he Access Section is responsibly charged with the following duties: 

1.  Card Access
2.  Hard Key Control
3.  Criminal History Records Checks

Card Access

 All County facilities which have electronic card access systems require a high degree of management and supervision from the Access Section.  In order for an applicant to receive an access card, an Access Request form must be submitted with an approved signature.  Access Section keeps on file signatures for all persons approved to grant access- typically Division Directors.  The Access Request form will list the groups of doors approved, time specifications approved for entry, and special instructions such as a PIN number.  The employee then will set an appointment with Access section for a photograph and instructions on use of the card.   

The employee will sign for the card and the card becomes active.  Once active, the card can track employee movements to include doors accessed, doors denied access and date/time of access.  Access Section can also “turn off” an access card in cases of lost/stolen cards or terminations, thus negating unauthorized entry.   

In addition to acting as a key to doors authorized for entry, the access card also serves as photo identification- listing the agency assigned under and showing a photo of the card holder.  The identification feature of the access card is critical to card holders for entry into buildings, especially after an evacuation.  Should a structure be evacuated, employees with access cards will have first priority for re-entry into a facility.  Should an employee fail to carry the identification on their person, all of the rules that apply to public re-entry will apply to the employee without identification.  For example, at any of the Courthouses staff failing to carry their employee identification will have to wait in line with the public and go through security screening after those with identification clear screening.  So, it is imperative employees carry the identification on their person at all times. 

Hard Key Control 

As the term implies, hard key access is the use of an actual key to gain entry into approved areas. 

Access Section is responsible for designing key hierarchies, approving the issuance of hard keys, and approving the procurement of the County’s restricted keyway for new install hardware and replacement parts.  Access Section does not duplicate or issue keys, as a means of checks and balances, the appropriate Facilities Management region will duplicate keys and track key holders.   

The hierarchies are developed with a great deal of input from the end user in an effort to make the system as operational as possible while still offering the highest level of security.  Additionally, in design of the hierarchy, one of the main objectives driving the design is a move away from the need to issue keys by instituting card access into secure back-of-house suites and perimeter entrances. 

Access Section will review requests of hard keys for consistency with overall hierarchy and if compliant, submit approvals to Facilities Management to issue the key.  Access receives the requests from various parties via Request for Service forms.  After reviewing what areas the applicant is requesting a key to and authorization to do so, the request is subsequently approved or denied and sent to the appropriate Facilities Management region to be processed.   The process is similar to a request for card access- originating from an authorized party (Division Director) signature and contact information. 

Access Section will instruct vendors, via written authorization forms, as to persons approved to order the restricted keys, hardware and replacement parts.  Each authorization approved goes to a vendor and specifies name to be shipped to, job specific criteria, and time specifications.  For example, an authorization may include instructions to ship parts for replacement on a one time basis for a job coded North Zone only.   Each time a new part is required, a separate authorization letter would be required.  This process adds a degree of security to the proprietary restricted keyway that is the County standard for locking hardware.

Criminal History Records Checks 

Pursuant to County Ordinance 2003-030, all contractors requiring unescorted access in County facilities are required to successfully complete a Criminal History Records Check.  The checks are done using a Livescan device which transmits captured fingerprint images to FDLE for verification of criminal history.  If the applicant is found to be in accordance with Ordinance 2003-030, then the applicant may set an appointment for the badge process- to include photo and credential issuance.   

Contractors must be approved prior to being fingerprinted.  County Project Managers forward to Access Section, Contractor Approval forms, which permit Contractors to begin the records check process.  Access Section performs approximately 200 transactions monthly. 

Identification Cards 

Identification access is directly linked to the Criminal History Record Check function of Access Section.   The identification cards do not have the ability to open doors, but merely serve as identification cards showing the card holder has been through the Criminal History Records evaluation and is cleared to work in County facilities.  The cards look the same; however, the access cards have the ability to be programmed.  The contractor can present the card to County personnel (Security Guards for example) in order to gain access into approved areas for contracted projects.  These cards come with an expiration date printed on the face of the card so contractors do not access sites post job completion.