What is access control and why is it vital?

There’s more to access control than technology.

When we feel safe, our minds work better. We’re more open to connecting with others and more likely to share ideas that could change our companies, industry, or world.

Achieving that kind of workplace safety is a balancing act. Access control systems need to stay ahead of sophisticated threats while remaining intuitive and flexible enough to empower people within our organisations to do their best work.

What is an access control system?

A physical access control system helps you manage who gets access to your buildings, rooms, and lockers. It also tells you at what times so that your people and assets stay protected. Access management systems use various identifiers to check the identity of each individual who enters your premises. Access is then granted based on customised security levels.

For example, an employee would scan an access card each time they come into the office to enter the building, floor, and rooms to which they’ve been given permission. On the other hand, a contractor or a visitor might have to present additional verification at the check-in desk and have their building access restricted to a set timeframe.

Top benefits of using an access management system

There are several advantages of using such a system for your organisation, including:

1. Enhanced physical security: Many companies still overlook physical access control as an IT system, increasing their risk of cyberattacks. Access management systems can bridge the gap between IT and security teams, ensuring efficient protection against physical and cyber threats.
2. Reduced health and safety risks:  The pandemic enhanced the appeal of touchless access but also the importance of managing building occupancy. An access control system can do both, balancing employee safety and comfort with on-premises security.
3. Seamless visitor experience: First impressions matter, and a tedious check-in experience is far from good. With a physical access control system, you can authorise visitors and contractors before they arrive on your premises. That way, they can seamlessly access the spaces they need to.
4. Data privacy compliance and audit trail: By encrypting visitor data and automatically saving audit logs, a software-based system lets you remain compliant, ensuring that only authorised personnel can access that sensitive information. In the case of the NIS2 directive, affected organisations are explicitly required to implement good physical access control. (Learn how Nedap Access can help you achieve NIS2 Compliance)
5. High operational efficiency: Access management systems can also reduce the workload on building administrators and check-in desk receptionists by automating time-consuming tasks and providing real-time data that they can use to improve the visitor experience.
6. Long-term cost efficiency and commercial value: Despite initial costs, an access management system can protect your company from costly data breaches and reputation damage while integrating with existing systems and continuously adapting to your changing security needs.
7. Comprehensive data/cybersecurity: When protected with end-to-end security practices, software-based access control systems can streamline compliance with international security standards and keep your network and data safe from hackers.

What are the different types of access management systems?

We’ve come a long way since traditional keys and keypads were the norm. Modern systems come in three “flavors” – on-premises, pseudo-cloud, and cloud-native.

• On-premises access control

For on-premises solutions like Nedap’s AEOS, the software is installed on the client’s servers and managed internally. This setup is ideal if you’re looking for high levels of control and customisation. However, scaling or updating becomes more difficult as the system grows.

• Pseudo-cloud solutions

Pseudo-cloud solutions involves an on-premises solution installed in a cloud environment and hosted on the solution provider’s network. This hybrid solution is suitable for companies who want the best of both worlds.  It means more system control and customisation without having to manage the installation or maintenance in-house.

• Cloud-native systems

Hosted and managed by third-party solution providers, cloud-native systems offer high infrastructure scalability and easy accessibility. Subscription-based solutions such as Access AtWork® and Nedap Mobile Access can help you reduce admin load and gradually add features as your security needs change.

What are some examples of identifiers for access control?

While there are many types of identifiers, it’s probably easiest if you can put yourself in the shoes of an end-user who treats an identifier as:

Something you HAVE

• Access cards or physical badges: Using a classic card or badge to access a workspace is an everyday reality in many companies. Yet, if you’ve already used one of these identifiers at least once, you also know they’re easy to misplace and, even more so, to forget at home altogether.
• Mobile credentials: Stored safely on your smartphone and protected by built-in multifactor verification features, employee mobile passes have been gaining popularity as one of the most convenient and fast ways to access a workspace.

Something you KNOW

• PIN codes or passwords: PINs and passwords might be the simplest identifiers but also the most problematic. Aside from causing access issues when forgotten, these identifiers can become security risks. This is especially true when written on easily accessible post-its or shared with someone outside the organisation.

Something you ARE

• Biometric identifiers: Biometrics such as fingerprints, irises, or face ID can enhance your security, providing highly accurate identification and verification. However, these highly sensitive personal data require adequate security when stored in your system.

Read about facial recognition combined with our advanced locker management here.

Can physical access control systems do more than just provide access?

Yes, these systems can be seamlessly integrated with other business systems, providing high levels of security for your people and premises with minimal administrative effort. With AEOS, these integrations can be personalised according to your needs and security policy.

Worried about offboarding impacting your security? AEOS Intrusion allows IT and security teams to remove or edit intrusion and access rights remotely from one platform. When employees quit and get their access revoked, AEOS automatically removes their ability to arm or disarm the system.

Adapting to the needs of a hybrid workforce? AEOS Locker Management lets you dynamically assign lockers or locker groups to different user types, teams, or departments across all your buildings, with or without time limits.

Need more flexibility? AEOS is an open platform that connects with several tried-and-tested third-party solutions, including biometrics readers, video monitoring, and identity management systems.

Watch the video to learn more about the flexibility of AEOS Access Control

Where does physical identity and access management fit?

Managing access, cards, and identities becomes more complex as organisations grow. Security teams can get so caught up manually handling frequent access rights updates and requests. This leads to that errors can go undetected, leading to severe security risks.

Physical Identity and Access Management (PIAM) systems such as Pace can help you automate repetitive tasks and delegate access management to space owners. Security teams can focus on ensuring compliance with internal security policies and European regulatory standards without the ever-expanding administrative load.

Global access control management made easy

Despite the scalability and flexibility of a physical access control system such as AEOS offers, unifying access control in multinational organisations remains a challenge. You know exactly what we mean if you’re working to achieve high-level security quickly and cost-effectively while navigating cultural, regulatory, and organisational differences.

Wherever you are in your journey, Nedap Enterprise Professional Services lets you leverage the expertise and tools you need to fully implement a global system or only optimise a specific area. Our three-pillar approach covers everything from consultancy to ready-to-use deployment frameworks to ongoing maintenance support.

Would you like to learn more about the benefits of Nedap Access in your organisation’s access journey?

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