Form library · Facilities and maintenance
Access control maintenance checklist
For people servicing access-controlled doors under agreed authority. Record equipment and scope, door scope and service checks. Try the form below, see every question or download a blank PDF or Word copy.
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What matters when access control affects escape?
HSE maintenance guidance requires safe work arrangements. Government fire guidance addresses escape routes and doors; changes to access-controlled exits need the appropriate fire-safety review and approved procedures.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HSE maintenance of work equipment and Government fire safety guidance for offices and shops.
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Want to see one filled in? See a completed access control service record report (PDF), made by SiteSurvey from a fictional site visit.
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Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the access control service record template
An access control service record covering authorised scope, door hardware, approved functional checks, event evidence, defects and secure handover. 6 sections and 41 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis records authorised servicing, not a security accreditation, fire strategy approval or permission to defeat escape controls. Do not record passwords, PINs or access credentials.
- CheckHSE maintenance guidance requires safe work arrangements. Government fire guidance addresses escape routes and doors; changes to access-controlled exits need the appropriate fire-safety review and approved procedures.
Equipment and scope
- Access control system ID, model and location*Short answer
- Competent person and authorisation*Short answer
- Manufacturer or approved procedure reference*Short answer
- Work or inspection scope and exclusions*Notes
Door scope
- Door IDs and areas covered*Short answer
- Client authority and test window*Short answer
- Escape-route interfaces and approved test reference*Short answer
Reference the agreed escape arrangements and the authorised scope of checks. Keep passwords, PINs and credentials out of the record.
- People and monitoring services notifiedShort answer
Service checks
- Visible reader and lock condition checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Door alignment and closure observed*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Authorised credential and access-rule tests recorded*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Approved exit and emergency interface checks recorded*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Power and fault indications checked under procedure*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Controlled test/event log referenceShort answer
- Work done and configuration change referenceNotes
- Non-sensitive condition evidencePhotos
Handover
- Use decision*Choose one
- Available within recorded limits
- Restricted use
- Out of service
- Restrictions, isolation and person informed*NotesShown only when the answers above make it relevant
- Repair or follow-up job referenceShort answer
- Condition and defect evidencePhotos
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This records authorised servicing, not a security accreditation, fire strategy approval or permission to defeat escape controls. Do not record passwords, PINs or access credentials.
What a useful entry looks like
Escape-route interfaces and approved test reference
Reference the agreed escape arrangements and the authorised scope of checks. Keep passwords, PINs and credentials out of the record.
Door AC-04 checked within the agreed service scope. Any proposed change affecting escape operation is referred against the building's approved arrangements.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed access control service record report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Access Control Service Record FAQs
How should I record “Escape-route interfaces and approved test reference”?
Reference the agreed escape arrangements and the authorised scope of checks. Keep passwords, PINs and credentials out of the record.
Should access codes be entered?
No. Reference controlled records without exposing credentials.
Can emergency release be bypassed during service?
This form gives no such permission. Follow the approved safe test and fire-safety arrangements.
Does it verify every access permission?
Only the explicitly recorded test scope; document untested doors, groups and functions.
What are the limits of this template?
This records authorised servicing, not a security accreditation, fire strategy approval or permission to defeat escape controls. Do not record passwords, PINs or access credentials.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
Related
Related templates
Templates that go with the access control service record form
A premises security assessment with assets, threats, vulnerabilities, existing controls, prioritised improvements and management review.
A security patrol record covering the assigned route, timed checkpoint observations, access restrictions, incidents, escalation and shift handover.
An intruder alarm service record covering system scope, authorised tests, detector and power observations, faults, restoration and customer handover.
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