2. Thomas Baron - IT Gregory Godineau - GS

3. Conference rooms service Issues with physical keys Requirements Solution Pilot and Deployment Alternatives

4. CERN Conference Rooms Service Born in Q4 2011 Activities Equipment standardisation Meeting room A/V design Meeting room A/V installation coordination Equipment monitoring Preventive maintenance Corrective maintenance and Technical support User support

5. CERN Conference Rooms Service ~250 meeting/conference rooms at CERN ~50% managed by IT-CIS

6. Physical Keys Not secure Lots of keys are lost No individual tracking; responsibility diluted

7. Physical Keys Impractical Need to fetch the key (sometimes far away)… …And return it Huge keyrings!

8. Requirements Practicality Give access to any CERN registered user Using the CERN personal card Allow going out at any time Security Be able to track who has last locked/unlocked a door

9. Solution GS e-locks service – Offline locks solution Based on the Salto system Battery-powered offline e-locks fit on the room doors Online validation stations in strategic highly- frequented locations (restaurants) Operation User needs to validate his CERN card every 30 days - Add / Remove access rights - Get logs Presents the card to the e-lock to unlock the door Advantages (relatively) cheap Easy to fit

10. Solution Already used in 206 Offline e-locks 16 Validation stations Use cases Burotel (42, 510) Ongoing integration with Indico PH labs and small workshops (bldgs 08,13,14,04,104) PH/ATLAS/CMS meeting rooms Clubs (bldgs 216, 566, 567) Training center (bâtiment 572, 593,6653) Economat/stockage/archive (bâtiment 5,6,32,169,282) Cloakrooms (Bâtiment 100) Main building audio-visual technical rooms

11. Configuration Usual procedure Each lock is associated with an access zone EDH “Access Request” document User requests access to a pre-defined zone Standard approval process ATLAS and CMS in bldg 42 use tokens available at the secretariats. For conference rooms, simplified process No EDH document Anyone with a valid CERN card is authorised

12. Opening Mode Available modes Standard (locked at all times). Toggle (present card to lock, present card to unlock) Office mode (mix of standard and toggle) Preferred: Toggle Mimics the physical key paradigm Free access when the door is unlocked (people easily enter the room even when the meeting has started) Keeps the responsibility to the meeting organiser

13. Limitations Room may stay open if one forgets to lock it up (currently studying a timeout option) Cannot track the room door status (not 100% secure) Users need to carry their CERN card with them User information and training; booking reminders

14. Alternatives/evolution Online lock More practical for service operation (accurate statistics, alarms on door status) May allow more modes of action Still very expensive (installation + 230V + network) Interactive screens with RFID reader

15. Pilot and Deployment Pilot e-lock on 513-1-024 IT room, close to the service people Validation stations are available in the restaurants Proposal to install one more in 31 or 513 If feedback positive, then deploy gradually to all IT rooms, then to other departments. If budget available

16. Additional Information Conference Rooms Service info http://cern.ch/conference-rooms status page http://avc-dashboard.web.cern.ch/Conference%20rooms contact conferencerooms-support@cern.ch Locks and Keys service https://cern.service-now.com/service-portal/service- element.do?name=locks-keys https://cern.service-now.com/service-portal/service- element.do?name=locks-keys Salto SX4: http://www.saltosystems.com/index.php?option=com_con tent&task=view&id=182&Itemid=44 http://www.saltosystems.com/index.php?option=com_con tent&task=view&id=182&Itemid=44

17. Thank you for your attention Contact me: Thomas Baron (IT-CIS-AVC) Thomas.baron@cern.ch

19. Backup slides (from GS)

20. Why offline locks ? On-line is performent for security purposes but to expensive for low security / locking application Installation + Cabling 230V + IT Network Off-line products are adequate for small, low security and locking application : They are intended for use in low occupancy areas, high rotation of users and low passage: ~10 users, rotation > 1x/year- < 50 passages/day. Use case Burotel in building 42 (motivation for deployment at CERN) Expanse to PH small labs / clubs / …

21. Why SALTO ? Leader in Off-line Locks Innovation with the access rights on badge Very good mechanical quality

22. How does it works ? Card has to be activated every 30 days - Add / Remove access rights - Get logs EDH Access request possible No E-groups / Roles access rights Access rights given on a daily base (resolution 24H) Not foreseen for meeting room management : No reservation feature