PS-8 – Badge Access System

What is this control about?

Implementing the “Badge Access System” is of paramount importance for bolstering an organization’s security measures and ensuring a controlled access environment. This control revolves around the deployment of electronic badges or smart cards to grant authorized personnel access to specific areas, resources, or systems based on their roles and clearance levels.

Available tools in the marketplace

Tools

Badge Pass IDenticard AlphaCard

Available templates

TrustCloud has a curated list of templates internally or externally sourced to help you get started. Click on the link for a downloadable version:

• Badge Access Policy Template

Control implementation

In general, for this control, you consider the following in order to strengthen physical security measures, and manage access to critical areas and resources more effectively.

• Assess & Design Access Requirements/levels: Begin by conducting a thorough assessment of the organization’s access control needs. Identify the critical areas, resources, and systems that require restricted access. Engage with relevant stakeholders, including facility management, HR, and IT personnel, to understand access requirements for different roles.
  Establish access levels and permissions based on job roles and responsibilities. Determine which areas and resources each role should have access to and configure the access control system accordingly.
• Select an Access Control System Tool: Research and select an appropriate access control system that aligns with the organization’s security needs and budget. There are various options available, including proximity card readers, smart card systems, biometric access controls, or a combination of these technologies. Choose a system that offers the required features, scalability, and integration capabilities with existing infrastructure.

Integrate the access control system with the HR or personnel management system to automate the onboarding and offboarding processes. When an employee joins or leaves the organization, their access privileges should be automatically updated based on HR records.

• Implement Physical Devices: Install access control devices, such as card readers or biometric scanners, at appropriate entry points. These devices should be strategically placed to enforce access restrictions effectively.
• Assign Access Credentials: Provide authorized personnel with electronic badges or smart cards containing their access credentials. Ensure that each credential is uniquely assigned to the individual and cannot be easily duplicated or forged.
• Configure Access Permissions: Configure the access control system to grant appropriate access permissions based on job roles and responsibilities. Test the system thoroughly to ensure that access is correctly restricted and granted as per the organization’s policies.
• Conduct Training and Awareness: Organize training sessions for employees to educate them about the proper use of access credentials and the importance of access control. Emphasize the need to report lost or stolen badges promptly.
• Implement Monitoring and Logging: Set up monitoring and logging mechanisms to track access activities. Regularly review access logs and audit trails to identify any suspicious or unauthorized access attempts. This step is vital for ongoing security maintenance and identifying potential security gaps.
• Establish Incident Response Procedures: Develop incident response procedures for handling access-related incidents, such as lost badges, attempted unauthorized access, or security breaches. Test the incident response procedures through simulations and drills.
• Conduct Regular Reviews and Updates: Periodically review the access control policies, access permissions, and system configurations. This review process helps to ensure that the system remains aligned with changing business needs and security requirements.
• Document and Maintain Records: Maintain detailed documentation of the access control system configuration, access permissions, access levels, and the personnel assigned to each role. This documentation serves as a reference for audits

What evidence do auditors look for?

Most auditors, at a minimum, are looking for the below-suggested action.

1. A badge access device configuration showing that a device is in place

Evidence example

For the suggested action, an example is provided below:

• A badge access device log that tracked activities for a period of time

Screenshot source