Common Access Control Challenges
While every organization’s access control problems differ, there are similar issues that arise regardless of industry. You might already deal with some of these challenges yourself, especially if you’re operating multiple locations with brass keys and padlocks.
Losing or Copying Traditional Keys
Brass physical keys worked for years, but they’ve always been prone to loss or destruction. If a key goes missing, you’ll either need to accept the security risk or pay for expensive re-keying. And if you lose the master key, that might mean replacing locks at all access points—a costly and painful process.
Standard keys can also be easily copied—handy for easy production, but a nightmare for security. And if an employee leaves without returning all keys upon departure, they would still retain access to your facilities.
You’ll also never really know who enters your facility with traditional locks. They provide no record of who entered a space or when, so you’ll likely need to invest in other security measures (like cameras) to cover the gap.
Management Complexity Across Multiple Sites
As your footprint grows, so do your access management challenges. Without a centralized location to manage access, different locations might develop their own approaches—and they likely won’t play well with each other.
Staff must also physically visit each site to update access permissions or address issues, and security incidents at one location may not necessarily inform practices at others.
In short, in a decentralized system, what works for one location may not work for another. That just means more work for you to manage.
If these problems sound familiar, a modern access control solution could help. The next step is understanding what options are available and which might best fit your organization's specific needs.
Access Control Solutions and Implementation Options
Modern access control systems offer flexible solutions that adapt to your business requirements. Rather than a one-size-fits-all approach, you can select components that address specific challenges.
Core Components
At its most basic, an access control system consists of:
- Credentials: Cards, fobs, mobile phones, or biometric identifiers that users present to gain access
- Readers: Devices that validate credentials at entry points
- Controllers: Hardware that processes access decisions and manages door locks
- Management software: Interface for administering users, permissions, and schedules
- Locking hardware: Electronic locks, magnetic locks, or electric strikes that secure doors
Credential Options
Modern systems support various credential types:
- Proximity cards/fobs: Simple tap-to-access devices
- Smart cards: Higher security credentials with encryption
- Mobile credentials: Using smartphones for access via Bluetooth or NFC (Near Field Communication)
- Biometrics: Fingerprint, facial recognition, or other physical identifiers
- PIN codes: Numeric codes entered on keypads
You can use multiple credential types to accommodate different security levels or user preferences.
Management Approaches
How you manage your access control system can impact its effectiveness:
- Locally managed: Administered at each site
- Centrally managed: Controlled from a single location for all sites
- Professional management: Outsourced to security providers like Brothers Fire and Security, who handle day-to-day administration
Hosting Options
Where your system's software and data reside is another factor:
- On-premise hosting: Software and database run on servers at your location
- Cloud-based hosting: System runs on remote servers accessed via the internet
- Hybrid approaches: Combining on-site controllers with cloud management
Your business requirements, IT capabilities, and growth plans will all influence which approach works best for you.
Evaluating Your Business Needs
The right access control solution depends on your organization's specific requirements and resources. Keep these factors in mind when talking with an access control vendor:
Number of Locations and Geographic Spread
Traveling between locations to program systems becomes impractical in a multi-site footprint. It’s also challenging to maintain consistent security policies across sites without a central controller. Quick response to security incidents demands more flexible, remote management capabilities.
Organizations with widely dispersed locations often benefit most from centralized, cloud-based solutions that allow management from anywhere.
Current Security Practices and Issues
Examine what's working—and what isn't—in your current approach. Which specific problems are you trying to solve? Are you responding to security incidents or proactively improving systems? What aspects of your current key management create the most headaches? How much time does your team currently spend on access-related tasks?
These questions can help you prioritize features in your new system.
IT Resources and Capabilities
Your existing IT infrastructure and staff expertise will impact which approach makes sense. A strong internal IT team might have the capacity to maintain on-premise systems, while a small or limited IT presence might benefit from cloud system management.
Be honest about your organization's capabilities—understaffed IT departments often struggle to properly maintain security systems alongside their other responsibilities.
Growth Projections
Consider not just your current needs, but where your business is headed. If you’re planning to add locations in the next few years, cloud systems typically scale more easily. If you’re expecting rapid staff turnover, a centralized management simplifies onboarding and offboarding. And if you’re looking to merge or acquire, a standardized access system will streamline integration.
The cost and complexity of expanding systems can increase dramatically as you grow, so choosing a solution that accommodates future needs prevents painful migrations later.
Hosting Options
You can host access control systems on-site (on local servers) or off-site (through cloud-based systems). One approach doesn’t necessarily work for all situations. The right solution for your business depends on your specific requirements.
On-Premise Solutions
On-premise hosting means your access control system's software and database run on servers physically located at your facility. Your IT team (or a contracted provider) takes responsibility for:
- Server hardware
- Software installation and updates
- Database management
- Network security
- System backups
- Troubleshooting
When On-Premise Makes Sense
On-premise hosting often works well for organizations with strong IT resources, facilities with specific security protocols, locations with unreliable internet, and businesses with significant existing server infrastructure.
- IT responsibility: Your team handles all maintenance, updates, and troubleshooting.
- Hardware investment: You’re liable for initial server costs and eventual replacement cycles.
- Scaling complexity: You may need to acquire more servers or expand your network to add locations.
- Disaster recovery: You’ll need to manage your own backup and redundancy solutions.
Cloud-Based Solutions
Cloud-based hosting moves the system management to remote servers accessed via the internet. With this approach, a service provider (like Brothers Fire & Security) hosts the software and database. Your system would receive automatic updates and maintenance, and you can access the control interface through a web browser or application. Your physical locations would need network connectivity to communicate with the host server, however.
When Cloud-Based Makes Sense
Cloud hosting often benefits large (or growing) multi-location organizations, businesses with limited IT resources, and organizations focused on operational expenses rather than capital investment.
- Subscription model: You’ll pay consistent ongoing fees, rather than an initial large investment.
- Internet dependency: You’ll need to make sure your locations have full (and consistent) internet connectivity. While some cloud systems have offline capabilities, full functionality requires a stable connection.
- Data transmission: Security information seamlessly travels between your locations and the cloud.
Some businesses benefit from a hybrid approach that combines elements of both hosting models. These systems offer redundancy while balancing control and convenience. Ask your provider for guidance on the right system for your needs.
Implementation Considerations
Regardless of which approach fits your needs, implementing an access control system requires careful planning.
First, set realistic expectations. Access control systems aren’t spun up overnight. Typical implementation timelines include:
- Planning and assessment: 1-2 weeks to evaluate needs and design the system
- Hardware procurement: 2-3 weeks for readers, controllers, and credentials
- Installation: 1-3 weeks, depending on the number of doors and locations
- Configuration and testing: 1-2 weeks to set up the software and test functionality
Most standard implementations take 4-6 weeks from start to finish. Complex multi-site projects may require longer timelines.
Integration with Existing Systems
Consider how your access control system will work with other business systems. Can door events trigger video camera recording? Will access control integrate with your alarm system? Can employee onboarding/offboarding automatically update access permissions? How will you handle temporary access for guests?
Discussing these integrations early in the planning process prevents compatibility issues later.
Training Requirements
User adoption depends on proper training for system administrators, location managers, and end users. Who will manage permissions and credentials? Will individual sites have management capabilities? How will staff learn to use their credentials?
Even the best system fails if users can't operate it effectively. Budget time for training all relevant staff members.
Migration Strategies
Moving from older access systems also requires careful planning. How will you handle the switchover from old to new credentials? Will you import access logs from previous systems? Which locations or doors will transition first?
Work with your provider to develop a detailed migration plan that minimizes disruption.
