Office Relocation Access Control & Key Inventory Form

Streamline Office Relocation Security with Professional Access Control Management

Office moves and relocations are complex operations that require meticulous planning—especially when it comes to managing access control, physical keys, and security systems. The Office Relocation Access Control & Key Inventory Form by Paperform gives facilities managers, security teams, and workplace coordinators a centralized, digital solution to track every key, keycard, and access credential during transitions.

Why Access Control Inventory Matters During Relocations

When your organization relocates offices, undergoes space reconfigurations, or manages departmental moves, maintaining security integrity is paramount. Physical keys get lost, keycards need reassignment, and access permissions require updating across multiple systems. A paper-based or spreadsheet approach creates gaps that can compromise security, delay move-in dates, and create compliance headaches.

This template helps facilities management teams, corporate real estate professionals, IT security coordinators, and office managers maintain complete visibility over who has access to what—before, during, and after the move.

What This Template Includes

The form captures everything your security and facilities teams need:

• Employee and relocation details including department, new location assignment, and move date
• Physical key inventory with key types, serial numbers, and room/door assignments
• Keycard tracking including card numbers, access levels, and activation status
• Master key authorization with approval workflows and restricted access documentation
• Locksmith coordination for rekeying requests, lock replacements, and emergency access
• Access control system programming to document badge reader updates and permission changes
• Security system integration for alarm codes, entry systems, and restricted area access
• Return and surrender tracking for departing spaces and decommissioned access points

Built for Facilities and Security Teams

Whether you're a facilities manager coordinating a 500-person office move, a property manager handling tenant turnovers, an office manager managing hybrid workspace changes, or a security officer maintaining access control integrity, this template adapts to your workflow.

The form works beautifully for:

• Corporate office relocations and floor moves
• Hot desking and flexible workspace transitions
• Tenant improvements and space reconfigurations
• Department relocations within the same building
• New building occupancy and access provisioning
• Office closures and space consolidations
• Security system upgrades during moves

How Paperform Makes Access Control Management Effortless

With Paperform's doc-style editor, you can customize this template to match your organization's specific access control systems, key naming conventions, and approval workflows. Add your company branding, adjust field labels to match your security terminology, and configure conditional logic to show relevant sections based on move type or security clearance level.

Conditional logic ensures the form adapts intelligently—if someone needs master key access, approval fields appear automatically. If they're returning keys from a previous location, the return inventory section displays. This keeps the form clean and relevant for each user.

The calculation engine can track total keys issued, outstanding returns, and generate unique tracking numbers for each access credential, maintaining a clean audit trail throughout the relocation process.

Automate Your Security Workflows with Stepper

Office relocations involve coordination across multiple teams—facilities, IT, security, and locksmith vendors. Instead of manually updating spreadsheets and sending follow-up emails, connect this form to Stepper, Paperform's AI-native workflow automation platform.

When someone submits an access control request, Stepper can automatically:

• Create work orders in your facilities management system
• Notify locksmiths of rekeying requests with all necessary details
• Update your access control database with new badge assignments
• Send approval requests to security managers for master key authorization
• Generate door access reports for the new space configuration
• Schedule follow-up tasks for key returns and credential deactivation
• Log all changes in your security audit system for compliance

This means your facilities team spends less time on manual coordination and more time ensuring a smooth, secure transition.

Security, Compliance, and Audit Trails

For organizations in regulated industries—financial services, healthcare administration, legal firms, and government contractors—maintaining detailed access control records isn't optional. This template creates a complete digital audit trail of who requested access, what was approved, when credentials were issued, and who authorized each change.

Paperform is SOC 2 Type II compliant and offers enterprise-grade security features including data encryption, role-based permissions, and secure data residency options. Your access control data stays protected throughout the relocation process, and you can export complete records for compliance audits or security reviews.

Perfect for Multiple Industries and Use Cases

This template serves a wide range of facilities and security needs:

• Corporate real estate and facilities management tracking access across multi-building portfolios
• Property management companies managing tenant moves and turnover
• Coworking spaces handling member relocations and access tier changes
• Educational institutions coordinating staff and faculty office moves
• Healthcare facilities managing secure area access during department relocations
• Government agencies maintaining strict access control during facility transitions
• Manufacturing and industrial facilities tracking restricted area credentials
• Hospitality venues managing staff access during renovations or expansions

Integration with Your Existing Security Stack

Paperform connects seamlessly with the tools your facilities and security teams already use. Send access control data to Google Sheets or Airtable for centralized tracking, log requests in your CMMS or facilities management system, ping Slack when urgent master key approvals are needed, or push data into your access control software via webhooks and API connections.

For organizations using Stepper, you can build sophisticated multi-step workflows that coordinate locksmith vendors, IT badge programming, security system updates, and post-move audits—all triggered from a single form submission.

Get Started in Minutes

You don't need technical expertise to deploy this template. Simply customize the questions to match your access control systems, add your organization's branding and security protocols, then share the form link with employees involved in the relocation. Embed it in your intranet, include it in move coordination emails, or make it part of your facilities request portal.

As submissions come in, you'll have real-time visibility into all access control inventory, outstanding requests, and pending approvals—replacing scattered emails, lost paperwork, and last-minute security gaps.

The Bottom Line

Office relocations are stressful enough without worrying about lost keys, forgotten keycards, and access control gaps. This template gives your facilities and security teams a professional, centralized system to track every credential, coordinate with vendors, maintain compliance, and ensure everyone has the right access at the right time.

Whether you're managing a single floor move or a multi-site relocation project, Paperform's Office Relocation Access Control & Key Inventory Form is your foundation for secure, organized transitions that keep your people and assets protected.