Product Overview

Summary: This SOP sets out a clear, step-by-step process for the safe, secure and compliant use of keyless entry systems in Australian workplaces. It helps organisations manage physical access, protect people and assets, and maintain robust audit trails while meeting WHS and security obligations.

Keyless entry systems are now standard across Australian workplaces, from offices and warehouses to hospitals and education campuses. While they improve convenience and security, they also introduce specific WHS and operational risks if they are not managed under a clear, documented procedure. This Keyless Entry Systems Safe Operating Procedure provides a practical framework for controlling who can access which areas, how access is granted and revoked, and what to do when systems fail or are misused.

The SOP guides your organisation through planning, installing, operating and maintaining keyless entry systems in a way that prioritises worker safety, emergency access and data security. It addresses issues such as after-hours access, lone worker safety, restricted areas (e.g. plant rooms, chemical stores, medication rooms), and integration with fire and emergency egress requirements. By implementing this SOP, businesses can reduce security breaches, prevent unauthorised access to hazardous areas, and demonstrate due diligence under Australian WHS legislation and privacy obligations.

The document is written specifically for the Australian context, making it easy to align your access control practices with WHS risk management processes, contractor management, incident reporting and audit requirements. It supports both small businesses implementing a basic card or fob system, and larger organisations operating networked, software-driven access control across multiple sites.

Key Benefits

• Strengthen physical security by standardising how access is requested, approved, issued and revoked.
• Reduce WHS risks by controlling access to hazardous or restricted areas and supporting lone worker and after-hours safety.
• Ensure compliance with Australian WHS laws, fire and emergency egress requirements, and privacy obligations around access data.
• Streamline onboarding and offboarding processes so employees, contractors and visitors receive appropriate access from day one.
• Improve incident response and investigations through clear audit trails, reporting requirements and escalation pathways.

Who is this for?

• Facilities Managers
• WHS Managers
• Security Managers
• IT and Systems Administrators
• Office and Site Managers
• HR Managers
• Construction Project Managers
• Retail and Hospitality Venue Managers
• Health and Aged Care Administrators
• Education Campus Managers

Hazards Addressed

• Unauthorised access to hazardous areas such as plant rooms, chemical stores and electrical switch rooms
• Workers or visitors being trapped or unable to exit during power failures or emergency evacuations
• Security breaches leading to theft, vandalism or tampering with safety-critical equipment
• Increased risk to lone workers or staff working after hours due to uncontrolled access
• Privacy and data security risks associated with access logs and personal information
• Manual handling or ergonomic risks associated with poorly located readers or heavy access doors
• Slips, trips and falls due to forced or improvised access when systems fail (e.g. propping doors open)

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and System Overview
• 3.0 Roles and Responsibilities
• 4.0 Risk Assessment and WHS Considerations
• 5.0 System Requirements and Integration (Fire, Security, IT)
• 6.0 Access Levels and Zoning of the Workplace
• 7.0 Access Request, Approval and Issuance Process
• 8.0 Management of Employees, Contractors and Visitors
• 9.0 Onboarding, Transfers and Offboarding (Revocation of Access)
• 10.0 Daily Operation and User Requirements
• 11.0 Emergency and After-Hours Access Procedures
• 12.0 Power Failure, System Outage and Fail-Safe/Fail-Secure Protocols
• 13.0 Incident Reporting, Security Breaches and Escalation
• 14.0 Data Management, Privacy and Audit Trails
• 15.0 Maintenance, Testing and System Changes
• 16.0 Training, Induction and Communication
• 17.0 Monitoring, Review and Continuous Improvement
• 18.0 Document Control and Recordkeeping

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 the Risk of Falls at Workplaces (for restricted access to elevated areas)
• AS 3745:2010 Planning for emergencies in facilities
• AS 1851:2012 Routine service of fire protection systems and equipment (for integration with egress and fire doors)
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• AS/NZS 60839.11 series – Alarm and electronic security systems (where applicable to access control)
• Privacy Act 1988 (Cth) and the Australian Privacy Principles (for handling access and identification data)