Beyond the Combination Lock

Jul 1, 1998 12:00 PM, DICK MOE

Electronic safe locking technology provides a simple solution to complex loss prevention problems.

Using electronics to control access is standard practice for most loss prevention professionals. But while many of us are familiar with access control systems for doors, there is another critical security niche that has been revolutionized by electronics: access control for cash containers.

Loss prevention managers have begun to use electronic safe locking systems to provide simple solutions to complex loss prevention problems.

Traditional safe locks have inherent weaknesses Electronic safe locks have become popular, in part, because of problems with traditional combination locks, the most apparent of which is operation. With traditional safe locks, users are forced to memorize a specific pattern and a random combination; they must also be precise in their operation, stopping on each number exactly. If any of these processes are not followed with precision, users are forced to start the entire operation over again. This can be a difficult process to teach and a frustrating operation for many people, particularly if under duress during a robbery.

Traditional safe locks pose service problems as well. The technology for traditional mechanical safe locks was developed during the Civil War era. At that time, the design provided security and reliability. But in today's fast-paced world, with the need to open a container multiple times each day and to change combinations on a regular basis, the owner of a traditional safe lock is forced to rely on outside technicians for maintenance and support.

The final problem with traditional safe locks is that all they do is lock the safe. They are unable to provide management controls, to report opening and closing, or to assist the user or owner of the safe in any way.

Electronic safe locks offer distinct advantages The first step to determining whether you need an electronic safe lock, and if so, what level of lock your application requires, is to evaluate the lock's components. Most electronic safe locks incorporate numerous features, and all of them provide advantages that are lacking in traditional mechanical safe locks.

Electronic safe locks generally fall into three categories: * At the low end, electronic safe locks provide only basic features such as PIN access and user-changeable PINs

n In the middle of the market, there are locks that offer multiple-user capabilities, programmable time delays and electronic key access.

* At the high end, locks include time lock, time windows, multiple door control and audit trail capabilities.

Advanced electronic safe locks use both PIN entry keypads and state-of-the-art electronic "keys" that can store and transmit electronic data. These locks eliminate the tedious chore of opening a safe by allowing the operator to use a PIN on a keypad and an electronic key to gain quick and easy access to the container.

Combining electronic keys with PIN entry also increases security. With a PIN only, an authorized user could share a PIN with an unauthorized user and claim their number was "spied" without their knowledge. With key-only access, a key could be loaned to an unauthorized user and the key holder could claim the key had been lost or stolen. By using dual verification devices, authorized users become legally liable if both their key and PIN are used to access the safe.

Electronic safe locks with dual verification devices provide unprecedented levels of control and security, including: * Audit trail. Electronic safe locks are actually microprocessor-based access control systems. Many of these locks are capable of providing a detailed and lengthy audit trail record of all transactions. Audit trails can be viewed on local LED display panels, printed on a local serial printer, or downloaded from the lock and printed on a remote printer attached to a PC.

* Electronic time delay. Even the most basic electronic safe locks usually include a time-delay period or feature the ability to program a time-delay period. This eliminates the need for separate time-delay devices to be installed on the safe.

* Time lock/time window. Many of the new electronic safe locks also provide time lock and time window capabilities, which allow the lock to be programmed to allow specific users access at specific times. This prevents authorized users from accessing the safe during restricted access periods. The access rights to these locks can be customized to suit the needs of most operations. Time locks allow all authorized users to access the safe only during specific hours. Time windows allow access rights to be programmed for different users at different times.

* Door-open alarms and auto-detent. Electronic safe locks that feature door-open alarms can be coupled with auto-detent systems to increase security. If the safe door is left open for a specified amount of time, a local alarm sounds indicating that the door needs to be closed. When the safe door is closed, the auto-detent system automatically throws the bolts, securing the safe.

Electronic safe locks mitigate risks associated with the human factor The "human factor" often increases security risk. Electronic safe locks mitigate the human factor in safe operations by replacing many formerly required procedures and policies. Following are loss prevention problems posed by the human factor and solutions provided by electronic lock technology.

Problem 1. Employees often ignore cash-handling policies. Although every retail business operates a little differently, most that handle cash are confronted with similar control and protection problems. To effectively deal with these problems, many loss prevention managers have implemented a variety of cash-handling procedures, which typically form a system of checks and balances to help reduce loss. The problem with these policies is that they are often forgotten or ignored in real world, day-to-day operations. An electronic safe locking system can simplify and in many cases eliminate the need for such policies by providing real tools that solve the security problems at hand.

Case in point: Jewelry store finds that "day lock" offers little or no security. During a recent spot check, the regional loss prevention manager of a national chain of mall-based jewelry stores was surprised to find that one of the under-counter inventory safes was unlocked. The store manager reported that the safe had not been open in three days - or so she thought. Finally, after doing an inventory of the contents, they found nothing was missing, but realized the safe had been left in "day lock" since the last time it was used.

Day lock is typically used to allow quick access to the interior of a safe during working hours. Unfortunately, the use of day lock substantially increases the potential for internal theft because of the ready access to the safe's interior. Day lock procedures require employees to spin the dial and lock the safe before leaving each night. All too often these requirements are ignored or forgotten.

Solution: PIN entry access increases security by eliminating the need for day lock. Even the most basic electronic safe locks offer the convenience of allowing the user to enter a PIN on a keypad to gain access to a safe. This ease of use provides far more than just convenience; PIN entry access increases security. By making it simple for employees to use the locking system, there is no longer a need to leave the safe unsecured in a day lock condition. Easy access also promotes regular use of the safe, reducing the chance that employees will be tempted to overstock a cash drawer to save time later. With easy PIN entry access, a door-open alarm, and a self-locking auto-detent system, a safe is more likely to be closed and fully locked at all times and therefore is more secure.

Problem 2. Employees try to save money the wrong way. To maximize efficiency, many companies have implemented compensation programs that encourage store personnel to cut costs and save money whenever possible. While this is a sound fiscal management policy, most front-line personnel are not equipped to assess the risks associated with eliminating security processes.

Case in point: Fast-food chain finds managers reluctant to change safe combinations. One fast-food chain found that when it started compensating managers based on store profitability, the managers were tempted to cut costs by eliminating what they perceived as "non-essential" expenses. Despite a specific security policy about safe combination changes when user turnover occurred, some managers ignored the policy and did not make timely combination changes to save money and increase their bonus.

By leaving the safe combinations unchanged, the store managers significantly increased the risk of loss. Most loss prevention experts agree that the longer a combination is in use, the more likely it is that unauthorized users will learn the combination and gain access to the safe. In addition to the increased risk of internal loss, burglary risk is significantly magnified.

Solution: Electronic safe locks provide individual changeable PIN access codes. Possibly the most significant reason electronic safe locks have become so popular is the user-changeable access code feature. By allowing users to quickly and easily change individual access codes, store personnel can maintain security policies while not impacting store profitability. Often, the cost savings associated with user-changeable access codes can justify the capital investment of an electronic safe lock within the first year of operation.

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© 2008 Penton Media Inc.

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