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How to Prevent Employees from Sharing Access Cards

Most companies are now utilizing employee IDs that double as access cards because, in addition to increasing security, they facilitate employee mobility throughout and between buildings. These access cards likewise help security departments in monitoring personnel traffic in restricted areas.

But like any other technology, there may be instances of abuse. One example is the unauthorized sharing of access cards between employees. Most instances of employees sharing access cards aren’t necessarily devious. It could simply be a case of an employee misplacing a card or inadvertently leaving it at home. Nevertheless, sharing of access cards must be avoided.

To curb such practice, here are measures you can take:

  • Lay Down Clear and Specific Use Policy
  • Associate the Cards with a Specific Employee
  • Restrict Access to Specific Areas
  • Establish Protocols for Easy Reporting of Loss or Unauthorized Use
  • Set up a System for Easy and Fast Deactivation of Lost or Stolen Cards
  • Monitor Usage with Access Tracking Software
  • Add Two-Factor Authentication

Lay Down Clear and Specific Use Policy

Having a clear policy on the use of access cards will help deter unauthorized sharing of cards as the employees are guided as to what they can and cannot do with their access cards.

Associate the Cards with a Specific Employee

Associating access cards with employees by incorporating it in their workplace ID badges promotes card accountability. This is a good deterrent to abuse or unauthorized sharing as usage of the card is traceable to a specific employee.

Restrict Access to Specific Areas

To ensure that your access cards are used properly, limit access to specific areas only. Avoid issuing “All Access” cards to your employees.

Establish Protocols for Easy Reporting of Lost or Stolen Cards

Most employees are honest and upstanding. In fact, most unauthorized use of access cards result from cards that have been lost or stolen. To limit unauthorized use of your access cards, make sure your employees have a quick way of reporting misplaced or stolen access cards.

Set up a System for Timely Deactivation of Lost or Stolen Cards

Having a system in place for quick deactivation of lost or stolen cards helps security crack down on unauthorized use of access cards.

Monitor Usage With Access Tracking Software

Most modern access control systems have reporting abilities. Usage records are automatically generated with detailed information on who has accessed which areas and when. The knowledge that someone is monitoring use of access cards significantly reduces incidence of card sharing between users.

Add Two-Factor Authentication

For added security, incorporate secondary identifiers to your access cards such as biometrics or personal identification numbers (PINs) to ensure that only authorized users are able to use access cards to open a door or enter a restricted area.


If your company is looking to implement an ID system that includes access control, you will need an ID card printer with data encoding options. Call or e-mail our ID professionals for assistance in finding the best identification and access management solution for your organization.

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