User and credential records
- Record the doors or areas each person is authorised to access.
- Keep issue, change and withdrawal dates for cards, fobs or other credentials.
- Remove access promptly when it is no longer needed and record lost or replaced credentials.
System and maintenance records
Keep an equipment list, relevant configuration information, servicing and repair history, reported faults and outstanding actions. Store administrator credentials securely rather than in a general maintenance report.
Event logs and personal information
Decide why event logs are needed, who may read them and how long they should be kept. Retain personal information only for as long as necessary for its purpose, protect it from unauthorised access and explain its use to affected people.
At handover
Check that the receiving manager can identify the system, manage authorised users and arrange support. Review administrator access and close any unresolved security or maintenance actions.
Further guidance
Read the ICO storage-limitation guidance and security guidance. For practical system work, contact Black & White Property Services.
