Kaba ILCO FDU - Chapter 9: Security Procedures; Basic Keycard Security; Inform Guests and Staff of How to Handle Keycards; Do Not Write the Room Number on the Keycard

205 Kaba Ilco Lodging Access Control System
Chapter 9: Security Procedures
9.1 Basic Keycard Security
9.1.1 Inform Guests and Staff of How to Handle Keycards
Keycards must be treated as carefully as keys. They should never be lent or left
unattended. The loss or theft of a keycard must be reported immediately.
Guests must insert their keycard in all of the doors leading to their room or suite, as
soon as they check-in. If multiple identical keycards are issued, only one needs to be
inserted in the locks. In case of a removed access to a guest room, the Reset or Lockout
keycard must be inserted in all the locks leading to the room or suite.
Keycards can be erased by strong magnetic fields, and should be handled with the same
precautions as a credit card.
9.1.2 Do Not Write the Room Number on the Keycard
Like mechanical keys, keycards are often lost or may occasionally be stolen. If a Guest
keycard is marked “Room 100” for the convenience of the guest, anyone finding that
keycard will know which room it unlocks. Guestroom numbers should be recorded on
the check-in folder or elsewhere, but NEVER on the keycard. Staff keycards may be
marked with a sequence id, as this does not identify the rooms to which the keycards
have access.
9.1.3 Make the Lock and FDU Audit Trail Public Knowledge
The power of the lock audit trail is in its ability to deter inappropriate access to rooms. By
informing staff that detailed records exist of every access to any Kaba Ilco lock or RAC,
and that all FDU transactions are logged and permit management to track the use of any
keycard will maximize the deterrent power of the system.
9.2 Encoding, Issuing and Replacing Keycards
9.2.1 Invalidate Lost Keycards Immediately
With the mechanical key system, staff may have been reluctant to report lost keys
because of the expense of re-keying. Staff should be encouraged to report any missing
keycard since re-keying with the system is very inexpensive. As with mechanical keys,
not reporting lost keycards could result in unauthorized access and much greater expense.