The design and implementation of a physical security system is applicable to organisations of all sizes, writes Fernando Pires, VP, Sales and Marketing at key control product company Morse Watchmans.
In addition to large corporations, small and medium sized businesses (SMB) also need solid protection because, regardless of the size of the company or the state of the economy, life safety and security remain essential to protect the most valuable assets of any organisation – the people, information and physical assets used in the business.
While physical security systems take many forms, one well established and easy to use solution to help SMB management achieve this protection is the use of a key control and asset management system. State-of-the-art automated key control systems are designed to store and control access to the keys needed for locking/unlocking doors throughout the facility. Vital documents, cash, employee badging/access control cards, data drives and even small electronic gear can also be controlled and secured using asset management lockers or keycard modules which can be integrated into a key control system. Asset locker systems are identical in function to key control systems; users can only access items from the lockers/modules for which they have been pre-authorised and any activity such as removing or returning items or opening lockers/modules is automatically recorded in an audit trail.
Customizing the System
Another advantage for the SMB user of incorporating asset lockers into a system is the ability to custom design the system to exact needs, both for current requirements and for the future. Configuring an asset control solution is as easy as identifying needs and then building the system with modular components that meet those needs. Users select a cabinet size and, if more than one cabinet is required, the arrangement can be linear (side by side) or stacked. Cabinet doors may be solid steel or they may be see-through polycarbonate designs.
Choices for modules to fill the cabinets may include a selection of key storage modules, credit card modules, lockers of various sizes or simply blank modules to be filled at a later time. The combination of modules is entirely up to the user, which provides the ability to customise and also change the system to meet growth or other specific needs.
Small, compact systems that hold as few as six keys and contain a single locker for storing valuable items can be configured for a small office complex. For an installation in the management office of a civic arts center, the system might be configured with three modules, one of which is a credit card module, one a dual locker module for securing small personal items and the third for holding building keys.
Access to the key and asset cabinets can also be customised, with options including a built-in keypad, biometrics such as fingerprint readers or a magnetic or proximity card reader. Systems that integrate card readers for access can often use the access control cards that are already in use throughout the organisation, making the system implementation easier and more convenient. Changes to an individual’s access authorisation can be made instantly by program administrators. The optional user interfaces can be integrated directly into the cabinet for easy accessibility or they may be separate. In either design, users can only access the stored items which they have been authorised to remove or return.
The rugged cabinets are designed to resist abuse and react when something is wrong. An overdue key, an open door or even the misuse of the keypad will trigger an alarm and record the event in the log file.
System Integration
For SMBs such as a manufacturing facility, a medical complex or a small residential or retirement campus, an asset management solution can usually be integrated with the existing physical security system without costly upgrades or overhauls. For example, asset control systems featuring alarm and relay inputs/outputs can be integrated with existing video surveillance systems for additional security measures. Ethernet and USB capability help to ensure system compatibility and integration. And as mentioned earlier, key management systems can integrate with a facility’s existing identification cards.
The compatibility with other security systems and network access offer an added richness and usability to the SMB and integration with existing data bases saves time and money. Built-in RS-232 communications ports allow ease of use for direct connectivity to printers or other devices, or networked connectivity via Ethernet.
Data Tracking
In addition to securely storing and managing items held in an electronic locker, one of the features that make key control and asset management systems so valuable to the SMB owner is their capability to automatically record all transactions. Each time the cabinet is accessed, the time and the individual’s name is recorded in the file. With this information, the SMB owner/manager can quickly and easily determine the whereabouts of every stored item or who took an item and when. When integrated with monitoring software, the data tracking information provides reliable confirmation of all access transactions. And when the system is integrated with an access control system, alerts can inform management if someone tries to leave the building without returning an item taken from a locker.
Users report that the tracking feature has helped curb issues of lost or damaged items. Employees authorised to access items in the locker know there is an added level of accountability and instead of false accusations being made; management can address a situation because they know precisely who last accessed or returned a particular item. Compared to taking the time to go back and check logs which may or may not be accurate, automated tracking is convenient and precise.
Just a few of the benefits that SMBs can expect when implementing a key control and asset management system, customised systems, easy integration and data tracking are a valuable enhancement to a physical security strategy.
