“An Ounce of Prevention is Worth a Pound of Cure.”
~ Benjamin Franklin

You have purchased access control, telecommunications, data network and security camera systems to increase business productivity, and, more importantly, protect people and property. You have made a significant investment in your facility and building operations.

What happens after the installation warranty period expires, though? Are you confident that your telecommunications, network infrastructure, and security systems will work when you need them most?

As Murphy’s Law states, “Anything that can go wrong, will go wrong,” and, often, at the worst possible time. Whether it is 5:00 p.m. on a Friday afternoon and everyone wants to go home for the weekend or Monday morning when everyone is trying to enter their building or use their computer systems, those are the moments when things tend to fail.

Regular scheduled preventative maintenance on your telecommunications, network, and security systems can provide peace of mind. Annual preventative maintenance visits insure that those systems maintain cutting edge performance. Proper care and regular maintenance will help avoid unnecessary downtime, saving time and money.

So what can you, as property professionals, do to make sure that your systems are operating properly?

Hardware

An annual preventative maintenance visit can help to insure that your system has what it needs to keep running safely and securely.

Security cameras and detectors collect dust, wires connected to security devices can become damaged and back-up batteries can run down. A preventative maintenance plan can reduce the risk of breakdowns which can halt business operations and potentially cost your business valuable time and money.

Software

Maintaining the current release of system software is vital to the development and maintenance of any security, telecommunications or network system.

Software upgrade and support plans (SUSP) offer a convenient way of ensuring access to the newest features and product enhancements of every release. An ever increasing number of manufacturers now require that a system be covered under a current software support plan as well as operating at the latest software release before technical support will be provided. Make sure that coverage is in place before it is needed.

Preventative maintenance tasks

The following are some of the preventative maintenance tasks that should be completed, at least annually. Some of these tasks require onsite completion at the equipment level and others may be completed via remote technical support with the assistance of your IT, telecommunications, or security personnel, or outside systems integrator.

Telecommunications systems:

• Test and check UPS (uninterruptible power supply) systems.
  
• Make a system backup of phone extensions and voicemail.
  
• Verify connectivity of circuits and trunks.
  
• Review system logs for errors.
  
• Verify remote maintenance is enabled.
  
• Battery replacement, if required, following a load test.
  
• Check the condition of the room environment (heating, cooling, water damage).
  

Access control systems:

• Make a system backup to a storage location other than the operating machine, such as:
  
• separate network storage device
• removable USB storage
• Test and run diagnostics on all access control head-end equipment.
  
• review system log errors, if any.
  
• Test all field panels and devices for proper operation and reporting to the head-end, including:
  

• card readers
• panel zones
• monitor and control points
• System cleaning to remove dust and grime accumulated during normal operation, helping to extend the life of the hardware.
  
• Check field panel back-up batteries.
  
• perform a load test to insure that the battery will hold a charge.
  
• field panel batteries have an average life expectancy of three to five years, depending on the stresses and usage experienced. If in doubt, replace the battery.
  
• Check door strikes and mag locks for wear; lubricate and rebuild if necessary.
  

CCTV / Security Camera Systems:

• Make a security camera archived video system backup to a storage location other than the operating machine such as:
  
• separate network storage device
• removable USB storage
• Test and verify that all head-end equipment is operating efficiently.
  
• verify all pre-programmed security camera call-ups are operational.
  
• verify all security cameras are recording.
  
• verify full PTZ (pan, tilt, zoom) control of security cameras.
  
• check all on the back panels for loose connections.
  
• check wiring and cable harnesses for wear and fray.
  
• check that monitors are free from picture burn-in and distortion.
  
• check that monitors have proper contrast and brightness.
  
• System cleaning including camera lenses and domes to remove dust and grime accumulated during normal operation, helping to extend the life of the hardware.
  
• Refocus all security cameras and adjust auto iris as needed.
  
• Check wiring and cable harnesses at the camera for wear and fray.
  

Intercom and emergency help-point systems:

• Check head-end intercom system.
  
• Check master intercom units.
  
• Check slave Intercom units.
  
• Verify audio clarity at all locations.
  
• Verify operation of any incorporated video cameras at intercom locations.
  

Conclusion

Many people today are busy. Tight deadlines, budgets, and competing projects can often push preventative maintenance tasks to the bottom of the “To Do” list.

Do not put off to tomorrow, what can be done today.

System problems can be kept to a minimum by keeping up with regularly scheduled preventive maintenance activities. Oftentimes even basic maintenance such as backup of critical data, critical software updates and hardware components cleaning is enough to head-off a potential problem or minimize its impact, if completed regularly.

A preventive maintenance program will decrease the total cost of system ownership by extending the life and reducing repair costs of your telecom, network, and security equipment while providing such long-term benefits as improved reliability, decreased replacement costs, decreased downtime, and more efficient operation.

As the weather warms up, take a day or two to assess your systems and do a little “Spring Cleaning” by taking some time to complete these preventative maintenance tasks.

Michael Guzan can be reached at (630) 590-8316 or mdguzan@midcosystems.com.