CAPITOL FACILITIES MANAGEMENT

ACCESS CARDS

General Services Division (GSD) provides an enterprise-wide key card access system for physical building security. Per DOA policy… “State employees, legislators, volunteers, and contractors hired by the state shall have their state-issued identification badge on their person while in State space.”

PROCEDURES

GSD requires that any ID card or access badge issued, or addition/modification of badge access, is authorized by an “Access Authorizer.” Access Authorizers approve access to their agency’s space, and/or buildings where GSD manages access control. Ideally, an entity will provide a minimum of two contacts to fulfill this role. Access Authorizers are:

  • State Agencies: contacts within an agency HR department, or designated security position
    • Badges issued to State employees must be authorized by both the employee supervisor AND an Access Authorizer
  • Non-State Agency Building Tenants: Supervisors, or designated leadership position
    • Badges are not issued until the individual requesting a badge has successfully passed a DOJ background check administered by GSD
  • Contractors: Supervisors, or designated leadership position
    • Badges are not issued until the individual requesting a badge has successfully passed a DOJ background check administered by GSD

GENERAL ID CARD AND ACCESS BADGE REQUIREMENTS

  1. Individuals can only have one active card at a time.
    1. If an employee is transferring to a different State agency, the card that grants access to their current employed agency will remain active.
  2. Generic access badges not unique to an individual are strongly discouraged. GSD may deny the request for a generic access badge depending on the access being requested.
  3. ID cards and access badges will not be issued if the request form is not signed completely, or if this requesting individual does not have a government-issued ID to confirm identity.

CARDS TERMINATIONS / LOST OR STOLEN

GSD is integrated with the State’s HR process via FIM integration. Access badges are automatically deleted from the access control system upon termination or separation. Agencies should return cards to GSD at the Old Livestock Building, 1310 East Lockey Ave, PO Box 200110 Helena, MT 59620. Lost or stolen cards should be reported immediately at (406) 444-3060 or gsdservicedesk@mt.gov.

REMOTE ID CARD AND ACCESS BADGE PROCESSING (STATE AGENCIES ONLY):

  1. Download the access card request PDF Form
  2. Fill out the form; supervisor and access authorizer need to approve and sign
  3. Email form with picture to gsdservicedesk@mt.gov (see “What Makes a Good Badge Photo?” guidelines below)
    1. Note: If the form isn’t filled out correctly, ID or badge will not be processed
  4. You will receive confirmation that your card is being processed
  5. ID card or access badge will be either sent via interagency mail or first-class mail once completed. Please allow three to five business days from submission to delivery.

WHAT MAKES A GOOD BADGE PHOTO?

  • No hats
  • No glasses with tinted or mirrored lenses
  • Front view of head and shoulders (no “selfies”)
  • Good lighting and contrast
  • Plain, neutral beige or grey background (no white walls; no cluttered backgrounds)
  • Photo cropped fairly tight and in a square format
  • Some background above and to either side of head
  • Original photo (not a copy) in JPG or PNG format
  • Clothing appropriate to the workplace

REPORTING 

GSD will provide a user list and card transaction reports as requested. Reports will only be released to HR representatives, Administrators, the Director of the respective Agency, or Access Authorizers of non-State entities. Requests must be submitted via email to gsdservicedesk@mt.gov. Time for custom coding or scheduled automatic reports may be charged to the agency at GSD’s professional consulting rate.

FEES 

Each card issued will be at a cost of $10.00 to the requesting entity.

ACCESSING STATE SPACE OUTSIDE OF AUTHORIZED HOURS

State employees and contractors cannot access State space outside their authorized badge access hours.

Non-State agency building tenants may gain unescorted access to their leased space by calling GSD’s 24/7 phone number to reach security at (406) 444-3060. If available, security can escort the individual in and out of the building. Once security has verified their identity, background status, and access status. Other identifying cards authorized by other agencies, such as a Legislative Session Media Floor Pass, are not qualifying cards to access State space outside of authorized access hours or normal business hours.