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CFS-1800 Audit Trail Data Kit Guide: Installation Instructions

Introduction This document provides step-by-step instructions for the installation and administration of the CFS-1800 Audit Trail Data Kit, which includes the Serial Cable and the Audit Trail Software. Software/Hardware requirements Computer with a 386 or higher processor; RS232 Communication Port. Microsoft Windows 98 or later versions (NT/Workstation/Server,ME, 2000, XP, 2003). 3.30 MB Disk Space, 16 MB RAM; Microsoft Access 97 or later versions. Before Getting Started 1. Reset the lock to factory mode. (Note: All registered data will be deleted.) *Please refer to the Installation and Operation Manual’s 4-3 4) Factory Reset Mode. 2. Set the date and time. *Please refer to the Installation and Operation Manual’s 4-4 1) Time Input. 3. Register the user(s) at the lock. *Please refer to the Installation and Operation Manual’s 4-2 1) Fingerprint Registration. Note: When you are registering the user, you need to provide the user’s User ID and fingerprint. In the free scan mode (accommodates up to 100 users), which is the default mode the lock operates in, you need only the fingerprint (not the user ID) to unlock. The CFS-1800 Audit Trail Data Kit does not allow you to perform the PC enrollment of the user. User registration must be done at the lock only, which means that you can’t assign a name to the user. Thus, if you are using the Audit Trail Data Kit, not the PC Enrollment Data Kit, it is recommended that the person in charge of registering the users keep a manual log of user names since the value of the user name (the UserName field) will appear as “UnDefined” in the audit trail entry. 4. Let the user(s) access the lock by actually opening the lock. *Please refer to the Installation and Operation Manual’s 5 1) Opening the Lock using the User Access Code & 5 2) Opening the Lock using Fingerprint Mode. IMPORTANT: If the user is granted access, but does not open the lock, his/her transaction will not be considered as an audit trail event, and therefore will not be downloadable. Connect the lock to a PC via the serial cable, which can be found in the Data Kit Note: The Audit Trail Download feature is enabled only when the lock is connected to the PC. Please open the lock’s battery cover, and you will find RJ-11 cable (with the colored wires at the end) preconnected (meaning, already connected) at the back of the lock in the Input/Output section of the PCB Board. Note: It would look something like the picture below (albeit without the coupler; The coupler is provided in the Audit Trail Data Kit).

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RJ-11 cable with colored wires at the end coupler PCB Board at the back of the lock

Please note that the 3 colored wires of the RJ-11 cable are preconnected to the back of the lock in the following order: From the top, green colored wire, next the red colored wire, and then the black colored wire. If you refer to the Installation and Operation Manual’s 4-4 2) Audit Trail (Optional) and the ‹Picture3› on page 9 in the Installation and Operation Manual (Model: CFS-1800) manual, you’ll be able to see that the colored wires have to be preconnected in the aforementioned order.

Input/Output Port of the PCB Board (Green color wire (PIN2))

(Red color wire (PIN3)) <Picture 3>

(Black color wire (PIN5))

Get the serial cable (found in the Audit Trail Data Kit) and connect it to the RJ-11 cable (preconnected at the back of the lock) via the coupler (also provided in the Audit Trail Data Kit). Serial Cable

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Connect the Serial Cable to the PC’s RS232 port RS232 port

The cable connection setup is finished. Now, install the software.

Install the Software To install the software, place the Data Kit Guide software in the CD ROM drive. On the windows, task bar select the Start, Run, Browse. Select the CD-ROM drive. You will see the CFS-1800 Software April 7th 2004 folder.

Click on this folder, and you’ll find 4 sub folders in it.

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Click on the DISK 1 folder, and then Setup.exe.

During the setup, the program will create a directory “C:\Program Files\CFS1800”. The program name is CFS1800.

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To start the software, click on the Start button, select Programs, then CFS1800.

You can also double-click on the CFS-1800

shortcut icon Cfs-1800.lnk on your desktop to open the program.

Download the Audit Trail data from the lock to the PC IMPORTANT: Make sure you have connected the lock to the PC via the serial cable, and you have set the time and date to the lock before you proceed.

Note: This is CFS1800, the main menu screen. A dialog box appears with the message, “Data mismatched”. You are receiving this message because you don’t have the fingerprint reader, which is included in the PC Enrollment Data Kit, not the Audit Trail Data Kit, connected to the PC. Ignore the message, and click on the OK button to make this box disappear. Then click on the Open RxEvent button in the side tool bar.

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IMPORTANT: For convenience we have decided to use the term, FingerPrint Image. In reality, it’s the template of the fingerprint, not the actual fingerprint image that is stored in the database. This eliminates privacy concerns and helps prevent fraud as a fingerprint cannot be recreated from the stored template.

Click on the RxEvent button in the tool bar to open the RxEvent window.

Fill in the Location address bar with the name of the room, door or place where the lock is installed and accessed. The name, for example, could be the Stock Room. Note: It is recommended that you name the lock before you download the audit trail data so that you could easily refer to the lock later when you’re viewing the log of access events that had occurred at that lock prior to the downloading of the audit trail data.

When you are ready to download the audit trail, key the sequence:

(#)→ (*) → (Master Code) → (#)

→ (11) → (#)

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A dialog box appears with the message, “Audit Trail Data Saved”. This means the audit events you just downloaded has been automatically saved to the database (in Access 97 format). Click on the OK button in the RxEvent box in order to make it disappear so that you can go onto the next step. Note: The software comes with the database file named Data, which opens with Microsoft Access, and this can be found in the program directory where you installed the CFS-1800 software.

IMPORTANT: The downloaded transaction history will only include entries recorded of authorized people who have actually opened the lock. It will not include entries of authorized people who have not opened the lock.

In the tool bar, the software gives you the following options: § Print out a report § Clear the Buffer - clears the current transaction so that you could download another

set of transaction data. § Search – takes you to Data Management. § Close – closes the RxEvent window to go back to the CFS1800 main menu screen.

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Remember an audit trail is a file that is kept in the lock showing the lock’s history or events. It will display what users entered in the lock and the date/time. The Audit trail header in the RxEvent window shows the DateTime, UserName, IDNum, and Location.

An authorized user opened the door to the stock room at 5:20pm on April 8, 2004. Note: This user has the User ID (the IDNum field), meaning he had opened the lock with his fingerprint. An authorized user opened the door to the stock room at 5:22pm on April 8, 2004. Note: This user has the User ID (the IDNum field), meaning he had opened the lock with his fingerprint. An authorized user opened the door to the stock room at 5:24pm on April 8, 2004. Note: This user’s User ID (the IDNum field) is 0000, meaning he does not have a user ID. Users without the user IDs registered at the lock with their User Access Codes, not their fingerprints. Users without the user IDs are able to access and open the lock with their User Access Codes. The infrequent guests or visitors (i.e., repairperson) should be given the User Access Code, not the User ID, to register at the lock and open the lock. The frequent guests or visitors (i.e., children coming home during school break, maintenance personnel) should be registered at the lock with the fingerprint (and their User IDs). IMPORTANT: The User Access Code of the user must be deleted when the guest leaves for the obvious security reasons.

Click on the Search button to go directly to the Data Management window. You can also close the program, go to the CFS1800 window (the main menu screen), and there click on the Data Management button to go to the Data Management window.

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Perform the Data Management

When you click on the Search button in the tool bar of the RxEvent window, you will be taken to the Data Management window. Note: You can also go to the Data Management window by closing the RxEvent and then clicking on the Data Management button in the tool bar of the CFS1800 window.

Change the dates and times in the Search Range box so that you could track the transactions that occurred during the specified time period. Then click the Search button in the tool bar.

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Here, you will see the transactions that occurred between 5:18pm and 11:59pm on Thursday, April 8, 2004.

In addition to the Stock Room, there are other locations where the use of the audit trail could be applied to. They include, for example:

§ Garage? § Basement Room § Guest Room? § Living Room? § Home Office § Trading Room? § Doctor’s Office?

? The garage doors are a frequent entry point. Any door leading from the garage into the house should be securely locked.

? The infrequent guests or visitors (i.e., repairperson) should be given the User Access Code, not the User ID, to access the lock. The User Access Code of the user must be deleted when the guest leaves. The frequent guests (i.e., children coming home during school break) could be allowed to register and open the lock with their fingerprints.

? Living Room should be secured to track the access days/times of home maintenance personnel or in-home care child care/elderly care providers.

? Trading Room - is the place where there are computers for online trading, and where important household files and records are kept.

? Under the recently enacted Health Insurance Portability Act (HIPPA), doctors, hospitals, health insurers, and other health industry players must follow new privacy procedures and security methods. HIPAA requires that only authorized personnel should be able to access the patients' medical records. CFS-1800 is HIPPA-compliant, and suited for use in a health care setting, especially at a private doctor’s office.

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For the user that works out of his home, the Data Management window might look like this:

The home owner opened the door to the Stock Room at 5:20pm on April 8, 2004. The delivery person opened the door to the Stock Room at 5:24pm on April 8, 2004. Note: His userID is 0000, meaning he does not have a UserID since he doesn’t reside in the home, and is not a frequent visitor to the home. He accessed the Stock Room via his PassNumer (User Access Code). The home owner’s son opened the door to the Guest Room at 6:41am on April 9, 2004. The guest opened the door to the Guest Room at 7:02am on April 9, 2004. Note: His UserID is 0000, meaning he does not have a UserID because he doesn’t reside in the home, and is not a frequent visitor to the home. He accessed the Stock Room via his PassNumer (User Access Code).

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You can also save the Data Management entries as your own file by clicking on Save as a file button in the tool bar.