16 Tips for Managing Identity and Physical Access on Campus
Creating single identities that are used campus wide, automating manual tasks and cross-checking databases will help to protect students, staff, visitors and campus property.
8. Cross-check databases to watch lists or criminal history. When you are vetting employees, students or visitors, real-time access to watch lists or criminal history databases is a valuable tool. Software identity management systems can provide instant access to cross-check identities against any list. Institutions should be attentive to and compliant with any state requirements to notify the subject of a background check.
9. Automate visitor management based on existing vendor contracts or other criteria. Vendors often work for several days or weeks on a campus. Software systems can automatically provide access during a specified timespan and immediately revoke access privileges when the time elapses. Vendors may need both physical and logical access, and software automation can provide and manage both. In the case of logical access, an identity software system can be interfaced with IT to provide a user name, password, or network or WiFi access to the visitor, also expiring at the end of the contract. Access and identity can all be linked to the length of a contract. If a contract expires, an automated email can be sent to remind a manager or host in case the timespan needs to be extended. A visitor management system can also be pre-populated with visitor information from another system to facilitate enrollment, and information for a visitor can be retained from a previous visit, including who they visited.
10. Manage untrusted identities by linking them to a host or sponsor. Visitor passes generally don’t operate access control or other campus systems, s
o the best way to keep track of visitors is to assign them to a trusted host or sponsor who is responsible for accompanying them during their visit. Anywhere the host accesses during the span of a visit reflects the location of the visitor. These locations are searchable, reportable and auditable. Security should communicate to hosts or sponsors that it is their responsibility to stay with visitors at all times. (Longer-term visitors such as contractors may be issued an access card.)
11. Require periodic confirmations to keep systems updated. Often managers are not attentive to changing access needs, so it’s helpful to prompt them periodically for updated access information. For example, sending an E-mail every month or so to the dean of history can remind him of who currently has access to the fossils lab. He would then be required to attest to who should be kept on the list, and the rest would be dropped.
12. Keep watch on identity and access trends and metrics. Full and complete reporting of a datamine of transactions and approvals is another benefit of PIAM software. Any activity, event or status at any point in the identity lifecycle is reportable and auditable. Graphical dashboards can be created based on transactions or how many vendors or visitors there are. Software can analyze data from hundreds – if not thousands – of endpoints such as door readers, access points, alarms and related personnel. Analyzing the data determines trends, weaknesses and opportunities, and provides a graphical dashboard view of the state of a campus security infrastructure. Operational data – retrieved, aggregated and stored daily – is processed and incorporated into Web-ready reports for analysis and drill-down capabilities. Point-and-click views highlight key physical security, facility and compliance-related metrics.
13. Be ready to respond to an emergency. Near real-time awareness of non-trusted identities and where they are on campus (if necessary, based on the location of their host) can be valuable information in a crisis situation or a lockdown. PIAM software provides security and campus police instantaneous visibility into the location of untrusted identities. Streamlining the process of locating untrusted identities can save valuable time in an emergency.
14. Facilitate compliance using automated tools and real-time information. Family Educational Rights and Privacy Act (FERPA) regulations ensure the privacy of student records and information to confirm compliance related to physical access is required in case of an audit or other compliance issue. Auditable records can show who had access to restricted areas on campus — whether it’s a data center or a location with physical records. A PIAM system can show who was given access, why and who gave the approval. In general, PIAM systems provide automated, rules-based monitoring, enforcement and reporting of compliance requirements
15. Seek out campus-wide allies who can also benefit from identity and access automation. A campus-wide PIAM system can benefit many departments on campus in addition to security. The systems can update and simplify operations such as timekeeping/payroll, student registration and many other departments. Finding other departments that can benefit from a system can help to balance costs and build a business case to invest in the technology.
16. Streamlined processes make the campus environment safer. Software systems can streamline time-consuming and inefficient processes in the campus security environment, from issuing ID badges to managing databases to assigning access privileges across multiple physical access control systems. Management of multiple systems can be combined into a single Web-based database. Policy-driven software provides a holistic approach for greater efficiency, lower costs and proactive management of identity campus-wide. Meeting higher education challenges of physical identity and access management ensures the ongoing safety of students, faculty and staff, and also protects an institution’s assets. Software systems can facilitate protection of multiple campuses and buildings, restricted areas and dormitories — helping college and university campuses attain higher levels of security and safety.
Related Articles:
Ajay Jain is the president and CEO of Quantum Secure.
Photo via Flicker, Cyberslayer
If you appreciated this article and want to receive more valuable industry content like this, click here to sign up for our FREE digital newsletters!
Related Content
Leading in Turbulent Times: Effective Campus Public Safety Leadership for the 21st Century
This new webcast will discuss how campus public safety leaders can effectively incorporate Clery Act, Title IX, customer service, “helicopter” parents, emergency notification, town-gown relationships, brand management, Greek Life, student recruitment, faculty, and more into their roles and develop the necessary skills to successfully lead their departments. Register today to attend this free webcast!
