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Access Control System Installation Guide

 

This complete guide will take you through the step-by-step process for Access Control System Installation.

There are various things to consider when installing an access control system for your business. This guide will help you move in the right direction and plan in an organized manner, helping you overcome operational or technical challenges that you may face during the process. Download our Complete Guide on Planning for a successful access control system installation.

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   Understanding Access Control Systems

Access control systems are the backbone of modern security measures, providing you with the ability to manage and monitor who enters and exits your facility. This level of control not only safeguards your assets but also ensures the protection of your employees, visitors, and sensitive information.

By limiting access to specific areas, these systems prevent unauthorized entry, theft, and the potential for data breaches. This makes them indispensable tools for businesses aiming to maintain a secure environment.

 

 

Why Should I Install Access Control?

Here are some of the outstanding reasons for securing your commercial businesses with a complete access control system:

Customizable System

Access is customizable. You can designate specific permissions based on user roles. This allows your business to provide permission to access the facility at certain times based on user, role, or job responsibilities.

No Fear of Losing Keys

Access control systems remove the pain in maintaining a traditional key-based access system. Losing keys was common with traditional keys.

Easy Log Access

The system allows you to keep track of who enters or exits your facility.

Remote Access

This is a great feature; hosting the system with cloud services allows you to control your access anywhere and at any time.

Cut Costs

Using a keycard access control system is a more cost-effective solution than traditional keys in many ways. If someone loses a key card, it’s much easier to replace a key card and reprogram the system than changing your building’s locks. Changing the locks is a pain and an expensive process because every employee will need to be issued a new key.

Conclusion

Access control systems are not just about convenience—they are a critical component of your security strategy. By integrating these systems, you enhance your facility’s security posture while also enjoying the additional benefits of flexibility, cost savings, and peace of mind. Whether you’re safeguarding a small business or a large institution, the right access control system can make all the difference.

 

 

 

 

 

 

Step 1: Planning & Design

Planning is the most important step in any process. Without a proper plan, it is rare to receive the desired outcome. Likewise, access control installers require proper planning. Proper planning helps to reduce errors and ensures you get the exact system needed for your facility.

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Analyze Your access Security goals Vulnerabilities and Needs

Begin by reflecting on your business requirements. Then perform an in-depth analysis of your business’s current security measures to build a security plan that meets your needs. Here are a few questions you need to consider:

 

  1. What type of credentials are you using? What format are they? How many of these credentials are issued? Can it support your expected cardholder population? Are they capable of ensuring any duplicate IDs?
  2. What investments have been made so far? Is the current system upgradeable?
  3. What assets do you have, ranging from physical assets to shareholder records?
  4. Where are you storing your business data like employee records, client data, etc.?
  5. What is your vision for the access control system? Is it scalable and capable of integration?
  6. How many doors do you have in your facility that you need to secure?
  7. What is the square footage of your location?
  8. What types of accesses do you need for your facility like vehicular, pedestrian, etc.?
  9. Are there different access levels for your facility?
  10. What is the cost associated with the current security system?
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Designing a complete Access Control System

Once you have reflected on your needs and the planning is in place, it is time to start to uncover the core details for your access control installation, such as:

 

  1. How many different types of readers are required?
  2. How many different types of locks are required?
  3. What forms of authentication are required, and by how many people?
  4. Apart from readers and locks, what other tools are required for door access control in your facility?
  5. What Access Control Management System is currently in use?
  6. Do you want a wired or wireless access communication system?
  7. Do you want a system that is exclusive to a single manufacturer or do you want to design a custom open-source access control system?
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Cost Expectations

Technology advancements provide more secure solutions for your facility. Despite technological advancements over the years, many businesses still use traditional keys. Some businesses cannot afford the costs of a new access control system regardless of the return on investment in the long run. 

A good access control system costs between $2,000 and $10,000 with most of the cost coming from the door access equipment and components.

  • The average price for electronic access control ranges from $1,000 to $4,000 per door installed.
  • Electronic Locks costs run between $20 and $900
  • Door readers and door controllers ranges from $80 to $3,500. 
  • Hardware’s such as motion sensors are priced between $10 and $500 each.
  • A basic licensing fee for your access control software  is around $600/year
  • Maintenance of the access control system costs between $0 and $50/month per door.

There are two main factors that will affect the pricing of an access control system – material cost and labor cost.

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Hiring Professional Installers

Independent Physical Security Consultants like Umbrella Security Systems can assess the situation, guide you throughout the process of Access Control Installation and help you to choose the best access control system for your business.

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Other Important Factors to Consider Before Installing Access Control

The additional considerations for Access Control Installation will depend on various factors. Here are some of the other factors that influence the installation:

Types of Systems

There are many different types of systems such as standalone, mobile-based, integrated, or cloud-based.
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It is important to have in-depth knowledge of the benefits of each of these access types before selecting a particular system. This will help to avoid difficulties with business operations and procedures after the installation is complete.

Technology

Choosing the best technology suitable for the access control system is important.
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Will the new system installed capable of upgrading to new technologies in future?

Application Needs

Application Needs are important consideration when installing access control system
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A security professional like Umbrella Security Systems can help you to break down the installation process – Where will the system be installed? What security level is suitable for that area? How can the data be managed by the system?

Security Needs

Right authorization needs to be provided to the users in the facility
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What authorization is suitable for users based on business and operational goals – single authorization or multi-factor authorization. What level of monitoring will be needed to maintain your business’ security needs?

Installation Requirements

Here are few question you might consider for the access control installations
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Will your company use an in-house staff or a professional installer? What are the company’s current software integration capabilities? Are they compatible with third-party hardware?

Communication capabilities

Communication is the key in access control installation
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How will the new access control system communicate with the existing technology used by the company? How will the different components exchange information within the system? Do you want a wired or wireless communication system?

Understanding Keypad Systems: Functionality, Advantages, and Disadvantages

Keypad access control systems operate by requiring users to input a personal identification number (PIN) to gain entry. This type of system is quite popular due to its simplicity and cost-effectiveness. Users simply enter a pre-assigned code on a keypad to unlock doors, gates, or other secured areas.

How Keypad Systems Work

  1. User Input: Users enter their unique PINs into the keypad.
  2. Verification: The system checks the entered PIN against stored codes.
  3. Access Granted: If the PIN matches, access is granted. Otherwise, entry is denied.

Advantages of Keypad Systems

  • Cost-Effective: Installing and maintaining these systems is generally affordable, making them attractive for small businesses or residential use.
  • Easy Installation: Keypad systems are relatively straightforward to set up, requiring minimal technical expertise, which reduces installation time.
  • Convenience: There’s no need for physical keys, reducing the hassle of carrying or losing them.

Disadvantages of Keypad Systems

  • Security Risks: Shared or easily guessed PINs can jeopardize security. Regular updating of codes is crucial to defend against unauthorized access.
  • Limited User Management: Unlike more advanced systems, managing a high number of users can be cumbersome.
  • Pin Vulnerability: Observant individuals could potentially discern PINs if used frequently without necessary precautions.

By weighing these pros and cons, organizations can decide whether keypad systems align with their security needs and operational goals. Regularly updating PINs and careful selection of codes can help mitigate some of the associated risks.

Step 2: Procurement 

Once the planning and designing of the access control system are completed, It is time for procurement. You should send your plan to a trusted security partner, like Umbrella Security Systems, to get a realistic quote for the system. Once the security partner is finalized, an agreement is made between the two for implementation of the access control system – which may include a preventive maintenance service agreement. 

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Choosing the Right Access Control Equipment

The right access control equipment is needed to protect against theft of data, property, resources and prevent unauthorized entry in your facility. The objective for choosing the right access control equipment is to improve productivity, help in identifying administrative staff, and properly sign in legitimate visitors. Picking the right equipment will help the business to scale sustainably.

Quick Tip:  Installing battery-powered or wireless locks versus wired locks will save end-users over 80% in the labor cost of access control installers. Wireless installation is faster is more efficient as no cabling effort required in the installation process. 

How Card Reader Systems Work and Their Security Implications

Understanding Card Reader Systems
Card reader systems are security solutions that control access by requiring a physical card for entry into secured areas. These systems typically use badges or keycards embedded with a magnetic stripe, chip, or RFID technology. When a user swipes or taps their card on a reader, the system checks the card’s credentials against a pre-approved database.

How They Operate Access Control: The card reader acts as a gatekeeper, allowing only those with valid credentials to enter. This is especially common in workplaces and secure sites, where access needs to be restricted.

User Management: Administrators can easily manage who has access to specific areas by updating the database as employees join or leave the organization. It also facilitates setting different access levels for different individuals.

Activity Logging: Card systems automatically record each entry attempt, providing a detailed log of who accessed or tried to access a particular area and at what time. This feature assists in monitoring and reviewing activities for security audits.

Security Implications

Enhanced Security: By requiring a physical keycard, unauthorized individuals face a significant barrier to gaining access. This makes card reader systems a robust solution against casual intruders.

Vulnerability to Card Loss or Theft: Despite their advantages, these systems are not foolproof. A lost or stolen card can be misused unless deactivated quickly. Prompt reporting and deactivation are critical to maintaining the integrity of the system.

System Breaches: While card reader systems are generally secure, they are not immune to hacking. Advanced hackers could potentially clone cards or access card reader databases. It’s essential for organizations to regularly update their security protocols and conduct system audits.

In conclusion, card reader systems play a crucial role in modern security infrastructures by allowing controlled access and providing actionable data. However, users must be vigilant about potential vulnerabilities such as card loss and system breaches, implementing timely measures to mitigate these risks.

Step 3: Installation 

At this stage, the Access Control Installation takes place.

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How to install access control hardware

Controller, boards, and power supplies

The controller is the main component of access control system
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The controller is the main component where all the devices or access control equipment’s like readers, power supply board (the device that supplies power across the system and keeps the controller, readers and electronic locks functioning), and door lock sensors, are linked in one place. It hosts your local database and bridges your access control hardware to the cloud or on-premise system that controls the access authentication process based on the rules or roles set by the organization.

Card Readers

In the entry point of your facility, the device where you scan or touch your credential to gain access to the facility is a reader.
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The device reads your credential and passed the information to the master controller to check on the user authentication. To install card proximity readers, you will need a 6-conductor wire. This wire runs from outside the door to the access control panel.

Locks

There are different types of electronic or magnetic locks that keep the door locked and protect your assets.
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To install magnetic locks, you will need a 2-conductor wire. This wire runs from the door frame to the access control panel.

Door position switches

Door Switches helps in monitoring the status of the door
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This device monitors the status of the door and indicates if the door is open or closed.

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Running the Wires

Site inspection helps the security professional to get first impressions on the location of potential devices and how to direct the cables to the main controller and power board. Once the inspection is done, the works starts on running the cables from the rooms to the door controllers that controls the whole operation.

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Step 4: Configuration

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Configuring System Settings

When everything is set up physically and mounted, you will need to configure the board and all the hardware for the system. You will need internet access to configure the system.

First, plug your panel into power and connect it directly to a computer via an Ethernet cable, launch the web browser and type the IP address of your panel in the address bar. Once you log in to the web browser with the default username and password (admin, admin), the interface will take you through the steps to configure. Fill out the information’s currently like language, function, controller name, time zone, and any additional required information.

The live monitor can be accessible from the main page that shows you all the access events taking place in your facility like card scanned, access granted/denied, time of access, someone enters, someone exits, etc.

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User Authentication

Once the device and system configuration is done, you can now give users access to certain locations in your facility based on their role or set of rules as per the company’s security protocol.

Integrating Mobile Access Technology with Access Control Systems

Mobile access technology transforms traditional access control by leveraging the capabilities of smartphones to create a more seamless and secure user experience. Here’s how it integrates with modern systems:

  • Smartphone as a Key: Users can use their smartphones to unlock doors via dedicated apps or QR codes, replacing traditional keys or cards. This not only simplifies the user’s entry experience but also minimizes physical contact, enhancing hygiene.

  • Remote Access Capabilities: The integration allows administrators to grant or revoke access remotely. This is particularly useful for managing access to facilities from any location, adding a layer of convenience and swift control.

  • Smart Device Integration: Mobile access can easily sync with other smart building technologies. For instance, it can tie into lighting, security cameras, and HVAC systems, creating a cohesive smart environment that responds to the presence and authorization of users.

  • Enhanced Security Features: This technology often includes advanced features such as biometric verification or multi-factor authentication, providing superior security compared to conventional systems.

By merging mobile technology with access control, organizations can offer an advanced, efficient, and secure platform that meets the evolving needs of their users.

Step 5: Inspection & Testing

The inspection and testing take place throughout the access control installation process. It is important to test the connectivity of each system and test the power flowing through the systems to ensure proper functioning of the whole system.

Testing each piece of hardware, the control panel, and the overall system after regular changes can reduce the risk of having to go back and find an error. Each lock should be tested properly prior to and during business hours. Trying to gain access with valid and invalid credentials will ensure the system is working as expected.

If the project involves the installation of additional systems, such as video surveillance, mass emergency notification, or visitor management, you should check to make sure the new access control system works properly with the integrated systems.

Step 6: Ongoing Maintenance and Support

To ensure the reliability and effectiveness of your access control system over time, it’s crucial to implement a robust maintenance strategy.

  • Regular Software and Firmware Updates: Keep system software and firmware up-to-date with the latest security patches. These updates are essential in addressing vulnerabilities and enhancing system performance.

  • Continuous Monitoring: Implement ongoing monitoring of the system to quickly detect and address any irregularities or potential security breaches. This proactive approach helps maintain the system’s integrity and reliability.

  • Scheduled Preventative Maintenance: Conduct regular maintenance checks to ensure that all hardware components, such as readers, locks, and panels, are functioning correctly. This can prevent unexpected failures that might lead to security breaches.

  • Data Backup Strategies: Regularly back up configuration settings and access logs. In the event of system failure or cyber incidents, having a recent backup can significantly reduce recovery time and prevent data loss.

By integrating these ongoing maintenance practices with your initial installation and testing efforts, you ensure a robust, secure, and efficient access control system that can withstand the test of time.

Essential Ongoing Maintenance and Support for Access Control Systems

Maintaining an access control system is crucial to ensure its reliability and security. Here’s a comprehensive guide on the ongoing maintenance and support needed:

Regular Software and Firmware Updates

  • Stay Current: Manufacturers frequently release updates to patch security vulnerabilities and improve system functionality. Keep your system software and firmware updated to avoid weaknesses that could be exploited by cyber threats.

Continuous Performance Monitoring

  • Identify Anomalies Early: Implement a system for regular monitoring to catch irregularities or signs of potential security breaches. Acting swiftly on any issues will help preserve the security perimeter you’ve established.

Routine Preventative Maintenance

  • Ensure Hardware Functionality: Schedule regular maintenance checks for all electronic components, such as card readers, locks, and control panels. This proactive approach helps prevent unexpected hardware failures, thereby avoiding potential security lapses.

Data Backup Procedures

  • Secure Important Data: Regularly back up critical system data, including configuration details and access logs. In case of technical failures or cyber incidents, having up-to-date backups will minimize downtime and mitigate data loss risks.

By following these maintenance and support strategies, you can ensure your access control system remains effective and reliable over time.

Why Should I Install Access Control? 

Here are some of the outstanding reasons for securing your commercial businesses with a complete access control system:

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Customizable System

Access is customizable. You can designate specific permissions based on user roles. This allows your business to provide permission to access the facility at certain times based on user, role, or job responsibilities.

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No fear of losing keys

Access control systems remove the pain in maintaining a traditional key-based access system. Losing keys was common with traditional keys.

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Easy log access

The system allows you to keep track of who enters or exits your facility.

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Remote Access

This is a great feature, hosting the system with cloud services, allows you to control your access anywhere and at any time.

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Cut Costs

Using a keycard access control system is a more cost-effective solution than traditional keys in many ways. If someone loses a key card, it’s much easier to replace a key card and reprogram the system than changing your building’s locks. Changing the locks is pain and an expensive process because every employee will need to be issued a new key.

Advantages and Vulnerabilities of Smart Locks

Advantages:

  1. Convenience and Control: Smart locks blend security with modern technology, allowing you to lock or unlock your doors remotely via Wi-Fi or Bluetooth. This means you can let someone into your home or office without needing to be physically present.
  2. Advanced Features: Many smart locks offer features such as temporary access codes, which can be invaluable for guests or service providers. Integration with video doorbells adds an extra layer of security by letting you see who’s at your door before granting access.
  3. Real-Time Notifications: Stay updated with real-time notifications that inform you when a door is accessed. This feature offers peace of mind whether you’re monitoring residential or commercial properties.

Vulnerabilities:

  1. Network Dependency: One of the main drawbacks of smart locks is their reliance on a stable internet connection. Any interruption to your network could potentially limit your ability to control the lock remotely.
  2. Security Risks: Although smart technology offers convenience, it can also be a target for hackers. Ensuring that your lock’s software is regularly updated is crucial to safeguarding against cyber threats.

By weighing these advantages and vulnerabilities, you can make a more informed decision on whether a smart lock meets your security needs.

Benefits and Potential Concerns of Using Biometric Systems for Access Control

Biometric systems utilize unique biological markers such as fingerprints or retinal patterns to control entry. This approach offers several advantages:

Benefits:

  • Enhanced Security: By linking access to distinct physical characteristics, biometric systems significantly reduce the risk of unauthorized entry. These traits are difficult to replicate, making it harder for intruders to gain access.

  • Convenience: Users don’t need to remember complex passwords or carry keycards. Access is granted through simple interactions like scanning a fingerprint, providing a seamless experience.

  • Trackable Access: Every entry attempt is logged, allowing for easy monitoring and auditing of who accessed a facility and when.

Potential Concerns:

  • Cost: Implementing biometric systems can be expensive, especially for large installations, due to the technology and infrastructure involved.

  • Privacy Issues: There is often public apprehension about the storage and use of personal biometric data, as it involves sensitive information.

  • Technical Limitations: Factors like environmental conditions or changes in physical traits can occasionally cause recognition errors, impacting the reliability of access control.

In sum, while biometric systems for access control offer robust security and convenience, they require careful consideration regarding cost, privacy, and potential technical constraints.

How Do Access Control Systems Enhance Security and Manage Access Efficiently?

Access control systems are a cornerstone of modern security, designed to enhance protection while streamlining management processes. By implementing these systems, organizations can ensure that only authorized individuals have entry to specific areas, thereby dramatically reducing the likelihood of unauthorized access and potential security breaches.

Key Benefits of Access Control Systems

  • Layered Security Approach: These systems employ multiple security layers, making unauthorized entry exceedingly challenging. This complexity deters intruders and protects sensitive areas.

  • Real-Time Monitoring: Access control systems provide the ability to monitor entry and exit points in real-time. Facility managers can receive instant alerts if there’s any suspicious activity, enabling quick responses to potential threats.

  • Elimination of Traditional Keys: With digital credentials, such as keycards, fobs, or biometric data, the need for physical keys is minimized. This reduces the risk associated with lost or stolen keys and simplifies the process of granting or revoking access to personnel.

Efficient Access Management

  • Ease of Use: Facility managers can effortlessly assign or revoke access permissions through centralized platforms. This flexibility means that as staffing needs change, access can be adjusted swiftly without compromising security.

  • Detailed Access Logs: Comprehensive access records allow administrators to track who accessed which areas and when. This data is invaluable for auditing purposes and can assist in identifying security gaps or policy violations.

By integrating these advanced systems, organizations not only bolster their security frameworks but also achieve greater efficiency in access management. This seamless blend of safety and convenience is essential for modern-day facilities looking to protect their assets and personnel comprehensively.

How long does an access system installation take?

It depends- but it can take 30-60 minutes per proximity card reader & about an hour for the door controllers- depending on how many doors you have. Software & database integration can be 2-5 hours.

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