The Ultimate Guide to Access Control Systems for Warehouses

Access Control Systems (ACS) are one of the most important security hardware that you can install for commercial spaces, especially warehouses.

These systems are installed at entry and exit points and are crucial for monitoring and controlling the flow of people. Also called keyless entry systems, ACS hardware is frequently used in warehouses to allow and restrict personnel in different parts of the premises. This is important because it can control the flow of authorised people and also mark their attendance wherever the ACS is installed.

In this ultimate guide, we will cover everything about access control systems, their uses, their benefits, and how they add security to warehousing businesses.

WHY WAREHOUSES REQUIRE ACCESS CONTROL SYSTEMS

Warehousing powers the modern world. From storing goods for the long term to being inventory spaces for goods to be dispatched to stores, these businesses connect manufacturers to wholesalers and then retailers.

They play a pivotal role in the commercial supply chain of goods and any lapses in their security can potentially disrupt the supply chain and cause millions in losses, apart from the theft itself!

For example, in recent news, burglars stole £50,000 worth of goods after breaking into a Mamas and Papas warehouse in Yorkshire. The items included maternity clothes, toys, and other baby products. The theft of goods also resulted in the loss of sales and disruption of logistics which added considerable lead time for retailers.

This is the reason why warehousing businesses require stricter security and advanced security hardware like CCTVs, motion sensors, and excellent deterrents such as access control systems that protect against unauthorised access.

Additionally, warehousing businesses also employ a large number of employees. So, tracking and monitoring their movements around the premises can be quite challenging without an effective access control system in place.

Access control systems are designed to not only control the flow of people but also track their movements. For example, when authorised personnel enters a warehouse, they authenticate themselves using the access control system. This not only allows them access to the warehouse, but also logs their ID, time, and date.

These systems are also crucial for automation. For example, inbound supply trucks from manufacturers can simply go to the loading bay and authenticate themselves, unload the goods, and then use the system to exit. All of this movement is tracked, monitored, and logged by the system.

This also results in ensuring that the workers are always in their designated areas and not wandering around the premises or in places where they shouldn’t be.

Internal theft is also a very real issue where employees can sometimes steal goods or be involved in theft. Using ACS, warehouse managers can carefully provide privileges to employees according to their role so that they have limited access. This strict access can significantly curb malicious activities and promote a conducive work environment.

HOW DO ACCESS CONTROL SYSTEMS FOR WAREHOUSES WORK?

By now you know the basics about what access control systems are.

Now let’s briefly look at how they work:

• First, an authorised individual presents their credentials to a scanner on the system. The credentials can be in the form of a card, pin, or biometrics (more on this below).
• The credentials are forwarded to the access control panel server or built-in database to be verified.
• The request is processed by the control panel by comparing the credentials against predefined access permissions in the database.
• If the credentials do not have access permission for the area, access is denied, and the door remains locked.
• If the credentials have access permission for the area, access is granted, and the control panel sends a relay to the system to unlock the door.
• Both occurrences are logged into the system and saved on a private and secure server.

It is important to note that all of this authentication happens within milliseconds so there is no lag time between when the credentials are entered and the authentication process.

Here are some of the common authentication methods for access control systems:

Access cards

Access cards are the size of a regular credit card and authenticate the user in the same way. The card contains information about the user in the form of a magnetic strip, RFID technology, or a chip.

When presented to the scanner, the system automatically authenticates and allows/denies access based on the database preferences.

Keypad/PIN code

PIN codes are excellent because they are extremely convenient. They work in the same way as your PIN code for an ATM. When you enter your unique PIN code, the system authenticates and allows access.

It is important to note that PIN codes are ideal for locations that aren’t frequented by individuals. For example, PIN code access control systems can be used for safes, lockers, and other single-use scenarios.

Sometimes, dual authentication may be required where a person would have to swipe their card and enter a PIN to authenticate.

Biometrics

Biometrics authentication is the most advanced and secure form of authentication. It is also highly convenient since you would not require a physical card and instead just use your thumb for authentication.

These systems can also authenticate using facial recognition and iris scanning, and in extremely secure areas, advanced biometric access control systems can also use gait analysis – however, this type of technology is extremely rare and expensive.

Remote access/Smart locks

Remote access or smart access control systems use RFID technology to allow access to personnel. Using this system, a person will have their credentials coded to their phones using a mobile application.

In this scenario, you will not have to scan anything as the system will passively scan for the signal and as soon as an authorised person steps up to the system, it will automatically authenticate and allow/deny access. This is convenient for warehouse employees who usually carry cargo and can’t put down boxes for authentication every time.

TYPES OF WAREHOUSE ACCESS CONTROL SYSTEMS

Here are the best types of access control systems for warehouses:

Discretionary Access Control (DAC)

Discretionary Access Control (DAC) is the least restrictive, giving the end-users complete control over access permissions throughout the system.

This type of system is best for smaller warehouses with one or two entry/exit points. DAC systems give super admin privileges to warehouse managers to add/remove/edit personnel from the system.

However, for larger warehouses and more employees, you would need a different type of access control system.

Mandatory Access Control (MAC)

Mandatory Access Control (MAC) is the opposite of DAC and the most restrictive system. This system is controlled by a central control system where a security team can assign privileges and access according to warehouse guidelines.

This system requires profile creation where a new employee will have to have their profile created in the system and if they leave the company, the security department can simply revoke their privileges from the central control panel.

The MAC system is most suitable for high-security warehouses that require maximum protection and restrictions. It is mostly used in military and government-owned facilities.

Role-Based Access Control (RBAC)

Role-Based Access Control (RBAC) is popularly used by most organisations and businesses. This system assigns privileges to users based on their role in the company. In this scenario, C-level executives would have the most privileges.

A benefit of this system is that the database is linked to other departments in the business, like HR. So, if an employee is promoted, their privileges can be automatically adjusted by the system.

Rule-Based Access Control

Rule-Based Access Control is a special feature in some commercial access control systems that can help super admins assign rules to entry and exit points. For example, the system can be set to only authenticate users during certain times of the day.

The system can also have rules for granting/denying access to certain personnel based on their roles. For example, supply chain personnel can have 24/7 access while regular staff may not be allowed access to certain areas.

This is a particularly good choice for large warehouses with high-value goods, where enforcing such control and accountability is necessary.

Door Entry

Door Entry systems are a common type of ACS that can allow access for unauthorised visitors.

These systems are very simple and usually don’t have a lot of advanced components. These systems are installed at entrances, where users can press a button to request access or call the security team, which can communicate with the user and decide whether or not to grant them access to the warehouse.

ACCESS CONTROL SYSTEM SERVICING FOR WAREHOUSES

Just like any other security hardware, access control systems also require periodic servicing so that they operate as intended. Servicing is a high-priority requirement for these systems in warehouses because if the system is down, the entry/exit points in the premises will not work.

Servicing is done by a professional security company like Calder Security with authorised, highly trained, and certified personnel.

Here is a checklist for what you can expect from a typical access control system service:

• Checking for redundancies in the ACS database.
• Checking the power supply for all systems.
• Checking all primary and backup batteries.
• A thorough clean-up of scanners to get rid of dust, dirt, and grit.
• Checking components of the system such as the door lock, door readers, and interface.
• Performance analysis of the system.
• Checking for bugs/upgrades in the firmware.
• Checking the network connections of the system and keeping them updated.
• Testing the complete system.
• Replacing or fixing any faulty components.

HOW OFTEN SHOULD YOU SERVICE ACCESS CONTROL SYSTEMS FOR WAREHOUSES?

For high-risk and large warehouses, we recommend that you conduct weekly servicing. The importance of access control systems (and their smooth operation) cannot be stressed enough! Not conducting regular maintenance can jeopardise your warehousing business, cause inefficiencies, and a loss of time and resources.

These inspections can help reveal problems that we have discussed in the checklist above. Furthermore, warehouse managers are also advised to carry out annual detailed inspections for all access control systems.

KEYLESS ENTRY SYSTEM HARDWARE AND SERVICE COSTS FOR WAREHOUSES

The cost of access control system hardware can depend on your requirements and the cost can fluctuate. Commercial systems can start at around £200 and can go up to £1,000 or more per door, depending on the complexity of the system.

For servicing, you can expect to pay around £75 to £125 per visit. Repairing can boost the cost to about £92 on average and is dependent on the type of system installed.

Here are some of the factors associated with the cost of the hardware and servicing:

• The type of access control system
• The quality and brand of the system
• The complexity of the system
• The size of the system and the number of entry/exit points
• The authentication method
• The level of security required

MAXIMISING SECURITY USING ACCESS CONTROL SYSTEMS FOR WAREHOUSES

Here is how you can maximise security by implementing some best practices on top of installing an effective access control system in your warehouse:

Security Audit

The best way to get a detailed report about the security gaps in your warehouse is to have a professional security company like Calder Security conduct a security risk assessment. Professional security consultants will not only help you reveal flaws in your access control system but can also help you strengthen the overall security of your business.

Secure all Entry/Exits/Windows

Installing pressure-sensitive sensors, alarms, and CCTV on top of access control systems can provide you with the ultimate convenience and peace of mind. Additional security hardware can significantly increase accountability when using an access control system and can boost the overall security of your warehouse.

Employee Training

The best way to increase the acceptance of access control systems (especially when they are newly installed) is to conduct training so that every employee in your organisation knows how to interact and move within the premises of the warehouse.

Lack of training about the system can lead to problems and inefficiencies down the road. We also encourage warehouse managers to train inbound logistics on how to use these systems as well, especially if you are moving towards automating the loading bay area.

Screen all Employees

The most common security gap in a warehousing business is a lack of background screening for all employees. No matter how much security you implement in the system, the chink in the armour may just be the employees themselves.

We recommend that you strengthen the warehouse HR policies and thoroughly screen all employees before allowing them access to the access control system and the warehouse premises.

Get a Professional Security Company Onboard

If you run a large warehouse, we recommend that you seek the help of a professional security company like Calder Security. The company can provide consultancy and reveal gaps in the overall security of your business.

Furthermore, the company can also offer a servicing or maintenance contract that can ensure that the access control system works as intended 24/7.

CONTACT CALDER SECURITY

Calder Security provides a complete package for access control systems for both residential and commercial properties with professional installation, maintenance, and repair services.

We’ve been working in the security industry since 1976 and our MLA-approved locksmiths can advise you on the best type of access control system for your warehouse.

We offer all types of access control systems including access cards, keypads, intercom, proximity fob, as well as biometric systems that work with fingerprints or retina scans for warehouses as well as businesses and homes.

We understand the importance of regular maintenance for your access control systems and can maintain and enhance door entry systems. We do this regardless of whoever installed the security system, providing a one-stop shop for all your security needs.

Our team understands how a faulty access control system can compromise the security of your warehouse and can get systems repaired quickly and efficiently, operating a 24-hour emergency service for your needs and convenience.

Contact us right away for more information on our state-of-the-art access control systems to make your warehouse and its assets and employees safe and secure.

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