How easy is it to implement a single, smart card solution for access control in corporate offices, and what are the potential benefits of doing so for end users?
Overworked managers know only-too-well there's one element of a security installation that can make their life a whole lot easier. An efficient and effective access control system. If that system can integrate several different functions in a single activity or solution, then so much the better.

As such, it's hardly surprising that the corporate arena is beginning to warm to any number of solutions that can simplify day-to-day security regimes. Indeed, there's a powerful argument stating that the obvious route to reducing costs while still providing the same – or an enhanced – level of security is to streamline procedures as much as possible.

The corporate office environment began to embrace such an ethic some little time ago. It's an ethic that continues to gain momentum as finance departments and procurement managers seek to curtail costs and improve office efficiency. That is very much the way forward, as improvements in efficiency will lead to a more productive and happy workforce.

Much of the intellectual input involved in selecting an access control solution is common sense. After all, there's little point in you choosing a system that will happily issue ID cards day in, day out if it then needs to be augmented by another solution for access control. Not only that, where's the justification in implementing a highly effective photo ID, access control and visitor management system only to run a completely separate solution for car park admittance or staff canteen payments?

Until recently, end users had little choice but to employ different cards – and, very probably, more than one supplier – for each purpose. Office staff had to carry an ID card, usually issued by the Personnel Department, providing them with proof of identity and (potentially) access rights. Staff also needed to carry an entirely separate cashless vending or catering card, allowing them to use canteen facilities and drinks/snack dispensers. Car park barriers would need a further card, and so on.

If you think that's confusing, you can only imagine the sheer pandemonium when the time comes to update any of these systems. As most of the solutions on the market are stand-alone software and hardware-based systems, there's little chance of upgrading them when new developments come along. This can often lead to the security manager having to scrap the entire access control set-up. If funds are tight – and they often are – that's the last eventuality you'll wish to contemplate.

It makes sense, then, to invest in a single system covering all access requirements. However, this begs a question...

Does such a system exist and, if so, what are its relative merits?

Single programs, modular functions
Systems comprising a single program and embracing a modular suite of functions are indeed beginning to appear in the marketplace. This allows the security manager to choose precisely the functions that are needed. As a result, they don't have to pay for facilities which they have no intention of using.

The biggest selling point for single systems is that, once installed, they provide the foundation for a complete, enterprise-wide single card access solution.

Where’s the justification in any security manager deciding to implement a highly effective photo ID, access control and visitor management system, only to run a completely separate solution for car park admittance or staff restaurant payments?

Take photo ID as your starting point. When a new member of staff joins, an ID card has to be issued. The latest modular systems sit on a single PC and can be operated from an individual workstation or across a network. They use a proprietary image capture device that records a picture of that member of staff. This is transferred to the card, with details of name, department and position. Equally, access control cards might be issued using similar technology, operating via a choice of magstripe or contactless smart card hardware.

This is the point at which a single card solution becomes attractive. As modular technology allows access control to be added simply by bolting on another module, security managers then have the ability to grant and revoke access rights depending on the particular category to which each staff member belongs. As the corporate office environment becomes ever-more security conscious, many managers will take the view that sensitive areas like the IT and Accounts Departments should be zoned – to protect the personnel, and the procedures which they undertake.

To implement a single card solution with any degree of success, it's vital to ensure that your company's personnel database can be accessed in real time. If not, the entire system runs the risk of operating with out-of-date or inaccurate information.

For instance, what's the point in you specifying a state-of-the-art access control system if it fails to recognise that Ms X from Accounts was dismissed two days ago for pilfering and should not be allowed access under any circumstances? In this light, one of the prerequisites of any access system has to be an effective real time dynamic link between the personnel database and the access control software itself. Once configured, the system will automatically bar access to any former members of staff.

The cashless payment function
Just as significant is the fact that the latest systems are fully smart card-compatible, allowing them to operate in conjunction with the cashless payment technology that many security and facilities managers are currently considering for their companies.

Cashless payment stations may be located at various convenient points on any corporate office 'campus', allowing staff to add real value to their cards in a simple way. Such devices add monetary credit to each person's smart card, which can then be spent at the staff canteen or restaurant, in vending machines or for car parking charges.

Many corporate security managers have even reported an unexpected yet positive side-effect. Since the cards hold an intrinsic value, the number of ID cards reported stolen tends to reduce because staff take better care of them.

There can be little doubt, then, that multi-application solutions to access control bring significant benefits to the corporate office environment. From ID cards through to canteen automation – not forgetting 'pure' access control and car parking along the way – a single smart card solution should increase efficiencies and help trim costs.