Charles Mokotoff, DCRT

DCRT now has a new system to assist in maintaining a secure environment at the NIH Computer Center. The security guard at the main entrance to building 12A uses an automated system for issuing visitors temporary passes—with the name, date/time/purpose of visit, and photograph—in about 60 seconds. Since people entering the building must show current photo IDs and register with the guard, automating the issuance of passes provides a way to track visitors—and speed them on their way.

How the Automatic System Works

Individuals arriving at the guard desk are required to provide current photo identification. If they do not have NIH identification, the guard can create a badge quickly by selecting one of several categories—"visitor," "delivery personnel," "temporary staff ID" or "find visi tor" (for frequent visitors already registered). If the visitor is not already in the system, the guard enters relevant information to start the process—with a pause for photographing the person with a digital camera. The process ends—a minute later—with a printed badge as in the sample below.

Benefits from the System

The Computer Center has hundreds of visitors each week. Automating the registration process makes better use of the guards’ time and allows DCRT to more easily identify non-staff in the building.

Moreover the system allows DCRT to create and maintain daily reports via a Web interface. Additional information can be obtained from searches (e.g., by company name and visit date) that produce a list hyperlinked to the digital images taken that day. If the system should go down for any reason, the guard can fall back to a manual system. Then after the system returns, the entries can be transferred from the logbook to the database for continuity in records.

You, Too, Could Have This System

The system used to create badges is not expensive, and the Web application for viewing records is relatively easy to configure. Any building on campus with a manned entrance could implement a similar system.

Hardware and Software

To set up a system similar to this, the building must have a security guard at the entry. The hardware and software in current use for our system are:

Although this system is Macintosh-based, all the software operates identically on Windows machines. Installing Timbuktu Pro by Netopia is also recommended because it allows for remote monitoring and configuration changes, as well as ease in system administration. Please note: this system evolved from readily available products and is not an endorsement of any of them.

For information on how to develop a similar system for your building, send e-mail to mokotoff@nih.gov.