Provide Physical Protection, Prevent Data Breaches, and Proactively Comply with Mandates and Regulations
Organizations are faced with a colossal challenge as they strive to manage the ever increasing number of valuable IT assets. If the wealth of information stored on laptops and servers were factored in addition to the value of the hardware alone and the need to efficiently track property in real-time becomes more apparent than ever. As an information society, the industry is increasingly recognizing that the true value of asset management must go beyond simple tracking of items to include protection of assets and their embedded intellectual, confidential and personal data. To this end, Axcess’ Asset Management Solution is the only system that meets both of these requirements.
The Axcess solution addresses the problem of preventing theft or loss of personal records by offering individual asset tracking and protection, dynamic wireless custodian assignments to assets, complete reports, and wireless alerting to exception-based security events. One key to the reliability of the solution is the battery powered RFID tags which generate strong signals to enable metal encased computers to be identified even when hidden, which is far superior to passive RFID and bar code systems which require some form of line-of-site recognition.
Reduce theft from both internal and external threats via perimeter-based IT asset containment. By creating “control point” detection zones at strategic entrance and exit points throughout a facility, tagged devices are unable to leave the premises without triggering an immediate alert/alarm notification. Not only does the system provide perimeter protection for the entire facility, but it can also be used within the facility to detect when assets leave certain rooms or specific areas, or enter or leave zones that are designated as off limits, highly classified or secure.
The system allows users to instantly determine the general location of a tagged IT asset or other device anywhere within the facility. Installation of control point detection zones at strategic locations throughout the facility allows the user to define logical zones and monitor high traffic areas. Tagged assets moving through these control points provide instant location data. In addition, the system can verify that any asset “functionally linked” is accompanied by its assigned owner or user as it moves through the detection zone, and provide instant notification if the movement is unauthorized. When assets are between control points or inside of zones, beacon signals received from tags on a periodic basis help locate an asset or person within a designated zone or area.
Assets can also be regularly inventoried using beaconing transmissions. Alarms are automatically triggered if an asset leaves a controlled area without authorization. Doors can then be automatically locked, and typically wireless alerts are sent to security and responders to recover the asset before it leaves the premises.
Solutions like the one offered by Axcess help companies comply with federal and state laws which necessitate the development of an IT best practice in the organization for managing computer assets and the notification to individuals if personal privacy data may have been compromised.
How It Works
Each device has a wireless electronic property tag placed on it which uses radio frequency identification to automatically identify, locate and ascertain the proper handling of the asset. When a tagged data device, like a laptop, goes through the electronic checkpoint, the tags are activated on-demand and are assessed by the system.
The anti-tamper technology serves as a failsafe measure, providing wireless alerting upon unauthorized tag removal. The system offers the flexibility to automatically locate and track laptops and other assets between each of the floors as well as outside, as required.
Working independently or in concert with standard security alarm equipment, the system automatically identifies authorized custodians, can remotely lock an exit door if an unauthorized laptop attempts to pass through, and provides instant messages as alerts for all unauthorized removal. The Axcess Control Point architecture has been found to be more reliable than other local positioning methods using Wi-Fi systems or signal strength measurements. Its activation-based positioning can determine if an asset has left a secured area down to 1 foot of accuracy and can also determine its direction.
Implementation Overview
Universidad Regiomontana Minimizes Theft While Enhancing Asset and Data Control
The University deployed Axcess’ ActiveTag™ RFID physical computer asset protection solution in January 2006 with the goal of reversing asset theft and enhancing personnel tracking. Prior to implementation the university suffered a rate of 10-15 percent in laptop thefts on a regular basis. Following the use of the system, the thefts have been reduced to zero.
The ActiveTag™ system provides modern day educational facilities with the technology to solve a variety of problems. The solution implemented by Universidad Regiomontana with systems integrator IDZ RFID Mexico addresses the problem of preventing theft or loss of assets and data by offering individual asset tracking and protection, dynamic wireless custodian assignments to assets, complete reports, and wireless alerting to exception-based security events. An integral component that enhances reliability of the solution is Axcess’ battery powered RFID tags. Powered by Axcess’ proprietary technology, the asset tags generate strong signals to enable detection of metal encased computers, even when hidden. This technology is far superior to passive RFID and bar code systems which require some form of line-of-site recognition.
Asset loss and damage costs the average education department nearly a quarter of a million dollars a year. Larger school districts incur substantially greater losses, some topping $1.4 million in loss and damage annually, according to a recent study of district asset management conducted in conjunction with Quality Education Data and Follett Software Company. Districts that used manual tracking for computers reported a 41% greater annual cost of loss/damage than those that used a commercial asset tracking program. In addition to the loss of computers, educational institutions run a high risk of identity theft for the thousands of records that are held on their IT assets.
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