Monitoring the comings and goings in a busy building can be a challenging part of a facilities manager’s remit. A manned reception with sign-in sheets can regulate the footfall of a building to some extent. In recent years, however, a great deal of time and money has been invested in researching access control technologies which can be a much more effective method of controlling personnel movement.
With a wide range of security options available it’s understandable that reviewing security can be seen as a daunting prospect for busy FMs.
However, security not only protects assets and people but also goes a long way towards improving a working environment. Of course, nobody wants to work in an office which looks like Fort Knox but a balance can be achieved between a secure and comfortable workplace and a productive environment.
Access control
The main security element of a busy building is knowing exactly who is on site at any given time and there are a number of products on the market that allow FMs to control access. Whether in the form of keys, electronic fobs or swipe cards there is a solution that will work for every building.
When it comes to selecting a lock it is not advisable to simply choose an off-the-shelf solution, as without the correct application, standards and fitting, the effectiveness of a lock can be severely compromised.
Managers should be acutely aware of the potential danger of easily copied keys. This concern centres on the possibility that former employees, managers or even suppliers could have had the opportunity, while a key was in their possession, to copy a key to use at a later date to enter the property.
Installing a locking system that makes it hard to copy keys can mitigate this security problem. Patented keys carry legal protection which prevents copies of the keys being made without proof of ownership, while restricted keys are unlikely to be copied due to their unusual design and unique mechanical features which only specialists can copy.
Ideally, a patented system would be used throughout a building, office or series of buildings. Some manufactures offer systems that record details of key codes which can only be accessed by an FM or other trusted employees to enable them to track key allocation.
Many manufacturers of patented or restricted systems also only lease cutting equipment to locksmiths under strict code of conduct guidelines ensuring only trustworthy and trained professionals will actually have the means to copy these keys.
Patented keys also prove useful for FMs on a long-term basis as locks can be re-configured at no great expense when keys are lost or retained by an employee. These types of locks can be reworked numerous times and regular maintenance checks by a specialist are recommended to ensure longevity.
As long as original keys and any official copies are returned or accounted for, there is very little chance of additional sets entering circulation. This means locks do not need replacing where previously this was not a necessity, which also saves time and money.
Master system
A master key system, where one key opens all locks in the system, while other keys open individual or select locks can also work well in a large building with a lot of employees, or in one where a number of different businesses operate within one building.
The main benefits of a master system is that it allows those who need to access a number of rooms to only carry one key while it limits access to unauthorised personnel. FMs that no longer have to retain, store and differentiate between a number of keys save time while increasing security levels, and are not compromised through a difficult key-tracking system.
Master systems can be applied to a number of units, storage rooms or offices — ensuring only those with permission can gain access to certain areas or to personal details, valuable supplies or research. They can also be extended to include padlocks which may be useful for any storage areas or gated access for example.
Going electric
Many commercial property buildings across the UK now use electronic access systems as a means of controlling entry. Electronic systems can be very cost effective and ensure employees can gain access while also preventing unauthorised entry.
Electronic access systems come in many forms including: electromagnetic locks, keypad entry systems, digital locks, key fobs, swipe cards, audio and video entry systems or even fingerprint or biometric systems. These systems are very flexible and allow users to be easily added or deleted as required. A significant amount of time and money has been spent researching and developing this technology to make sure it not only provides adequate security but also ensures systems can work in conjunction with ever-evolving health and safety regulations.
Although there will be an electronic system to suit every building’s size, use, footfall and required security level, due to the wide range available, most FMs will need advice on which system will suit their particular needs. Similarly, if an electronic access system is not installed correctly or is inappropriate for a building, its function can be severely compromised. Tying-in systems with health and safety regulations is also paramount, confirming the need to always seek advice on which electronic system to apply and how to manage it.
There are some other major benefits to electronic access systems — as well as granting entry, electronic access systems can double up as ID cards, again saving the time of manned security staff. Electronic systems can also be tied into human resource or building management systems to record when people arrive or leave the building. Even facilities such as lighting can be programmed to come on in the car park in the evening when people swipe to leave the building.
Systems can track personnel, so in emergency situations such as fires, systems can be used to pinpoint where a missing person was last located.
While electronic systems can be practical and are effective at controlling access in busy buildings, it is important that high quality and correctly specified mechanical locks are also fitted for when the building is unoccupied. Although key fobs and cards can be effective in highly populated buildings there are circumstances in which entry cards and fobs can be copied so it is important that secondary precautions are installed. In addition, as these systems rely on electricity to work, it is crucial to consider the security implications of power failure. If the electricity were to fail, would you want the security to ‘fail safe’ or ‘fail secure’? Again, a security expert will help develop a backup plan that is unique to each building and application.
Human error
Although some comprehensive systems are on the market, it can also be argued that the biggest threat to maintaining security levels is human beings. Most people at some point will have given a key to someone or let someone into a building that they don’t fully know, meaning that no matter how much money is invested in high-tech security systems, they can be compromised. If employees do not use these measures out of a laissez-faire attitude or ignorance of the rules, mangers cannot exert control over building access.
Facilities managers need to communicate the issues involved in order to instigate behavioural change and engender an understanding of the benefits of a security system.
To ensure staff buy-in, managers must work hand-in-hand with the human resources team to make security review a central part of staff training and induction for all new members of the team.
Seek help
With security stakes high, getting a second opinion is always advisable, and carrying out reviews with a trained security professional ensures any issues are spotted early.
By reviewing a building or series of buildings with both a facilities professional and a security expert, a thorough and appropriate security system can be put in place. Combining an insiders’ know-how with professional security advice will also guarantee that mangers get a tailored solution, within budget.
It is advisable to use a vetted, qualified locksmith who will be able to advise on both electronic access control and physical locks. A qualified professional will remain up to date with current regulations and the latest technology, and can offer the best solution to suit individual needs.
As with anything that is used on a daily basis, locks can become worn, so it is important to ensure regular review with an expert locksmith to ensure systems work to their full capacity; unskilled maintenance can compromise the longevity of a security system.
The key to security is in selecting the most appropriate bespoke solution, ensuring your building is protected either with firm-specific security or via shared neighbouring systems, which can be achieved by seeking advice from those who can provide accurate and cost effective solutions on where best to invest time and resource.
