Security Access Control System - Facilities Operations and

Security Access Control System - Facilities Operations and
Security Access Control System
Operations Manual
Updated April 2008
Theresa A. Thayer, Manager
Key/Card Control Center
2003 Millikin Road - #035
Columbus OH 43210-1268
http://fod.osu.edu/keys
614-292-1415 • 614-292-6751 fax • key-card@osu.edu
Table of Contents
Primary Functions of an Access Control System.................................................................................................3
Building Access ...............................................................................................................................................................3
Building Alarms...............................................................................................................................................................3
Installation & Testing ..........................................................................................................................................4
New Override Cores & Keys ...........................................................................................................................................5
Authorization for Granting Card Access .............................................................................................................6
Card Access Request............................................................................................................................................7
Lost or Stolen BuckIDs or Hospital IDs ..............................................................................................................8
Building Schedules ..............................................................................................................................................9
Service Calls ......................................................................................................................................................10
Dispatch File (Call List) ................................................................................................................................................10
Power Supply & Malfunctions.......................................................................................................................................11
Communication Line Problems .....................................................................................................................................11
Card Reader Problems ...................................................................................................................................................11
Contact Information ...........................................................................................................................................12
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Primary Functions of an
Access Control System
Building Access
Electronic access to exterior and interior doors can be controlled by the following methods:
Scheduling – The system can schedule general door openings and closings and/or access to individuals
through keypads or card readers in advance on a regular schedule or for specific, one-time special events.
This feature usually involves a control device that acts as a security alarm (see below).
•
•
•
•
Door Control Devices
Keypads – allow access to individuals through a code or PIN number that is entered on the keypad.
Card Readers – allow entry by swiping an authorized card.
Door Contacts – electronic door contacts can be installed to control the building open and close schedule.
This can be done without a card reader or keypad to secure the exterior doors on a building. At least one
door should be a card reader or keypad to track access.
Building Alarms
Building alarms can sound locally and/or send a signal to Security and Fire Prevention Services. Some types
of alarms are ...
• Security – including unscheduled or unexpected door openings, door propping, motion and heat detection,
glass breaks.
• Fire – these alarms are triggered by the sensors detecting smoke and/or heat.
• Environmental – these alarms can be triggered by various causes such as temperature, moisture, etc.
• Trouble/fault/hazard – these alarms detect problems with the device and send notification to the individuals
monitoring alarms.
Activity reports on card swipes, keypad entry, and alarms are available from Key/Card Control Center.
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Installation & Testing
Facilities Operations and Development and/or Security and Fire Prevention Services will provide testing upon
the completion of the project installation. We will require a 2-week no fault or trouble condition period
before monitoring the building security. If you’ve contracted with Security and Fire Prevention Services for
the monitoring of door conditions and alarms, you must complete an Alarm Account call list. Please contact
Security and Fire Prevention Services at 292-6677 for additional information and the Alarm Account form.
In addition to testing, Facilities Operations and Development requires the below listed items and forms to be
completed before the system is brought online. Refer to topics enclosed for further information on each.
1.
2.
3.
4.
5.
6.
7.
Person responsible for system (Authorization for Granting Card Access form)
The initial list of people who will receive card access (Card Access Request form)
Call list for alarms (Dispatch File form)
If you have installed keypads (Keypad Account Setup form)
Building Schedule (Electronic Door and Alarm Schedule form)
New override cores installed and keys issued
Annual order for servicing (not required, recommended – 100-W for servicing)
On new installations, the security system vendor should provide a 1-year installation and hardware warranty.
The electrical contractor should also provide an installation warranty; please refer to the vendor’s warranty
contract for this information. The requesting department is responsible for the cost of maintaining and
repairing all devices and hardware related to the Access Control and Security System.
It is highly recommended that you maintain an Annual Order with the Lock Shop for servicing your system.
System problems will be serviced only after the payment source is received. The Lock Shop will determine if
the alarm condition is billable. Inspection is required before determining billable status ... it could be a
warranty issue, a problem caused by a contractor in your area, or a communication line problem, etc.
If you are installing a security system that encompasses all or most of the exterior part of the building, we
recommend the following card swipe test for faculty/staff/students. All card access requests must be received
and entered by our department before this test. Then, schedule with Key/Card Control Center testing of card
swipes. We will lock down a designated door and have all staff swipe their cards to enter the building. If the
card does not work, we can make corrections and check for bad cards. This helps the employees with the
transition. We recommend this be done a few days within the same week before the system is fully brought
online and locked down. We also recommend that you notify all employees the dates of the test by posting
signs throughout the building. Also, notify your employees that their current brass keys to the exterior doors
will no longer work. All keys are to be returned to the Key/Card Control Center.
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Installation & Testing
New Override Cores & Keys
As part of the installation, new brass key override cores must be installed on all security system control
devices, so the building can be opened in case of a system failure. This includes all doors with or without
card readers. A new restricted core code must be established with the Lock Shop and installed to eliminate
existing keys being used. If your system is being monitored by Security and Fire Prevention Services, every
time an override key is used, an alarm will go to their monitoring station as an intrusion, and the OSU Police
will be dispatched to that location. Security and Fire Prevention Services may charge for system abuse and
false alarms. The OSU Police department may also charge for excessive and/or false alarms requiring a
police officer dispatched. Override keys issued should be highly restricted and limited in numbers. These
keys should be used only in case of an emergency if your system is malfunctioning or down.
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Authorization for Granting Card Access
This form is used to appoint a person or people in your department to maintain the security system access.
The appointees will be responsible for requesting and removing card access or keypad access, making
building schedule change requests, and reporting system problems. Use one form for each appointee. This
form must be approved and signed by your Dean, Chair, or Director. You can separate responsibilities by
assigning one person to be responsible for the exterior part of the building and another person to be
responsible for a computer lab, for example. Responsibility can also be split up between several departments
by floor or area. Upon completion of this form (Authorization for Granting Card Access), all forms and
correspondence from Key/Card Control Center will be e-mailed to the authorized parties.
For the Key/Card Control Center to ensure
security levels, the appointee’s return e-mail
address will be verified on every request
received. This means web servers cannot be
used because we are unable to identify the
person sending the request.
All Key/Card Control Center forms can be found
on our website:
http://fod.osu.edu/keys
Please note that all security and card access
forms are in two versions. These forms are
similar but require specific information based on
which security system you have installed ...
• The current MDI System
• The new Lenel Security System.
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Card Access Request
To provide continuity, the Key/Card Control Center has designed a Card Access Request form. This form
was designed as a text (TXT) file to be flexible in transmitting through various versions of e-mail. All the
necessary forms will be e-mailed to you. Please contact the Key/Card Control Center for this form. Submit
all requests to key-card@osu.edu. We will reply via e-mail upon completion of your request.
To grant card access, you must provide specific information—the building name, room numbers, a shift or
access level, faculty/staff/student name, social security number, and BuckID number or hospital ID number.
You may list 1 to 100+ names on one form if the room number(s) and the shift or access level is the same.
After installation and testing, we will e-mail the authorized parties the door/room descriptions. To maintain
consistency, please use these same door/room descriptions on the Card Access Request form. This form is
used for all requests, your initial setup, and maintaining your access requests. These descriptions are usually
established with you during installation and testing.
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Lost or Stolen BuckIDs
or Hospital IDs
Immediately report lost or stolen BuckIDs and Hospital IDs first to the department, then to the University
Police (292-7677), and then to the Key/Card Control Center (292-1415).
BuckIDs
Turn BuckIDs in to the Key/Card Control Center or Lost & Found. They will be checked for card access on
the campus Access Control and Alarm Monitoring System. If the BuckID has access to academic buildings,
we will deactivate card access and forward the card to BuckID services in Lincoln Tower. For additional
information about BuckIDs, please refer to their website at http://buckid.osu.edu/account/lost.asp.
Hospital IDs
Turn Hospital IDs in to the Key/Card Control Center or Lost & Found. They will be checked for card access
on the campus Access Control and Alarm Monitoring System. If the Hospital ID has access to academic
buildings, we will deactivate that card access and forward the card to Hospital Security (293-8500).
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Building Schedules
Building schedule programs are designed to automatically lock and unlock doors. Before the system is
brought online, a building schedule is required for all door-control devices. A schedule is required for
Monday through Sunday, 24 hours a day. The form name is “Electronic Door and Alarm Schedule” form.
You may need to use more than one form if your doors are on a separate schedule. Example ...
• The exterior doors/readers are on a schedule to unlock in the morning and lock down in the evening, but
your computer lab rooms are to remain locked always. This requires two forms—one for the exterior doors
and one for the lab. On University holidays, all doors remain locked and alarmed, unless requested
otherwise.
To set up a new schedule, the form must be
received by Key/Card Control Center one week
before the effective date. Security and Fire
Prevention Services is not notified of building
schedule changes. You will receive
confirmation from us upon completion of your
schedule change.
We recommend installing a keypad to override
your building schedule for special events and
break changes.
If a building schedule did not run and it is
outside of our office hours (see last page), you
can contact Security and Fire Prevention
Services to unlock a door, based on their
requirements.
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Service Calls
• During office hours (see last page), contact the Key/Card Control Center at 292-1415.
• After office hours, on weekends, and on holidays, contact Service2Facilities at 292-6158.
Again, it is highly recommended that you maintain an Annual Order with the Lock Shop for servicing your
system. System problems will be serviced only after the payment source is received. The Lock Shop will
determine if the alarm condition is billable. Inspection is required before determining billable status. It could
be a warranty issue, a problem caused by a contractor, or a communication line problem, etc.
Dispatch File (Call List)
If a door is not functioning properly (system
faults), a reader is down, or an environmental
condition is in alarm, the dispatch file or call list
is our contact information sheet for properly
responding to the alarm condition. These alarms
will come in as Hazard Alarms. (The dispatch
file call list is not used for door props or
intrusions—those are security issues.) Check
either door or environmental alarm, and use a
separate form for doors and environmental
alarms. List each door description or
environmental alarm type that applies to each
dispatch file. Then detail out your call list or
response instructions.
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Service Calls
Power Supply & Malfunctions
If the building’s power supply is shut off, the control panel is malfunctioning, or the card readers are not
operating, the system default is to lock all doors. Card readers will not operate, and the building’s open and
close schedule will not process. Egress fire doors located in corridors and stairways must be tied into the fire
alarm system so the doors can fail unlocked in case of a fire alarm or power failure. All systems have a 2hour window with a back-up battery supply for alarm reporting only. As an example, intrusion alarms, fire
alarms, etc., will still report to Security and Fire Prevention Services. All doors should have a brass key
override core installed. Again, when an override key is used, contact Security and Fire Prevention Services
immediately to let them know that your security system is down. Also contact Service2Facilities to report the
building condition and create a work order. When the power resumes, make sure all your doors are closed
before running your daily opening/closing schedule to avoid trouble conditions (doors may not lock or unlock
if doors are propped open). In this event, you could receive door prop alarms.
Communication Line Problems
If the security system is reporting communication line problems, it cannot communicate with the network and
may not process your building’s open and close schedule. Card readers and/or security panels have a local
memory and can hold a specific number of cardholder records in that local memory. Cardholder records
stored in memory can still be granted access if your communication lines are down. A communication line
failure alarm should have already been reported to Security and Fire Prevention Services. Contact Security
and Fire Prevention Services to verify. Also, contact Service2Facilities to report the condition.
The MDI card readers hold the last 1,000 entries and will grant access only to those recorded in memory.
The Lenel card readers hold all users that currently have access to those specific doors in memory
Card Reader Problems
All doors should have a brass key override core installed. In the event that a card reader is down and the door
is propped or an override key is used, contact Security and Fire Prevention Services immediately to let them
know your system is down. When an override key is used or a door is propped, an alarm will report to
Security Service, and the Police will be dispatched. Contact the Key/Card Control Center during office hours
or Service2Facilities after hours to report a problem. It is highly recommended that an annual order be
created at the time of installation for servicing. Most of the card reader problems are billable to the
department, unless it is under warranty. All after-hour service calls require a 100-W.
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Contact Information
Contact Information
Key/Card Control Center
035 McCracken Power Plant
2003 Millikin Rd.
614-292-1415
e-mail: key-card@osu.edu
http://fod.osu.edu/keys
Mon – Fri 7:30a to 4:30p
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