Unlocking Data: Turning Access Control into a Business Tool

The world of siloed systems is fading. As end users move away from maintaining multiple systems, preferring to have one piece of software that unifies video, access control and other devices, they’re also asking for ways to turn that raw data into actionable insights.

The good news is that access control systems have the capabilities to meet those demands.

Let’s look at three broad capabilities that security integrators can use to guide customers beyond unlocking doors toward a long-term strategy of extracting maximum value from their access control systems, while solidifying the integrator’s role as a strategic partner.

Flow

Modern access control systems can help simplify the flow of people within an organization. Linking cardholder data to HR databases or doors and other devices to facility information databases can help teams better understand and facilitate day-to-day operations.

For example, contractual employees can be given temporary credentials based on responsibility while providing an audit trail of their time and location. When an employee leaves a company, the offboarding and access can be terminated automatically when the HR system updates. If an employee travels to another facility within the organization, they can easily receive temporary credentials to access those buildings.

The HR and security teams can even set up processes to automatically update credentials based on job role and permissions that should be associated with that role. This seamless integration ensures that employees and visitors have the correct access when needed and reduces the potential for human error in access management.

Employee credentials can even be used across the enterprise, linking to point of sale (POS) software such as cafeteria purchases, parking payments and more.

Reporting

One of the simplest ways to turn real-time access control data into meaningful information is by leveraging dashboards and reporting tools. The capabilities of reporting tools can save significant time by pulling data and presenting it in an easy-to-follow, easy-to-absorb format.

Reports on space use and work patterns can help inform office layouts and equipment use. If smaller conference rooms are used more often than larger ones, for example, facility managers can use that knowledge to help plan future renovations or determine if the current office space fits the organization’s needs.

If access control data notes high traffic levels in certain buildings or spaces, maintenance can better schedule office and communal space cleaning in the highly trafficked areas. They may decide that facilities not in use could be a potential source for energy savings, reducing HVAC and lighting use when no one is in the building.

Facility or office managers can even view reports to understand staffing needs, possibly adjusting front desk personnel and security staff schedules during lower occupancy periods.

Connecting different systems across the enterprise helps key stakeholders unlock even further insights. Contract employee hours can be cross-referenced with billed hours to ensure accuracy. Cafeteria managers can even use reports detailing when certain foods or beverages are often purchased to help them determine appropriate stocking patterns.

Automation

Aside from flow and reporting opportunities, modern access control systems can also turn intelligence into strategic automation, saving time and resources. HVAC systems can go into sleep mode when the last person badges out for the day. Intrusion alarms can automatically disarm when the first employee badges in.

“Threat levels” or event-based scheduling can automate a sequence of actions for a particular function. For example, suppose a school or facility has a sporting event or the office has an evening party. In that case, an operator can program the system to automatically unlock specific doors while restricting access to others.

A multi-tenant complex or office building may require badging for elevators after hours. At stadiums, a VIP guest pulling into the parking garage can trigger automatic alerts to a particular stakeholder, simultaneously adjusting lighting and temperature to the VIP’s preferences.

Organizations can simplify compliance and auditing too, by automating access based on regulatory or legal requirements. Suppose an employee’s clearance or job certificate is not current or their driver’s license has expired.

In that case, compliance requirements may dictate that they’re not allowed in a building or restricted area. Operators can set the access control system to deny access until the license information is updated automatically.

Partner for New Access Control Opportunities

Today’s leading-edge access control systems provide intelligence that can improve operations, inform decision making, and help justify an organization’s return on investment (ROI). Integrators can position themselves as business enablers and partners rather than just installers.

When starting the conversation, make sure your first step is discovery. Identify what questions your customer is trying to answer or problems they hope to solve. Are they facing too many false alarms? Are they reviewing occupancy levels at remote locations? Do they need to be more efficient with their energy use?

Once you have defined the questions, consider who has access to the needed data, how it’s accessed, and what systems could provide a solution. You can even work with your customers to create different dashboards with data relevant to their questions and propose new ways to use that data for deeper insights.

By relying on strategic partnerships with manufacturers and service providers, you can deepen your understanding of education on product capabilities to share with clients. Engaging in long-term dialogue on creating value will deepen client relationships and position you as a trusted partner aligned with your client’s enterprise-wide goals.

Marie-Jeanne Sauvé is a manager of product and industry marketing at Genetec.

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