Secure Corporate IDs: Efficient and secure solutions

In an era of advancing digitalization, many organizations still rely on outdated, insecure company IDs that require laborious individual programming at each door. Not to mention the countless keys circulating everywhere. But it doesn't have to be this way — the implementation of multifunctional, RFID-based company IDs offers an efficient and secure solution for various security applications within a company.

Over time, companies have often adopted various access control systems to manage access to premises, buildings, and different floors. This organically grown structure often spans multiple locations, with different systems and technologies used at various sites. In extreme cases, employees may need multiple badges, tokens, or key cards to gain access. This further complicates the administrative effort required for reliable monitoring and control of access rights and the management of company IDs. It's also common to find technologies in use that are gradually being phased out by providers because they are outdated and insecure.

Assessment

First, it is advisable to conduct a comprehensive inventory of existing technologies and facilities that may be relevant for using a company ID. The goal is to integrate existing resources into the planning of a new access medium in a way that minimizes additional costs from acquiring new systems. An optimal approach also includes evaluating and, if necessary, introducing modern access control systems that enable centralized rights management. This involves identifying all access points, analyzing the existing security infrastructure, and implementing a system tailored to specific needs and requirements, including comprehensive rights management.

Intended Use

A clear definition of the intended use for the new access medium is essential. It must be determined whether it will be used solely for access control or also for multifunctional purposes, as this significantly impacts the technical design and storage capacity.

Security Mechanisms

For a secure access medium, it is crucial to clarify which features will protect it from unauthorized copying and misuse. This includes the visual design, if it is a credit card format that also functions as an access medium, and associated features such as the use of holograms/duograms, micro-text, or QR codes.

Not All RFID Chips Are Created Equal

The selection of RFID chip technology and corresponding encryption methods is central to the security and functionality of the new access medium. Modern RFID chips such as MIFARE DESFire®, LEGIC, HID, as well as technologies like QR barcode, NFC, and BLE, enable wireless identification of objects over distances and data exchange between the RFID tag and a reader. This technology ensures data integrity and protection due to advanced encryption techniques, which can only be decrypted by authorized readers. The choice of encryption method should be made based on specific security requirements, implementation complexity, and interoperability with existing systems to ensure optimal security and functionality.

Planning Technical Integration

Once these framework conditions are established, careful planning and coordination of technical integration can begin. This particularly involves clarifying the coding and encryption techniques to be used. This must always be done in collaboration with the providers and partners of the integrated applications to define the interfaces.

The following questions must be answered for each application:

• Where does the system obtain its master data, or which system forms the basis of the multifunctional access system?
• How is the connection to the main system established (communication/interface)?
• Which system should assign an individual number (UID) to the ID card? How many digits can it have?
• Is two-factor authentication necessary at any stage?
• Where does identification occur during private printing?
• Should data only be read and verified, or should it also be written back to the card?
• For payment systems, where do the funds originate (e.g., top-up, salary deduction, private account)?

By incorporating experience and forward-thinking planning, it can be ensured that the systems meet not only current but also future requirements.

Production of Corporate ID Cards

Conducting test runs with sample ID cards or test keys is a crucial step to minimize potential future modifications. This involves creating test cards specifically designed for the verification and validation of planned application scenarios. For those preparing a tender, a two-stage approach is recommended: first, the card specifications should be disclosed, followed by the provision of a test key or a specially prepared sample card for the actual test, along with written confirmation of its functionality.

A crucial step in this process is obtaining written approval for the test cards. This ensures that all involved parties — both the security technology provider and the user company — reach an agreement on the functionality and security requirements of the test ID cards. This approach not only prevents costly adjustments later on but also ensures that the finally implemented ID card solutions can be optimally integrated into existing system landscapes and fully meet the company's requirements.

The pre-coding of the ID cards and, if applicable, the printing of the design can be carried out by the manufacturer, but also offer the option of in-house production. This decision depends on various factors, such as internal resources, desired flexibility, costs, and the company's data protection and security requirements.

If pre-coding and printing are carried out externally by the manufacturer, this can offer advantages in terms of the professionalism and quality of the final product, as the manufacturer possesses specialized know-how and the appropriate technical equipment. The decision for internal execution, however, offers greater control and flexibility — though it requires the necessary technical equipment and expertise, as well as good management of the associated processes.

Introduction of New Corporate ID Cards

First, it is essential to define all processes related to authorizations, the issuance and return of ID cards, handling loss and replacement, as well as the administration and storage of ID cards. The definition of these processes must ensure compliance with applicable laws and regulations in the areas of security and data protection. Furthermore, coordination with organizational units such as the works council is essential to meet the requirements of all stakeholders.

Before introducing new access media, internal test runs and surveys should also be conducted before the full rollout begins, to identify and eliminate problems in advance.

In summary, RFID technology offers an efficient, secure, and user-friendly solution for use in corporate ID cards. It enables companies to strengthen their security protocols, optimize operational processes, and create a flexible environment geared towards the future.

This article was made possible with the kind support of Thomas Ehm, Senior Key Account Manager at evolutionID GmbH. An article from the specialist magazine SICHERHEIT — Issue 26.

Application Examples for a Multifunctional Access Medium

A multifunctional access medium can be used — in addition to access control — for time tracking, lockers and cabinets, parcel lockers, EV charging stations, canteen payments, secure document printing, machine control, workplace login, digital signatures, digital business cards, driver's license checks, and the issuance of materials and tools.

RFID Technology: Key Advantages

Fast and contactless identificationRFID enables rapid contactless detection, significantly speeding up access to buildings and other applications. The need for physical contact or manual verification is eliminated.

Enhanced security through encryptionRFID badges can be equipped with complex encryption mechanisms and authentication functions, hindering unauthorized duplication and protecting sensitive personal data from misuse.

Multifunctionality and flexibilityBy storing a variety of data on the RFID chip, badges become multifunctional tools for diverse applications.

Real-time monitoringThe ability to track who is where in the building in real-time can be crucial in emergency situations.

ScalabilityRFID systems can be easily expanded and adapted to changing needs, integrating additional readers or extending to new application areas without significant effort.

Key Takeaways

1. Access media without current or any encryption pose high security risks.
2. Different systems and applications increase administrative effort and susceptibility to errors, creating security risks.
3. To minimize these security risks and ensure reliable control over access authorizations, a strategic approach is required.

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Corporate badge = also called an access medium. The company ID card that grants access is ultimately an access medium. The form can be a smart card, a token, key fob, wristband, smartphone, etc.