After-hours office cleaning requires giving a contractor access to your building when no one from your organization is present. For most office managers in Long Lake and the western Twin Cities suburbs, that means handing over a key or fob, an alarm code, and access instructions. Done carefully, it is straightforward. Done carelessly, it is a security exposure.
This article covers what to document before the first visit, how to handle credential changes, and what to expect from a responsible contractor.
What to Document Before the First Visit
Before handing over any credential, both parties should have a written record of:
- The specific credentials being provided (key number, fob ID, alarm zone)
- Which crew members are authorized to use them — by name, not just by company
- The entry sequence (which door first, alarm disarm window, any secondary access points)
- The exit sequence (which door to lock, whether the alarm is to be re-armed, and to which state)
- What to do if the alarm triggers despite correct entry (contact number, grace period)
- Any areas of the building that are off-limits
This documentation goes into the account file at the contractor's end and your own records. It is reviewed at the 30-day check-in and updated any time credentials change.
Keys vs. Fobs vs. Keypads
The three common access types carry different risk profiles for after-hours cleaning.
Physical keys are low-tech and work reliably, but a lost key is a real security event — you cannot disable a key remotely, and if you cannot confirm the key was recovered, you are rekeying the building. Ask your contractor how they track physical keys and what their policy is if one is lost.
Access fobs can be deactivated remotely if lost or if the cleaning relationship ends. This makes them preferable from a security standpoint. If your building has a fob system, issue the cleaning crew a dedicated fob registered in your access management system — not a spare from the front desk that is not tracked.
Keypads with individual codes are the most manageable option. You can issue a unique code to the cleaning crew, see in the access log when it was used, and disable it immediately if the relationship ends. If your building does not have individual code assignment, it is worth asking your alarm provider whether the system supports it.
Alarm Codes
If your building uses a monitored alarm, the cleaning crew needs to know the disarm sequence and the entry window — the time between opening the door and entering the code. A crew that regularly triggers alarm calls adds cost to your monitoring contract and creates a paper trail of late or irregular entry times.
Issue the cleaning crew a unique alarm code if your system allows it. If the system only supports one user code, note that the cleaning crew has access to it and that the code should be changed if the cleaning relationship ends.
When the Relationship Ends
When you change cleaning contractors, disable or change all credentials used by the outgoing contractor on the last day of service. This is not a judgment on the contractor's trustworthiness — it is standard security practice, and a responsible contractor will not take it as an insult. Do not wait until after the relationship formally concludes.
What to Ask a Contractor Before Handing Over Credentials
- How are physical credentials tracked and stored?
- Are crew members background-checked before being assigned to an account?
- What is the procedure if a key or fob is lost?
- Who at the company, besides the assigned crew, has access to the credential record?
- How is credential information handled at the end of a service relationship?
A contractor who cannot answer these questions directly has not thought through the access protocol seriously.
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