Kaba ILCO FDU, User Manual, Page: 217 / 276

Chapter 9
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Kaba Ilco Lodging Access Control System
Any Entry keycard can be invalidated by encoding a new one, or by encoding a Reset
keycard and inserting either one in ALL affected locks. Reset keycards do not give access
to the room and are intended for use by staff to invalidate a key-card without being able
to enter the room. If a Reset keycard is used, it should be made before the new keycard;
otherwise, the Reset keycard will advance the lock beyond the new keycard’s creation
time, and the new keycard will not function.
Guests should be made aware that lost keycards must be immediately reported. Guests
may occasionally report lost keycards as they leave to go to the theatre or to important
meetings. The re-keying of the guestroom should not wait for the guest’s return. Either
the guest with their new keycard or a staff member with a Reset keycard should go to the
room as soon as possible and update the lock with the new keycard.
The same security consideration should be given to lost Authorization keycards. The lost
Authorization keycard must be invalidated on all Front Desk Units. Simply make a new
Authorization keycard of the same number (1-200) and pass it through the reader of each
of the FDUs on the property. The old Authorization keycard of the same number is then
invalidated without affecting the other Authorizations.
9.2.2 Log the Encoding and Issuing of Every Staff Keycard
The lock and FDU audit trail feature of the system is only useful if keycards issued to
staff (Authorization, Sub-Master, Master, Emergency, Passage and Restricted Area) are
properly accounted for. It is of no value to know that a Section 6 keycard with ID #
101561 entered Room 601 at 3:41 if there is no record of who legitimately carries that
keycard.
Whenever a staff keycard is issued (signed out to an employee) it must be logged with the
sequence id with which it was encoded, the name of the person accepting the keycard,
their signature, and the date and time of its acceptance. (The sequence id is obtained from
the encoding transaction.) When the keycard is returned, the log sheet should be signed
again and the time of return entered. A Staff Keycard Issuing Log is provided in
Appendix C for this purpose.
It should be made clear to all staff members that each person’s keycard is their
responsibility between the issue and return of the keycard. When a Sub-master (Section,
Floor, Group, Zone or Area) keycard is returned, it should also be verified on the Front
Desk Unit using the readback function to provide an audit of the time at which the card
was returned. Auditing the card on the Front Desk Unit does not invalidate the keycard.
By following all of these instructions, if anyone makes unauthorized use of their keycard,
loses it and does not report it, or fails to return it, they can be held accountable.
NOTE: The printed record of keycard encoding and the Keycard Issuing Log (form
provided in Appendix C) have been designed specifically to help maintain a
secure and reliable system. It is strongly encouraged to be vigilant in their
use.