Entry Codes for Vendors

Started by MichelleC8 • 6 replies • 367 views

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MichelleC8 (California)
Posts: 80

Posted:

Our entry system foe our front door allows for entry with a 4 digit code that allows entry for vendors etc.
it’s not something our complex has ever handed out to anyone else. This is a huge security issue. We’ve had the codes changed due to owners giving it out.
The code was changed about 3 months ago. Now I saw board members roommate, boyfriend and neighbor using this “ vendor only” code. It’s been changed again and not released to the board yet. I know this as I directed the company who manages this service to change it ASAP. We’ve had thats, mail theft, packages stolen , cars broken into etc. Security has been a huge issue in this building.

What is the best way to handle this? I know we have flat refused to disclose this code to regular owners with the reason our building isn’t secure if everyone has this. Yet now we see a board member has possibly breached this. Nothing on our CCRs or rules. Please give advise. This is uncertain territory.

AugustinD
Posts: 5,144

Posted:

Quote:

Posted By MichelleC8 on 12/24/2020 11:43 AM
This is a huge security issue. We’ve had the codes changed due to owners giving it out.

Create a rule with accompanying fine (if fines are allowed by your gov. docs.).

TimB4 (Tennessee)
Posts: 21,059

Posted:

If you have video of individuals who are not vendors using the code, I would simply show the video at the board meeting with the explanation that unknown individuals are using the vendor code, which mandated it be updated. This cost the Association $xx.xx

Then simply sit back and see what occurs.

JohnC77 (California)
Posts: 562

Posted:

Quote:

Posted By MichelleC8 on 12/24/2020 11:43 AM
Our entry system foe our front door allows for entry with a 4 digit code that allows entry for vendors etc.
it’s not something our complex has ever handed out to anyone else. This is a huge security issue. We’ve had the codes changed due to owners giving it out.
The code was changed about 3 months ago. Now I saw board members roommate, boyfriend and neighbor using this “ vendor only” code. It’s been changed again and not released to the board yet. I know this as I directed the company who manages this service to change it ASAP. We’ve had thats, mail theft, packages stolen , cars broken into etc. Security has been a huge issue in this building.

What is the best way to handle this? I know we have flat refused to disclose this code to regular owners with the reason our building isn’t secure if everyone has this. Yet now we see a board member has possibly breached this. Nothing on our CCRs or rules. Please give advise. This is uncertain territory.

Are you saying this was your decision and not a board decision? Or was it a board decision and you haven't informed them of the new code?

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Security is only as secure as you make it. I would emphasize that to others.

Former HOA President

MarkM19 (Texas)
Posts: 1,459

Posted:

Michelle,
The card access systems that I have used in the past and also the one we use now can allow for 10,000 codes. You may want to give separate codes for vendors. The other thing I would ask them to setup is the vendor type codes to only work during business hours. No weekends or night time entries.

I manage our system and these are easy actions to program. You can also get reports of activity on each card if it is needed. If you give them fobs instead of the codes it is very easy to disable fobs when abuse is discovered.

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