call Staff
• Data Centre Managers
• School Business Managers

Hazards Addressed

• Workers and visitors being unable to exit quickly during fire or other emergencies due to malfunctioning or incorrectly configured locks
• Unauthorised access to restricted or hazardous areas (plant rooms, laboratories, server rooms, medication storage, cash handling areas)
• Security incidents including theft, vandalism, assault or data breach arising from poor access control practices
• Workers being isolated, trapped or locked in high-risk areas (confined spaces, rooftops, basements, secure rooms)
• Increased psychosocial risk due to perceived lack of security or uncontrolled access to the workplace
• Electrical hazards during installation, inspection or maintenance of powered locking hardware and control panels
• Manual handling and fall risks when accessing doors, frames, readers or controllers at height for inspection or repair

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and System Overview
• 3.0 Roles, Responsibilities and Authorities
• 4.0 Applicable Legislation, Standards and Codes of Practice
• 5.0 Risk Management for Electronic Lock Systems
• 6.0 System Design and Installation Requirements
• 7.0 Commissioning, Testing and Handover
• 8.0 Access Credential Management (Cards, Fobs, PINs, Mobile Credentials)
• 9.0 Day-to-Day Operation and User Instructions
• 10.0 Integration with Fire, Emergency and Evacuation Systems
• 11.0 Power Supply, Backup and Fail-safe/Fail-secure Configurations
• 12.0 Incident, Fault and Tamper Response Procedures
• 13.0 Lost, Stolen or Misused Credential Management
• 14.0 Maintenance, Inspection and Performance Testing
• 15.0 Data Logging, Audit Trails and Privacy Considerations
• 16.0 Training, Induction and Competency Requirements
• 17.0 Contractor and Visitor Access Management
• 18.0 Change Management and System Modifications
• 19.0 Recordkeeping and Documentation Control
• 20.0 Review, Audit and Continuous Improvement

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS Acts
• Work Health and Safety Regulations 2011 (Cth) and equivalent state and territory WHS Regulations
• Safe Work Australia – Code of Practice: Managing the Work Environment and Facilities
• Safe Work Australia – Code of Practice: Managing Risks in Stevedoring (for high-security port facilities, where relevant)
• AS 2201.1: Intruder alarm systems – Client’s premises – Design, installation, commissioning and maintenance
• AS 2201.5: Intruder alarm systems – Control room for alarm monitoring services
• AS 1428.1: Design for access and mobility – General requirements for access – New building work
• AS 3745: Planning for emergencies in facilities
• AS/NZS 3017: Electrical installations – Verification guidelines
• AS/NZS ISO/IEC 27001: Information technology – Security techniques – Information security management systems (for integration with logical access control)