Issue link: https://securitytechnologyexecutive.epubxp.com/i/557126
34 SECURITY TECHNOLOGY EXECUTIVE • July/August 2015 www.SecurityInfoWatch.com PHYSICAL SECURITY B y F er n a n d o Pire s I n today's business environment, meeting spaces, desks and even devices are shared between personnel. Often a single mobile device, such as a smartphone or tab- let, will be the "official" device for maintaining social media or other online business accounts. There are a number of benefits to this type of collaboration, mainly the ability to spread responsibilities among multiple employees rather than tasking a single individual, which helps boost productivity. In addition to their benefits, these types of collaborative workflows can also create a number of security challenges, the most notable of which is the control of devices, including preventing them from simply walking out the door. With- out a system in place to manage who has access to which specific devices, for how long they may have them, and if or when they are returned, there is no accountability for ensur- ing their safe return, which increases the likelihood of their disappearance. One effective strategy many organizations have employed to address these challenges is to install a cabinet system that controls access to lockers where devices are stored. Similar to those used in advanced key control systems, these asset management solutions can reinforce access control policies that are already in place and can help reduce the cost and inconvenience associated with lost devices or unmanaged access. Before they are able to access a cabinet, users must provide their credentials using a combination of ID cards, biometrics, prox cards and/or PIN codes. Another layer of security and accountability is added by granting access to only those items or devices each user is authorized to remove. Reservations, time limitations and other controls ensure that individuals have access to the device they need when they need it. Management is also able to better orga- nize and allocate items to optimize their correct usage and prevent both misuse and theft. Today's most basic cabinet systems typically consist of a computerized storage cabinet with lockers for securing devices, a locking mechanism and a tracking system. Build- ing on this basic configuration, there are a variety of options that can be added to enhance and customize the solution and help protect the investment as needs grow and change. Asset control systems on the market today are more than simple locking cabinets; they have become high-level Securing Devices in a Collaborative Business Environment Asset control systems on the market today are more than simple locking cabinets a y Asset control systems have become high-level management tools for effectively addressing the security and safety of building occupants and the security of assets. Photo Courtesy of Morse Watchmans management tools for effectively addressing the security and safety of building occupants and the security of assets. Knowing the identity of authorized users, which device or devices they have access to or have in their possession at any given time, when devices are used and when they should be returned are among the many essential pieces of information necessary to help ensure the integrity of devices used for col- laboration. For example, a specific device that has been lost or stolen can be deactivated remotely to prevent unauthor- ized access to an organization's network and/or sensitive data. Email alerts sent to selected members of management if a device isn't returned on time allow organizations to act quickly to determine the appropriate actions to take. Ease of Implementation The process of implementing an asset control and manage- ment solution is very straightforward, requiring just a few simple steps: take inventory of devices to identify which are shared among staff; ascertain the needs of employees who share those devices; and establish a policy with proce- dures that are easy to follow for effective device control and management. The ability to add on the specific components your organi- zation needs, or to change modules within the locker cabinet when needed, helps protect your investment in an asset con- trol and management solution. This let's you avoid having to rip out and replace an entire existing system if you need additional functionality in the future. Most important, a simple but strong set of guidelines for