When an employee leaves your business in Dubai—whether voluntarily or involuntarily—access removal is a critical step in securing your business. Whether they have physical keys, access cards, security codes, or knowledge of your security systems, it's vital to ensure that all potential access points are eliminated to prevent unauthorized entry. In this guide, we'll cover why employee departures pose security risks, the immediate actions you must take, and how professional locksmith services can help mitigate those risks.

Why Employee Departures Create Security Risks

Every time an employee leaves your business, they take with them access to various parts of your business, which could potentially lead to security breaches if not addressed properly. Here are the key reasons why access removal is crucial:

Physical Keys

Employees typically have physical keys to access your office, storage rooms, safes, or other sensitive areas. Even if they return their keys, there is no guarantee that they didn’t make duplicates. Keys are easy to copy, and without proper rekeying, you cannot verify if unauthorized copies exist.

Access Codes

Employees who have access codes to entry points (such as keypads or security systems) may still have that information after leaving your company. Unless you change those codes, they can continue to access the premises at any time.

Access Cards

For businesses that use electronic access cards or fobs, you must ensure that the departing employee's card is deactivated immediately. However, there may be a risk that they had cloned or copied their access card before leaving.

Knowledge of Security Systems

Former employees know the ins and outs of your security systems, such as alarm codes, security camera blind spots, and security patrol schedules. They also know where valuable items are stored. This knowledge doesn't disappear once they leave, which is why it's important to address these concerns as part of your access removal protocol.

Relationships with Current Staff

Former employees may maintain relationships with current staff members and could potentially manipulate them to regain access to your business. This is a significant security risk and one that should not be overlooked.

Keys Shared with Others

Another issue arises when employees share keys with others—friends, family, or colleagues—who might make copies of the keys. This distribution leaves you with no control over who else can access your business.

While many former employees have no malicious intent, security protocols should be followed to ensure that there are no vulnerabilities left behind.

Immediate Actions to Take When an Employee Departs

The moment you are informed of an employee’s departure, it's essential to begin the process of removing their access to the business.

Day One: Document Their Current Access

Before their last day, make sure you document all access the employee has to physical and digital systems. This includes:

  • Physical Keys: Document every key issued to the employee, such as office entrance keys, filing cabinet keys, vehicle keys, safe keys, etc.

  • Access Cards/Fobs: Record which access cards, fobs, or electronic keys were assigned to the employee.

  • Digital Access: While not directly related to locksmith services, it's important to document any digital access such as alarm codes, system passwords, or access to company apps.

Last Day: Physical Recovery of Access Items

On the departing employee's last day, ensure that all access items are returned.

  • Create a Checklist: Do not rely on memory. Use the documented list you’ve prepared to check off each item as it is returned.

  • Inspect Returned Items: Ensure that the returned keys are the correct ones. Test them in the locks if necessary. Ensure that access cards are the actual ones issued by the company.

  • Written Confirmation: Have the departing employee sign a document confirming the return of all access items.

  • Don’t Trust Lost Claims: If the employee claims they lost their keys, treat this as a security compromise. Change the locks immediately, as you cannot verify whether the keys were lost or intentionally kept.

Accompany the Employee During Personal Item Retrieval

If the employee needs to retrieve personal belongings, accompany them to ensure they do not access restricted areas.

How Locksmiths Can Help with Access Removal

Once the employee has left, the next step is to contact a professional locksmith dubai to remove their access and ensure your business is secure.

What Professional Locksmiths Do for Access Removal

A locksmith will handle several essential tasks to secure your business:

  • Physical Lock Assessment: A locksmith will inventory all locks that the departed employee had access to, including not just the front doors but also storage areas, filing cabinets, and emergency exits.

  • Lock Type Identification: Different types of locks require different approaches. Pin tumbler locks can usually be rekeyed, while high-security locks may require replacement. Electronic locks need to be reprogrammed.

  • Duplicate Assessment: Locksmiths assess the likelihood that duplicates of keys exist based on the condition of the returned keys. For heavily worn keys, it’s more likely that duplicates have been made.

Rekeying vs. Replacing Locks

Rekeying is typically the most cost-effective and efficient method of removing access.

What Rekeying Involves:

Rekeying involves changing the internal configuration of a lock, so the old keys will no longer work. A new key is then created to match the rekeyed lock.

  • Cost: Rekeying is significantly cheaper than replacing the lock entirely, usually costing AED 150-300 per lock.

  • Speed: Rekeying is quick, typically taking 15-30 minutes per lock.

When to Consider Lock Replacement:

In some cases, lock replacement may be necessary:

  • When Locks Are Old or Damaged: If the locks are malfunctioning, it’s better to replace them for security purposes.

  • Security Upgrade: When you want to upgrade your locks to higher-security models, especially for sensitive areas.

  • Lost Master Keys: If a master key was lost, replacing the locks is a more secure option.

Managing Master Key Systems

Master key systems are commonly used in larger businesses where different employees have varying levels of access to different areas.

  • What Are Master Key Systems? A master key system allows a hierarchy of keys, where the master key opens all locks, and sub-master keys open specific areas. If an employee had a master or sub-master key, the entire system must be adjusted.

  • Professional Solutions: Professional locksmiths will either rekey the locks to a new configuration or rebuild sections of the master system to remove the employee’s access while maintaining the system’s functionality.

  • Cost: Adjusting a master key system can be more expensive and time-consuming than regular rekeying, costing AED 500-1,500 depending on the system size.

Managing Electronic Access Control

For businesses using electronic access systems such as card readers, keypads, and biometric systems, professional locksmiths will:

  • Remove User Access: They will delete the departed employee’s credentials from the system, ensuring they can no longer access the building.

  • Deactivation of Access Cards: Deactivate the employee’s access card or fob to make it useless.

  • Code Changes: If the employee had access to keypads or alarm systems, the locksmith will change those codes.

  • Audit Trail Review: A locksmith can help review the system’s logs to verify if the employee accessed areas they shouldn’t have before leaving.

Cost Considerations for Access Removal

The cost of access removal depends on various factors, including the number of locks that need attention, the complexity of the security system, and whether you need emergency service.

  • Basic Rekeying (3-5 locks): AED 500-1,200

  • Comprehensive Rekeying (10-15 locks): AED 1,500-3,500

  • Master Key System Adjustments: AED 800-2,500

  • Electronic Access Management (card reader, code changes): AED 300-800

  • Emergency Service Premiums: After-hours services may add 30-100% to standard pricing.

Common Mistakes Businesses Make When Handling Access Removal

  1. Delaying Action: Waiting too long after an employee leaves can increase the risk of unauthorized access.

  2. Partial Access Removal: Not addressing all access points (e.g., storage areas, digital access) leaves vulnerabilities.

  3. Not Documenting Access: Keeping a record of what access employees had is crucial for effective access removal.

  4. Accepting Lost Keys Stories: Treat all missing keys as security risks, especially if the employee claims they were lost.

  5. DIY Rekeying: Attempting to rekey locks yourself can lead to faulty mechanisms that require replacement.

Frequently Asked Questions

How quickly should I act after an employee leaves?

You should act immediately, especially for terminations or high-risk situations. For good-term departures, within 24-48 hours is standard.

Is rekeying cheaper than replacing locks?

Yes, rekeying is more affordable than replacing locks. Rekeying typically costs AED 150-300 per lock, while replacement can cost AED 300-600+ per lock.

What should I do if an employee says they lost their keys?

Treat the situation as a security breach and rekey the affected locks immediately.

Can I just change the keypad code instead of rekeying?

If the employee only had keypad access, changing the code may be sufficient. However, if they had both keys and codes, both must be changed for complete security.

Conclusion

Employee access removal is a crucial step in maintaining your business security. Rekeying locks, deactivating cards, and removing digital access should be done promptly after an employee departs. Professional locksmiths can help ensure that your business stays secure, providing comprehensive access removal services that include rekeying, lock replacement, and digital access removal. By addressing these security risks proactively, you can protect your business, employees, and assets from potential threats.

For reliable access removal, call Dex Key Maker, your trusted locksmith in Dubai for fast and professional services.