Access Control 101: The Essential Guide to Physical Access Control Systems

The Federal Bureau of Investigation estimates that property crime accounts for $15.8 billion in annual losses. As such, businesses must find innovative ways to protect their buildings, office spaces, and physical property.   

From corporate offices to airports and restaurants, access control systems are a workplace staple in today’s business landscape. Whether controlling visitor and employee entry, preventing your building from trespassing, integrating time and attendance technologies, or setting up permissions for different roles within your organization—access control systems are an indispensable tool for sustained success and resilience.

This guide will explore the multifaceted significance of physical access control systems for modern business environments. Let’s dive in.

What is Physical Security?

Physical access control refers to securing an area, like a building, parking garage, or office space. A physical access control system (PACS) is often installed to monitor and enforce said security. 

Traditional locks and keys were the earliest forms of access control, providing physical barriers to entry. The field then evolved to keypad access systems, magnetic strip cards, and proximity cards. In the late 20th century, smart cards were introduced, which contained embedded microchips that store encrypted data, offering enhanced security compared to magnetic stripe or proximity cards. Today, the most common options include biometric access control, mobile access control, and cloud-based access control.  

Using proper credentials such as key cards, fobs, and mobile credentials, physical access control prevents unauthorized access to specific areas within a building or its premises. 

Physical Access Control Types

Physical access control has experienced incredible evolution alongside technological advancements. Here are the main components available:

On-premises Access Control

With this option, data servers are housed and maintained on-site. These types of systems have been around the longest. With more technology-focused options available, most security-savvy organizations are moving away from it because of integration challenges, maintenance requirements, and challenges.

Cloud-based Access Control

Here, data servers are housed off-site and maintained by a third party. Cloud-based access control is helping many teams centralize their security. These systems can be easily integrated with other security and technology systems. 

Discretionary Access Control (DAC)

DAC is a system where business owners define the access and permissions (or lack thereof) of other users. In this system, the owner makes the essential decisions regarding who has access to what.

Mandatory Access Control (MAC)

In a MAC system, permissions are granted based on two things: a user’s clearance and the area’s level of confidentiality. It’s often considered one of the most secure access models, though ongoing management can be rather complex and requires a lot of manual upkeep. 

Role-Based Access Control (RBAC)

With RBAC, the system assigns access and privileges based on a person’s role within the organization—every person in a given role would have the same permissions. This system streamlines granting access for new hires, promoted individuals, etc. 

How Does Physical Access Control Work?

As simple as a lock and key or as complex as biometric authentication, there is a wide range of physical access control systems depending on the business size, scope, and security requirements. Systems can include wireless door locks, video and visitor management, software, door readers, and more.

A typical physical access control system operates as follows:

• Step 1: A user (i.e., an employee or visitor) is granted access by an IT or security administrator
• Step 2: The user receives physical access privileges in the form of a physical credential (i.e., proximity card), key fob, or mobile app. Some organizations utilize an employee badge or one that can be stored in a virtual wallet.
• Step 3: The user presents the credential to a door read that scans the information to permit access
• Step 4: The scanned information is transmitted via a network cable to the database for verification. 
• Step 5: The user is granted access to the area once verification is complete or denied access if they are flagged as an unauthorized person.

10 Steps to Plan and Implement a Physical Access Control System

While business needs vary based on size, scale, and industry, follow these key steps to design and implement an effective solution: 

1. Assess Your Physical Security Requirements: Perform a thorough physical security assessment and identify sensitive physical areas, valuable assets, and potential security vulnerabilities. Consider factors such as the size of your premises, the number of employees, staff resources, and any regulatory compliance requirements.
2. Define Access Levels and Permissions: Assign permissions to individuals or groups based on their organizational roles and responsibilities. This could include areas with restricted access, such as server rooms or executive offices, and general access areas. 
3. Select the Right Technology: Research the appropriate technology, like keycards, mobile credentials, or biometric systems. Consider factors like ease of use, scalability, integration capabilities, and security levels.
4. Implement Physical Security Measures: Install hardware, such as card readers, biometric scanners, or door locks, at entry points and sensitive areas. 
5. Establish User Enrollment and Authentication Processes: Develop a process for enrolling users into the system, like keycards, and use that to verify their identity before granting them access.
6. Monitor and Report on Progress: Configure a centralized monitoring system to track and record real-time access events. Generate reports to analyze access patterns, identify anomalies, and investigate security incidents.
7. Integrate with Your Existing Security System: Connect these systems with others like intrusion detection systems, video surveillance, visitor management systems, and other security technologies.
8. Automate Your Processes: Systems with open APIs and data exchange utilities can automatically transfer data from one software platform to another. For example, connecting your HR software to your security software eliminates duplicating data entry.
9. Train Your Employees: Provide comprehensive training on how to use the system effectively. Educate employees on the importance of physical access control, best practices for access management, and how to respond to security incidents. 
10. Review and Update Regularly: Conduct regular audits and reviews of your solution to ensure it remains effective. Stay updated with the latest advancements and make necessary adjustments to enhance physical security. 

Choosing the Best Physical Access Control Solutions for Your Business 

Physical access control has a long history for businesses across industries, scope, and size. Safeguarding a company’s resources, locations, and personnel is a timeless endeavor.

Whether for a single healthcare facility or an expansive educational campus, our experienced security technicians will design a custom solution, properly install all components, and position your access control infrastructure for scalability and future growth. Get in touch with the Meridian team today.