Credentialing & Identification Policy
Standards for issuing, managing, and enforcing identity credentials for all non-GridSite personnel entering GridColo facilities.
The Credentialing & Identification Policy exists to establish the standards by which GridColo issues, manages, and enforces the use of identity credentials for all non-GridSite personnel entering its facilities. Credentials are the foundation of physical security: they bind access rights to a specific person, create accountability through event logging, and provide visible evidence that an individual has been properly authorized to be present.
This policy ensures that every person in a GridColo site can be readily identified, that unauthorized persons cannot impersonate or substitute themselves for authorized ones, and that credentials themselves are issued, displayed, and retired in a controlled and auditable manner.
Permanent Credentials
Solid-color badges issued to customer staff and long-term vendor personnel who require recurring access.
Temporary Credentials
Striped badges issued for day-use or limited assignments; automatically expire at the end of the scheduled access period.
Visitor Credentials
Time-bound badges issued for escorted visitors; they permit access only under escort.
Contractor Project Credentials
Temporary multi-week credentials tied to a specific project or MOP, valid only for the project duration.
Note: All credentials include, at minimum, the individual's legal name, organization, unique identifier, and photograph.
Solid Colors (Permanent)
Striped (Temporary)
Key: Striping always denotes temporary or short-term status. Solid colors always denote standing assignments.
Credentials must be worn above the waist, front-facing, and unobstructed at all times while inside the facility. They must not be clipped to belts below the waist, carried in pockets, or hidden beneath clothing. This requirement enables security staff and other tenants to immediately verify the presence of properly credentialed individuals.
Preferred names may be included in parentheses, but legal names must appear prominently.
At the time of credential issuance, all individuals must present valid government-issued photo identification (e.g., passport, driver's license, national ID card). GridColo staff will verify that the photograph and personal details match the applicant. This verification step is mandatory for all permanent and temporary credentials.
Visitors may be required to show government ID at each entry, depending on the site's Security Level.
Permanent credentials remain active only while the sponsoring customer confirms employment or contract status. GridColo re-certifies customer personnel lists quarterly; credentials belonging to individuals not re-certified will be suspended.
Temporary and visitor credentials automatically expire at the end of the scheduled access window. Credentials do not remain valid indefinitely: they must be renewed, re-certified, or reissued under GridColo's lifecycle rules.
Report within 15 minutes of discovery to the GridColo operations desk
If a credential is lost or stolen, the individual must report it within fifteen (15) minutes of discovery to the GridColo operations desk. GridColo will immediately deactivate the credential to prevent misuse.
A replacement credential may only be issued after identity verification and confirmation from the sponsoring customer. If a credential is damaged but still in possession of the individual, it must be surrendered before a replacement is issued.
Credentials must NEVER be:
- • Shared or loaned to another individual
- • Used to permit unauthorized persons into restricted spaces
- • Altered, defaced, or copied
- • Worn by someone other than the person to whom it was issued
Any misuse constitutes a violation of this policy and may result in revocation of access privileges for both the individual and their sponsor.
Not all credentials carry escort privileges. Escort privileges are granted only after GridColo approves the sponsoring organization's request and may be revoked at any time. Escorts are accountable for their visitors' compliance.
Credential photographs must clearly depict the individual's face without obstructions such as hats, sunglasses, or tinted lenses. Photos must be updated when appearance changes significantly.
Each credential is electronically encoded with access rights. Encoding may include magnetic stripes, proximity chips, or smart card functions. Biometric data is stored encrypted and subject to privacy policies.
GridColo audits all active credentials quarterly, reconciling them against sponsor-provided personnel lists. Credentials not confirmed during audit are suspended.
Individuals
- • Protect credentials
- • Wear them properly
- • Report loss/theft immediately
Sponsors
- • Request and approve credentials
- • Re-certify personnel
- • Ensure proper usage
GridColo Staff
- • Verify identity
- • Issue credentials
- • Maintain records
- • Deactivate as needed
Personal data collected during credentialing—such as names, photos, ID documents, and biometric templates—is used solely for access control and security purposes. Data is stored securely, retained only as necessary, and handled in accordance with GridColo's Privacy & Data Protection Policy.
Failure to comply with this policy may result in denial of entry, revocation of credentials, and suspension of access privileges for both the individual and their sponsor. In cases of deliberate misuse or fraud, GridColo may pursue contractual remedies or legal action.
Effective Date and Amendments
This policy is effective upon publication and remains in force until superseded. GridColo may amend the policy at any time to address evolving risks, technologies, or legal requirements. Sponsors and individuals will be notified of substantive changes.