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Implementing an ID Card Program

The key to making the task of starting an ID program easier is to understand the basics of ID card printing. Read the article as we breakdown the technology and simplify the jargon.

Now that you've identified your ID card purpose, you are ready to start planning the implementation of the ID card program. This phase of the planning process will require you to think about the details of the program:

  • How are new cardholders enrolled into the system?
  • What is the timeline for implementation?
  • Does the system have to work at one location or multiple locations?
  • Does the data from the system need to work with any other systems?
  • What features do you want the system to have? Do you have any other specific requirements for the system?

How are new cardholders enrolled into the system?

To figure out this part of the program, create a list of the people and systems that will be responsible for creating a new ID card and entering a new cardholder into your system.

To create this list, you first need to decide which person or department is responsible for:

  • Creating and distributing ID Cards
  • Deactivating obsolete cards
  • Taking card photos (if needed)
  • Creating ID card templates

The whole ID program could be managed by a single department or the responsibilities could be shared by multiple teams.

What is the timeline for implementation?

Figuring out an accurate timeline will help you with:

  • Ordering the necessary supplies and tools
  • Ensuring that you have all needed people in place
  • Establishing a budget for the program
  • Alerting staff to the change in policy
  • Handling any obstacles that may come up

To help you with this process, consider when you would like the following stages to be completed:

  • Definition of the system requirements : This is your first milestone. Completing the tasks outlined in this guide will result in you having a definition of the system requirements.
  • Completion of the system design : Creating the system design is done by deciding on, and acquiring, the resources (both people and products) that will be used for the card plan.
  • Implementation of the system : Once all of the resources are in place, you will begin implementing the card system, usually with a trial run.
  • Going "live" with the system : In the final stage, the program is fully rolled out to your staff.

Does the system have to work at one location or multiple locations?

Some companies have more than one location. If you would like your ID card program to work across multiple locations, additional planning and coordination may be necessary. You will need to work with people at each location to ensure that the program is effectively implemented across all locations.

It’s important to think ahead. Even if you currently want to implement the program at a single location, consider whether this may change in the future. If you have protocols and tools ready in advance, this will simplify the process should you decide to expand your ID card program to additional locations in the future.

Does the data from the system need to work with any other systems?

Some organizations elect to integrate their ID card systems with other systems, like surveillance cameras and other security programs. If this is the case, you need to consider how these systems can work together and address any incompatibilities.

What features do you want the system to have?

ID card programs can have many optional features added to them to provide you with exactly what you need. For example, you may want to ensure that your ID card program provides you with:

  • The ability to view statistics about card usage:
    • Can tell you important information like how often an employee accesses a particular part of a facility.
  • The ability to invalidate cards
  • Invalidating cards allows you to quickly render cards inoperable for cards of former employees. This helps provide additional security to your employees and workplace.
  • Printing and adding cards to the system without getting outside assistance helps you efficiently provide cards to new employees and eliminates delays or additional costs associated with cards that need to be issued by a third-party.
  • A web interface allows you to access and monitor the location from anywhere in the world.
  • The ability to print/add cards to the system without third-party involvement
  • The ability to manage the system via a web interface

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