Should Your Cleaning Company Have Keys or Access Codes to Your Building?

Even people who aren't easily distracted can be thrown off their rhythm by someone vacuuming or cleaning around them during the workday. After-hours cleaning has long been a practical solution to that problem. But after-hours cleaning raises an important security question: Should your cleaning company have keys or access codes to your building?

In many cases, the answer is yes, but access should be carefully controlled. Giving a cleaning company access to your facility requires more than simply handing over a key or sharing an alarm code.

Businesses should clearly communicate their rules for keys, access codes, restricted areas and confidentiality and make sure the cleaning company has procedures for controlling access and ensuring its employees follow those rules.

Why Cleaning Companies May Need Building Access

After-hours cleaning often means cleaners arrive when employees and management have already left for the day. Without some form of authorized access, cleaning crews may be unable to enter the facility or properly secure it when they leave.

Providing controlled access can make the cleaning process more efficient. Depending on your facility, this might include:

• A physical key
• An electronic key card or fob
• A unique door access code
• An alarm code
• Access through a building management system

You should be able to establish clear requirements for accessing your facility, and a professional cleaning company should be able to explain how its employee vetting and internal security procedures will ensure those requirements are followed.

Keys and Access Codes Should Be Carefully Controlled

One of the biggest concerns with giving cleaners building access is knowing exactly who can enter your property. Your cleaning company should have a process for controlling keys, access cards, and security codes.

If possible, avoid giving cleaning personnel access credentials that are shared broadly among employees. Unique codes or individually assigned electronic credentials make it easier to determine who has access and revoke access when necessary. They may also provide an access record showing which credential was used to enter the facility and when, making it easier to determine who was present if a security issue arises.

Physical keys should also be accounted for. Your cleaning company should know which employees have been issued keys and have a procedure for returning them when an employee leaves the company or no longer works at your facility.

For alarm systems, establish a clear procedure for arming and disarming the building. Your cleaning crew should know what to do if an alarm accidentally activates and who to contact if there is an unexpected issue.

What About Restricted Rooms?

Businesses may have offices, storage rooms, server rooms, supply closets, financial areas, medical spaces, or other locations containing sensitive equipment or information. These areas may require additional security, or the business may choose to keep them off-limits to cleaning personnel because of sensitive information, valuable equipment or other security concerns.

Discuss restricted areas with your cleaning company before service begins. Clearly identifying which rooms are included and which are off-limits can prevent accidental access and protect sensitive information and equipment.

If certain areas require special authorization, make sure the cleaning company understands those requirements. Written cleaning specifications can help ensure everyone understands exactly what the crew is and isn't expected to access.

Confidentiality Is Part of Facility Security

Cleaning professionals may encounter confidential information simply because they are working inside your building. They could potentially see documents left on desks, computer screens, customer information, financial records, or other sensitive materials.

A reputable commercial cleaning company should understand the importance of confidentiality and professionalism. Businesses should also establish expectations regarding sensitive information and communicate any special security requirements to their cleaning provider.

Businesses have responsibilities as well. Internal security policies should account for the fact that cleaners, maintenance technicians and other authorized contractors may be in the building after employees leave. Employees should be expected to secure confidential documents, lock computers and follow any other procedures established for protecting sensitive information.

Your Cleaning Company Should Have Procedures for Personnel Changes

Your cleaning provider should have a process for recovering physical keys and promptly notifying you when personnel changes mean access credentials or codes should be changed or disabled. A cleaning company with access to your facility should be proactive about communicating these changes so its former employees do not retain unnecessary access.

It's also worth reviewing access periodically. If your cleaning needs or building layout change, your access permissions may need to change with them.

Choose a Odessa and Midland Cleaning Company You Can Trust

Giving a commercial cleaning company access to your building requires trust, communication, and accountability. Before hiring a provider, ask how they handle keys, access codes, alarm systems, restricted areas, and personnel changes.

A professional cleaning company should be prepared to work within your building's security procedures and provide a consistent, dependable cleaning service without compromising your facility's security.

West Texas Commercial Cleaning takes client security and confidentiality seriously and can customize your cleaning plan around specific access requirements, restricted areas and other security instructions.

Contact us at 432-552-9520 to discuss your facility's cleaning needs.