Maintaining Access Control Records

Author: Brian Rhodes, Published on Feb 13, 2013

Weeding out old entries, turning off unused credentials, and updating who carries which credentials is as important as to maintaining security as keeping equipment operational. Failing to do so can be as dangerous as leaving a door wide open. Unfortunately, this often gets overlooked as busy work and sometimes to disastrous consequences. In this note, we examine:

Relegated to 'Busy Work'

  • *** ** ******** ******* ** ** ****** ******* ********** ******
  • **** ********* *** **** ****** **********
  • ******** ** ********* ***********
  • ***** ** ***********

*******, ** ******* ** **** ******** ** ** ****** *******, keeping ** ******* ** ***** ********** '*********' ** ** ********* by ****** ** ** ***** **** **** ******** **** ***** down. ***** *** ****** ** **** ****** ** *** *******, it ** * ******* ** ******** ** '**** ****', ** not ******* ** ** ** **** *** **** **** **** consequences.

Maintenance *******

***** ******** ******* ****, *** ****** ******* ******* ******* * management **** ** ********** **** ***********, ******* ** *** ***** below:

****** ****** *********, **** ********** ****** ** *** ***** ****, and **** * ********** ** *********** ** *** *** ** looked ** *****. *******, ******* *** ***** ** *** **** it ********, *** *** ** ** ************* ****** *** ** underestimated.

Best ********* *** ********** **********

*** ***** ****** ** **** *** ******** **** *** ******* are *** ********* *** ***** ********** *** *** ** ***********:

  • ***** ********* ********:**** ********** ****** *******, * ****** **** ** ************* ******* HR *** ******** **** *****. ** **** ** ********** ****** changes (**: ************, ***********, **********) **** ******** ***** ** ** channeled ** ***** *********** *** ********. **** ** ** ********** who *********/****** ******* ****** ** ******, **** **** *** ******** respond *********** **** ****** ******* *******.
  • ********* ***:** *** **** ****** ** *************, ******** ****** ****** ****** HR, ********** *****, *** ******* **** ********* *** ****** *********** when *** ************* ****** ** *********** *****. **** ***** ***** the **** ** *************, *** **** ********* *** ********** ** all *** ************* ***** ******* ** ******** ** *********.
  • ******* ***********:***** **** **** ******** ************* *******, ***** ****** ** ******* physically ****** ********** ** *********** ****** ** ******** *********** ** transfer *********. **** ** *** ********** ****** ** ********, ******** it ** ******** ******** ** **** ******** *** ********* *** misuse.
  • ********* ******** *******: *******, ** *** ***** ** ****** ************* ******* ** the **** ****** ********. **** ** ********* *************** (**: *****-********** transfer, ***** ******, **** ******) *** *********** ** **** ******* up ** **** *** ** **** ** ****** *********** ****** if *******. **** *****, ******** ** *** ******** *** ****** of ******** ******* ** ********** **** ****** *******, ****** *********** on ******* *** ****** *********** ********* **** *** ** ***** before ******** ** *****.

Maintenance *******

*** ******* ** ******* ******* ******* *** ***** **** ****/****** benefits, ** ******* ** ******* **********:

  • ******* *********** ********: ************* *** ****** ****** ** * '**** ****' ********* relies ** ******** *** **** ******** *** ******** *** ********* card *******. *** *******, **** ***** ****** ******* *** *********, each ******** ****** ** *** ******** **** ** ********. ** unmaintained ******** **** *** ** ****** ** *** *********, ****** due ** *******.
  • ****** ***********: **** * ********** **********, ******* ********* ******** *** ********* of *****. *** ************ ***** ** ** ********* **** ** unkempt ******** *** ***** ******* ******** '****' ***** ** **** a ****, ** ********** ********** ** **** ****** *******.
  • ***** ****** **** ****: **** ** * ******* ** ***** ** **** ** not ********* '****' ** ******** ***** ** ***** ******, ******** that ****** *** ********** ****** **** ****, *** **** * database ** '******' **** *** ** **** ***********, ** ** costly ** *******. ** **** *****, ******* ****** ******** *** updated *** ******* * ********, ******** *** ** ******** **** holder **** **** *** ****** ** * ****** ****** ****** otherwise.

Reuse ** ***********

*** *** *** ***** ****** ** *********** *********** ** ** Badges, *** ** * **** ****** **** ********** ******* ***********. Once ***** *** ****** **, **** *** ****** **** * drawer ***** **** *** ***** ******. ** **** *********, ******* in * **** ** *** ******, *** ********** **** **** be ******* **** *** ******. ******* ******* **** ******** *******, a ********** *** ** ****** *** **** *** ******** ********. Uncovering ***** ************* *** ** **** ********* *** ************* ******.

Another **** *** "*** *******"

******* **** **** ** ** **** ** ******* **** ** managing ****, ****** '*** *******' ** ****. ******** ***** **** are ********* ** ***********, *** ******* ****, *** ***** ***** they *** **** ** * ******** **** ** *********** ***** gaps ** ******** *****. *** **** ******* ** ****, *** our '*** *** ********** *** *******?' ****.

** ******* *******, ******* * ***** ****** ********* ** ***** yearly ** *** ***** ***** **** **** ****, *** ***** ones **** ***, **** **** ******** *** *********** **** ****** be ****** *** ** **** ******* ***** *** ***** ** using * ********** *** ** **** ****** ******* ** ***** authorized **********.

Comments (10)

We automated 99% of the electronic access control via our centralized HR, sponsored people, and student databases.

With the automation, a new employee would receive access to their parking lot and relevant buildings and office suites automatically. For example, public safety get automatic access to most of the doors (not for some of the CBRNEA category). A landscaper will get access to all buildings exterior doors, but not interior doors. A plumber gets access to every door. These are based on the home department and the job classification. We do similar, though less, with the email, LDAP, VPN. Everyone gets general default access to the VPN.

For both physical and VPN, additional requests are sent via email from the department's contact person for the request.

And, when they leave, the sytem updates via HR, also automatically revoking everthing - physical access and VPN via LDAP.

Our automation does roughly 1 million (door-person) changes per year with new employees, departing employees, location/department changes, promotions, etc.

We, too, have automated many of the processes with access control through our HR and RCL (Residential/Commuter Life) offices for both students and staff. It has saved so much time and turmoil!

Our system is currently split between the academic and residential sides meaning four servers. Our plan is to integrate both worlds into one and then hopefully have a PeopleSoft feed/interface to poll dynamic data. In most cases though it seems to be a static file nightly dropped which will then be merged. One of our big problems is that there are thousands of ID's floating out there for folks that no longer attend, work, or contract here. We are hoping the HR feed will completely eliminate stale accounts in the future. We ave also begun deploying prox/mifare readers so that we can ultimately tie all door access to a student class structure.

We have been deploying prox/mifare readers also in an attempt to be better prepared when the change comes. Faculty/Staff IDs are collected upon termination or transfers out but student IDs currently are not. Retirees are allowed to use the garage for parking, therefore their credentials stay in the system awhile. Students consider their ID cards as their "memento" of their college days. The data is purged eventually but all access is removed from the graduating senior cards. It is quite a job with 6000 card holders of all types delegated. I would be curious to know the ratio of EAC employees needed to thoroughly manage an enterprise system of this magnitude.

One mistake I once made was tying too much information to the access control database. Using CCure to track access enterprise-wide we decided to tie select fiields from our international traveler profiles into it to facilitiate quick access in an emergency. Those profiles included medical issues/daily critical meds taken, identifying marks, passport #'s, etc. Only after creating beau coup fields and investing substantial data entry effort did I realize we were violating employee confidentiality regarding sensitve medical issues information. Not a smart move and required reinvestment of labor hours to strike all such data and house it in a more narrowly restricted database.

The biggest problem I run into is customers do not allocate yearly operating budget and staff to manage the EAC. So it gets nelegected for years and then they complain when it does not work.

I am finding some of the sites i work at give access to people that shouldnt have access to certain areas like sercurity having access to surveillance, I think they should seperated from this access

University and Library of Virginia data standards requires records to be kept either 3 or 5 years, depending on the type of material and limits the database cleanup on a yearly basis. We purge cardholder data older than 3 years annually in an attempt to rid the system of unwanted and unused data. As long as we keep it up, it works for us.

This was very helpful in understanding the records portion.

This is definitely a necessity. Keeping up with employee terminations etc. can be critical tot he safety of everyone involved. There are no second chances when it comes to security.

Login to read this IPVM report.
Why do I need to log in?
IPVM conducts unique testing and research funded by member's payments enabling us to offer the most independent, accurate and in-depth information.

Related Reports on Access Control

2019 Access Control Book Released on Dec 12, 2018
This is the best, most comprehensive access control book in the world, based on our unprecedented research and testing has been significantly...
Multi-Factor Access Control Authentication Guide on Dec 10, 2018
Can a stranger use your credentials? One of the oldest problems facing access control is making credentials as easy to use as keys, but restricting...
Top 2019 Trend - AI Video Analytics on Dec 10, 2018
160+ Integrators answered: What do you think the top industry trend will be in 2019? Why? AI / video analytics was the run-away winner with...
Cybersecurity Insurance For Security Integrators on Nov 29, 2018
Most security industry professionals carry insurance to cover themselves in the event of a general loss. However, most are not carrying cyber...
Startup Qumulex Aims For Unified Platform, Adds Infinias Access Founder on Nov 29, 2018
The startup founded by former Exacq executives, Qumulex has hired Wayne Jared, founder of access control manufacturer Infinias and most recently a...
HID Product Configurator Examined on Nov 26, 2018
HID is widely used. However, figuring out all the different configurations of features for a final credential or reader part number can be a real...
Openpath Access Control Tested on Nov 20, 2018
Big investment in access startups is uncommon, but Openpath has recently attracted $20 million doing just that. The company has limited security...
Arcules Cloud VMS Tested on Nov 19, 2018
Arcules is a big bet, or as they describe themselves a 'bold company', spun out and backed by Milestone and Canon.  But how good is Arcules cloud...
Directory of Video Intercoms on Nov 13, 2018
Video Intercoms, also known as Video Door-Phones or Video Entry Systems, have been growing in the past decade as more and more IP camera...
Beware Amazon Go Store Hype (Tested) on Nov 13, 2018
IPVM's trip to and testing of Amazon Go's San Francisco store shows a number of significant operational and economic issues that undermine the...

Most Recent Industry Reports

Imperial Capital Security Investor Conference 2018 Review - ADT, Resideo, Alarm.com, Arlo, Eagle Eye, ACRE, More on Dec 14, 2018
Imperial Capital Security Investor Conference is an event matching industry executives with financiers that frequently leads to future funding...
Cisco Meraki New Cameras and AI Analytics on Dec 14, 2018
Meraki has released their second generation of video surveillance with 3 new cameras, AI-based video analytics, and 2 cloud-based storage...
Foolish Strategy: OEMing Facial Recognition on Dec 13, 2018
Almost as 'hot' as face recognition marketing right now is OEMing facial recognition. Last year, they were a who's who of company's with...
DVR Examiner - Video Recovery from Recorder Hard Drives on Dec 13, 2018
Bypassing passwords and long download times on-site, DVR Examiner collects and organizes video evidence directly from a hard drive extracted from...
2019 Access Control Book Released on Dec 12, 2018
This is the best, most comprehensive access control book in the world, based on our unprecedented research and testing has been significantly...
Huawei Hisilicon Quietly Powering Tens of Millions of Western IoT Devices on Dec 12, 2018
Huawei Hisilicon chips are powering, at least, tens of millions of Western IoT devices, such as IP cameras and surveillance recorders, a fact that...
FLIR Launches Body Cameras Unified With VMS (TruWitness) on Dec 11, 2018
While FLIR is best known for their thermal cameras, now they have expanded into body cameras, launching TruWITNESS, a public safety focused body...
Startup Sunflower Labs' Autonomous Drone Security System on Dec 11, 2018
Startup Sunflower Labs is claiming a unique design on a home security system, combining autonomous drones and 'Sunflower' sensors. Imagine an...
The 2019 Video Surveillance Industry Guide on Dec 10, 2018
The 300 page, 2019 Video Surveillance Industry Guide, covers the key events and the future of the video surveillance market, is now available,...
Multi-Factor Access Control Authentication Guide on Dec 10, 2018
Can a stranger use your credentials? One of the oldest problems facing access control is making credentials as easy to use as keys, but restricting...

The world's leading video surveillance information source, IPVM provides the best reporting, testing and training for 10,000+ members globally. Dedicated to independent and objective information, we uniquely refuse any and all advertisements, sponsorship and consulting from manufacturers.

About | FAQ | Contact