The following article appeared in the March issue of Today's Facility Manager.)

Today's world of access control is in a constant state of evolution. For facility managers -- and other potential security customers -- new technology is rapidly expanding capabilities and opening up exciting opportunities for improvements in facility safety. However, with the number of potential security vendors expanding exponentially (and the current pace of technological change), the process of selecting an access control system is more challenging than ever.

In order to select the right system for the current operating environment, there are several key steps to take. By following these steps, the chances of errors or other catastrophe may be significantly minimized.

1. Who Decides?
A common error made during the access control selection process is for the decision to be made by an ivory-towered executive who is often far removed from the scene of the action. This has a tendency to result in implementations that may work for the head office but places extra strain on employees and other system users.

Instead, facility managers should involve those who will operate the system on a daily basis. This means soliciting input from those who monitor it, maintain it, and anyone else affected by its installation. At a minimum, this should include representatives from IS, HR and security staff.

2. Exactly What Do You Need?
Before a vendor or manufacturer is consulted, facility needs must be distinctly defined. Check out this example of what not to do.

During a conference call, a dozen executives wasted 30 minutes arguing with each other over what was really required -- instead of engaging in a useful, productive dialogue. Clearly, a waste of time. Consequently, facility managers should hash out disagreements early so a consensus can be reached about what's actually required.

There are several factors involved in defining needs. First, look at the building from the standpoint of security to determine what is required to make it safer and more manageable. Secondly, fully understand the needs of the organization, building or campus so that the added security does not adversely affect the occupants or customers.

Installing Pentagon-style security in a corporate campus or office building would not only be unpopular with tenants, it would drastically reduce occupancy levels. Similarly, multi-tenant buildings with common doors have their own particular requirements.

In defining needs, consideration should also be given to such factors as morale and system integration. With regard to morale, for example, the behavior and attitudes of staff must be taken into account. Making it impossible for staff members or visitors to go somewhere during smoke breaks may be good for security, but bad for morale.

In terms of effective access control, integration, too, must be carefully examined. If CCTV is already in place, it may be possible to establish a cause/effect relationship between it and an access control system. In such an arrangement, when an event triggers the access control system, the nearest CCTV camera can automatically pan to and zoom in on the target area. With the latest technologies, integration can be performed simply. And best of all, this can often be done without external relays and extensive rewiring.

Finally, a forward look is called for when purchasing or upgrading an access control system. Obviously, today's needs may change tomorrow. Before making a final purchasing decision, facility managers must ask themselves if the system being considered will be able to cope with anticipated expansion five years down the road.

Some card reader systems, for example, may only be good for a small number of cards and/or users. If a company is confident in substantial anticipated growth within a few years, a more expensive card reader system, able to cope with a greater number of cards, might be a better long-term choice, therefore making it a wiser investment.

"Innovative security looks at the needs of the organization and uses many tools to design and implement a complete security/safety solution," says security consultant, Allan F. Cravalho, CPP, CSI of Warren Associates in Livermore, CA. "Such a review is best done before any equipment is ordered or procedure adopted."

3. What is There?
Once needs are defined, the next stage is to assess available products. The important points here concern ease of use and cost. One sure way to determine ease of use is to visit similar facilities that have installed the access control products being considered. On such visits, be sure to discover the system's functionality from both the end users' and security managers' perspectives. Ask facility managers how the system has been received, and find out about maintenance and service procedures.

One frequent excuse for curtailing the use of modern security methods is often cost. But this can be a significant misconception. While it is true that current technology may require an initial investment, the long-term savings from a good system cause some facility managers to classify security as an asset.

Lowered legal liabilities and insurance premiums are just two ways security contributes to the value of a site. Additionally, by preserving the safety of an area, property values are often heightened, and good word of mouth ensures a high rate of occupancy.

Hollywood Vaults of Los Angeles, a high profile storage center, illustrates how top-notch security can be a powerful business asset. With an impressive list of clients (who between them have amassed 250 Oscars, Emmys, Tonys and Pulitzers), the company has boosted confidence of depositors by modifying its access control program.

"Instead of the previous push-button lock system, we now have PIN-code and keypad access," says Hollywood Vaults founder and owner David Wexler.

The product Wexler selected for Hollywood Vaults "...allows for secure 24-hour client access to our facility." A distinct relay system monitors the 24 keypads which operate in conjunction with 142 custom designed and fabricated electric locks that hold the vaults closed until electronically released by the client's PIN number.

"Upgrading security was definitely of strong interest to our clientele," says Wexler. "The problem now is that some have to go on a waiting list as the facility is often filled to capacity."

4. How Do I Tell?
It almost goes without saying that facility managers should only consider access control purchases from reputable vendors and reliable manufacturers. Choose one that is going to be around for the long haul when replacement parts or service to the system are urgently needed.

However, while some companies have excellent reputations based on years of good service, how well will they be able to handle the technological changes going on in the security industry? Make sure the company selected is familiar with -- and adept at -- using the latest technologies.

5. How Do I Get Organized?
The key to a trouble-free installation is to base it on an exact design that fits a facility's needs. Armed with this information, the installation itself tends to go smoothly if those doing the work have familiarity with the equipment and are only dealing with compatible hardware.

"Extensive pre-planning was a major contributing factor to our success at Hollywood Vaults," says Don Coker, executive vice president at Seevid, Inc. of Huntington Beach, CA, the manufacturers' rep responsible for the project.

In situations where there are extensive integration issues or a lack of familiarity with equipment or the installation process itself, it may be best to call in a security integrator to assist with a system upgrade. If so, it's best to introduce this person early in the decision-making process.

Another often neglected point of installation, especially in large companies, concerns the use of piloting. Instead of spending a fortune to install a system throughout a company's network, facility managers can choose to pilot the access control system in only one location. This provides an opportunity to see how it works on the ground, iron out the bugs and get it ready to roll out to the entire operation.

6. Get Trained!
The access control job doesn't end once the system is up and running. Supervisory management personnel must be adequately trained to operate the system. Tenants and end users, too, must be included in the educational process.

Due to the explosion in technology that has widened the scope of access control systems, it is also vital to keep up to date with the latest equipment and break-throughs. Without attempting to give a comprehensive analysis, here are a few of the highlights that particularly affect the world of access control.

Smart Cards:
The typical access control card contains only a site code and an ID number. All it can do is provide the requisite data to a reader that then relays it to a control panel where it is determined if access should be granted. A smart card, however, does much more. As well as containing ID and site code data (it comes equipped with a computer chip), a smart card's memory capabilities allow it to store information such as a log-in sequence for a PC or financial data for making purchases. For example, some college campuses use smart cards for on-site purchases as well as gaining access.

Digital Imaging:
The latest imaging technology combines a digital camera, a PC, a badge printer, and specific software that coordinates all activity. Digital imaging simplifies the process of issuing ID cards as follows: type in variable ID data, capture the individual's picture through a digital camera, then issue the card. Data may be stored in a database located on the PC or file server and can be used to print out various security management reports or to communicate with access control systems.

The Right Choice
Despite the wide array of access control systems and competing technologies, there is certainly a better way for facility managers to conduct the selection process. By involving the right decision makers, defining needs precisely, evaluating the systems, vendors and manufacturers, and performing the installation in a sensible manner, the right choice can be made nearly every time. And with a little bit of extra training and foresight, the access control decision of today can last for many years.