Access Card Requests

Only designated requesters in an agency may submit an Access Card Request form. Requests from anyone else will not be accepted. Request form instructions are provided in the Billed Service Request Forms section of this website. All forms must be electronically mailed as an attachment in Word document format (doc file name extension) to Security.Systems@doa.nc.gov. Incomplete forms, forms in template format (dot file name extension), faxes, telephone requests, or handwritten forms will be returned without action.

When a request form is received, Security Systems will contact the requester or cardholder to set up an appointment to process the request. Walk-ins will not be accepted. Security Systems will notify the requester when an access card is ready for pickup. Hours for processing or picking up access cards are Tuesday through Thursday from 9:00 AM to 11:00 AM and 2:00 PM to 4:00 PM. The requester should provide business hours and directions to Security Systems for anyone picking up an access card. If the person who picks up an access card is paying for a replacement, he/she must have the exact change or a personal check made payable to the Department of Administration. Access cards will not be issued until payment has been made in full.

The requester must electronically submit any changes to an existing access card to Security Systems. Telephone or faxed requests will not be accepted. When adding parking deck access to a card, please advise if the individual is replacing someone who previously leased the same parking space. Deck access must be removed from the previous cardholder.

The requester is responsible for all Contractor and Visitor access cards prepared for their agency. Requesters shall maintain accurate records of assigned access cards and provide this list to Security Systems when necessary. Lost or stolen Contractor or Visitor access cards must be electronically reported to Security Systems immediately.

Troubleshooting Access Cards

An access card is defined as a proximity card or transponder. Before reporting a card problem to Security Systems, the requester should check the following:

• Ensure access cardholder is aware of their access levels (Day, 24/7, Extended).



• Ask cardholder if access card has ever worked.



• Ask cardholder when and where the access card last worked.



• Ask cardholder if access card works on other readers in the building.



• Ask cardholder if the access card works on other buildings or parking deck readers, if applicable.



• Ask cardholder how the reader responds when presenting their access card to the reader (red or green lights, beeps, etc).



• Examine the access card for any damage such as tears, holes, cracks, bends, etc.



• Try the access card and determine if it works.



• Contact Security.Systems@doa.nc.gov for additional assistance.

Access Card Maintenance

Cardholders are limited to one proximity access card and one transponder. Access cards should be worn or stored in a manner to avoid damage. This includes extended exposure to direct sunlight and chemicals, bending the card, making additional holes in the card, placing in a plastic cover or case, etc. Such damage will cause the access card to fade or become inoperable.

If an access card is lost or stolen, the requester must send an electronic message immediately to Security Systems requesting deactivation of the card and attach an Access Card Request form for the replacement. If the missing card is located before the replacement card is created, the requester can send an email requesting it be reactivated. If the missing card is found after a new access card has been created, collect the recovered card and return it to Security Systems.

If a card is damaged, the requester must electronically submit an Access Card Request form for a replacement card. Damaged cards must be returned to Security Systems when picking up replacement cards.

Access Card Formats

Click here to view Standard Access Card Formats (pdf)