Benefits and alternatives to smart card access control reader systems

What is a smart card reader for access control?

A smart access card reader is an electronic device designed to read data from a microchip in a keycard. It verifies an individual’s credentials and determines whether to grant them access to a restricted space or not.

Smart card readers are a major component of physical access control. Within a modern access control solution, there is a high likelihood of coming across a smart card reader, for example, at the entrance of an office building. When it comes to security, a smart card reader works alongside electric locks and control panels to grant entry to a specific location for certain authorized individuals who possess specific access credentials.

How do smart card readers work?

There are two types of smart card readers for access control — contact card readers and contactless card readers. The smart card technologies used for these types of systems consist of either a visible microchip for contact readers or an embedded antenna for contactless readers. Information and data, such as permission levels and unique identifiers, are stored on the card’s chip to grant access to the cardholder at the point of use. When inserted or presented at a smart card reader, the data from the built-in chip is transferred to the receiving computer via the reader.

A contact smart card reader will require physical access to the reader; the card needs to be manually inserted into the reader to recognize it. While this is most commonly seen on credit cards and for retail applications, contact smart card reader systems can also be used for office building access control and timekeeping. However, contact smart card readers are becoming less popular with the evolution of contactless card access technology. This is because contactless card readers offer the added benefit of faster, convenient access with just a tap or swipe of a card.

A contactless smart card reader is the more common choice moving into 2023. Contactless cards utilize a type of technology called radio frequency identification (RFID). RFID technology allows the card to be used without physically inserting it into a card reader. An example of this would be an ID badge containing a microchip that can be tapped on a smart card reader positioned at an entryway to unlock a door.

Best practices and use cases for smart card reader access systems

One of the reasons smart card reader systems are so prevalent is that they have a wide range of applications. Whenever you have a high number of people needing access to a building, smart card access control systems are a viable option. While door security is one of the most common places to see smart card access control, there are several other commercial use cases where this technology is useful:

• Controlling access for parking lots and garages
• Requiring authorization for elevators
• Using smart card reading software for enrollment
• Allowing access to printers and other in-office devices

A successful smart card reader system deployment starts with understanding the latest smart card technologies. When configuring a smart card access system for your business, it’s important to choose smart access cards with the latest encryption technology to protect your data. Also consider whether a contactless smart card reader is a better option for your space to keep the flow of traffic moving through your building or parking lot.

Good physical security policies and management are also key here. Ensure your security teams are able to easily adjust permissions for individual cards using the smart reader software, and that all employees are trained to immediately report lost or stolen cards so they can be deactivated.

What to look for in smart card software for access control

To help ensure your smart card access control system is effective, you must select the right software for your operations. When considering different software options, these are the key capabilities to keep in mind to help you make the right decisions:

• Robust security: Seek a solution that features encryption to protect your access control data, as well as multi-factor authentication (MFA) alongside role-based access control to help ensure user logins are secure and only authorized personnel can access your system.
• Real-time data analytics: Easy-to-use software that features analytics can help you compile vast amounts of data from your smart card access control system, enabling you to track activity, obtain business insights and respond to access alerts.
• Remote management: The ability to remotely manage your smart card access control system through cloud-based software can improve overall security and enable you to manage your operations at any time, from anywhere.
• Third-party integrations: To prevent ​“rip-and-replace” and costly restructuring of your security infrastructure, seek a software solution that seamlessly integrates with your existing systems.

Benefits of smart card access control systems

There are a lot of benefits to smart card systems for both facility managers and smart card users. They can be flexible, secure, convenient and easy to use, which is why smart card readers are used by many businesses.

Multi-use

A big benefit to smart access cards is that they are flexible and multi-use. Most smart access cards can be used at multiple locations. Unlike passcodes and keys, a single smart card can provide access at many points, making them valuable and variable tools. One ID badge could grant the user access to several locations, which is an excellent benefit of this type of access control.

Convenient

Smart card technology is also convenient, quick and easy to use. It typically adds convenience for customers by shortening the time spent at an access system, such as at an entrance gate. Today, most people understand the concept of a smart reader, so it takes little time or effort to introduce people to this technology.

Tighter security

Security plays a significant role in why businesses choose to leverage smart card software and readers, as they offer a reliable way of protecting data and access from unauthorized users. Smart access cards can provide a higher level of security than a regular password or traditional key system.

Say, for example, that an employee forgets to use their traditional key to lock a door to a room within an office space that contains sensitive data before they head home for the evening. This could lead to a data breach or information being accessed by an unauthorized user, with no way of knowing who last accessed the area. Similarly, if the employee wrote the password code to a room secured by a keypad on a sticky note and left it on their desk, that could easily fall into the wrong hands.

However, if a smart card access control system were in place, only authorized users could enter the room with their smart cards. Using modern electromagnetic locking hardware, when the door closes, the room is automatically secured. A smart card is arguably less likely to be lost or misplaced than a piece of paper and does not have the same risk of being hacked as a PIN code.

It is also more difficult to clone or copy smart access cards than traditional keys, increasing user and data protection.

Improve internal processes

Smart card reader software also has the ability to keep time and attendance records. This can ensure that individuals are kept safe in the event of an emergency by using smart card software to monitor access to specific locations. Smart card access systems can also be integrated with other security systems, such as video security and visitor check-in systems, to help streamline management across the entire organization.

Drawbacks of smart card access control systems

While smart access cards and smart card reading software have many benefits, they also have some drawbacks. Below are some of the key disadvantages:

Lost or stolen cards

The biggest drawback is that smart access cards can be lost or stolen. In the event of a lost or stolen card, they can usually be quickly and remotely disabled through the smart card software system.

Misuse of cards

Since smart access cards do not always come with MFA, anyone can use them, leading to data or information being placed at risk.

Ease of use

Contactless smart card readers are not entirely hands-free. If a user has their hands full, they may still struggle to retrieve their contactless card. Adopting Bluetooth smart card readers can help, as the user only needs to have their card on their person and be near the reader to gain access.

Alternatives to smart access cards

While smart access cards are efficient, they, like any technology, may eventually become outdated as society finds new ways to live and technology becomes more advanced. 

Today or in the future, you may want to upgrade your current access control from a smart card system to a more modern one. Or, if smart card access control systems do not fit your building or facility, you might look for an alternative door entry solution. 

Here are some future-forward access control solutions you could adopt for your business or building that may be better tailored to your needs.

• Mobile credentials: One of the most popular modern access control solutions utilizes mobile credentials, allowing users to access systems or locations via an app on their mobile device. Mobile credentials are also less likely to be lost as most people keep their phones with them at all times, making it harder to accidentally leave behind or lose their access control credentials. An RFID door lock system with mobile credentials can also be more cost-effective, as office workers and other individuals likely already have a personal mobile device. Adopting mobile credentials eliminates the need to purchase cards and readers, which saves on up-front and lifetime costs.
• Hands-free credentials: A rising trend in access control, touchless entry is increasingly replacing smart card reader technologies. Through Bluetooth signaling and motion sensors, digital credentials can be hands-free, which is not only more convenient but also more hygienic. This type of contactless system can be activated through waving a hand or phone in front of a reader, without having to open an app or swipe smart access cards.
• PIN credentials: With PIN-based access control systems, users simply input a PIN code into a keypad reader to gain access to a restricted area. These PIN codes can be unique to each user or to an entire group. More recently, PIN codes have been used as a form of MFA alongside another access control system, such as a keycard or a biometric system. This further enhances security and prevents unauthorized individuals from using a stolen keycard or fob to gain access.
• Biometric credentials: The use of fingerprints, retinal scans and facial recognition are all forms of biometric credentials that enable users to access restricted areas. Users simply approach a biometric reader and place their finger on the reader’s scanner or a camera that scans their eyes or face. The system will then verify the user’s biometric credentials to determine whether they can be granted access. Biometric access control systems are often found in highly sensitive buildings, such as government buildings and data centers.

The future of smart access card technology for access control

Smart access cards will likely become even smarter in the future. New technology has upgraded smart access cards by changing their form, such as decreasing their size and making them wearable. Contactless smart reader systems are already evolving to have greater security and accessibility, so there is no doubt that they will continue to grow to adapt to society’s overall needs.

The focus of the future of smart card access control systems will likely be on the ​‘contactless’ aspect of access control, meaning we could begin to see the development of new and different types of tech alongside the standard smart card system. A desire for more data security and higher efficiency is a driving force in how businesses approach safety and security in the future.