For commercial properties, choosing an access control system is a decision that has implications for the next 10-20 years. With the complexity of many systems comes an overwhelming number of decisions. And still, the highest costs often come from decisions you didn’t even know to evaluate.
Some of the key features to look for in a commercial access control system include longevity, security, compliance, ease of use, and budget. These factors help you maintain a long-term view as you consider your access control system.
It can be tempting to select a system in hopes that you can “set and forget” your system. The reality is that your system will follow you alongside all kinds of future business decisions. Selecting the right one today can help keep future decisions simple.
Why Choosing the Right Access Control System Matters
At its core, physical access control systems allow you to determine who is and is not in your physical space at a given time. Controlling access limits your liability risks. Access control protects the people within your secured space, but also your physical materials, as well as ideas and information.
How Business Needs Shape Your Access Control Requirements
Access control in commercial security creates a barrier. Depending on the type of commercial property you are working to protect, you may want your access control system to accomplish different things.
For example, a prison’s access control system works to keep certain people out at certain times and keep prisoners in. A school likely works to keep all people out until they have been screened. Some businesses may want to allow anyone inside, but only at certain times of day.
An access control system supports the established goals of a commercial building’s security. Therefore, understanding what system you need means understanding the needs and limitations of your business.
1. Choose a System That Can Grow with Your Business
One of the most important questions to ask regarding your access control system is whether it will meet your needs both now and in the long term. This doesn’t mean you can’t ever alter your system, but you should ask yourself if you will ever need to, and whether you will be able to with the system you are considering.
There are a few additional questions to help you determine this:
Can You Expand Your Key System?
Several factors could prevent you from extending your key system.
Your type of key system will determine how many new, unique keys you can create. For example, an A2 system theoretically has over 16,000 different key combinations you can create, while an A4 can produce as many as 78,000+.
You may feel as though your proposed system has enough keys for now, but you should factor in necessary door rekeying as well as any building extensions or new buildings purchased or built. The complexity of your system could easily impact how many keys you have available to use as well.
Will the Software Continue to Be Supported?
For digital security products such as key card systems, alarms, cameras, sensors, universal lockdown, and more, software becomes a factor for longevity as well. Do you know how long your current software will be supported? What happens if a new software version is created and you’re still using the old one? Are software upgrades free? Is the software proprietary, or can you use the same system if you switch security companies?
Can You Change Security Providers in the Future?
This leads us to other reasons switching security system suppliers could be difficult. Some keys, key cores, and security hardware can also be proprietary. This may not be an issue, but it should create a pause in your decision-making process. Are you protected if this company raises prices for any replacement product? How difficult is it to switch to a different company’s product? Is the company at risk of closing its doors?
Using a company’s or dealer’s product, you can only source through them, which means that you are hitching your wagon to theirs. Ensure that they are a company worth tying your future to.
2. Make Sure the System Maintains Strong Security
Whether your system can become compromised is a question you are likely already considering, but how your organization operates can take a typically secure system and cause it to fail.
For example, your university may have student housing that has a key system you are responsible for. Key systems are typically secure. However, if keys are issued to each student for the semester, students are likely to make unauthorized copies to give to their friends. If keys can be duplicated, the system can be compromised quickly.
3. Consider Reporting, Auditing, and Compliance Requirements
There are other factors that extend beyond whether your system is secure or not. Your business may require reporting and auditing features to track when employees enter or leave a building. You may be responsible for sensitive data that requires extra layers of security.
Compliance is a huge factor when it comes to security. Even if your specific industry does not have unique compliance factors, all commercial buildings are required to comply with the fire code. Some security products, like door barricade devices, violate the fire code. Make yourself aware of your state and industry’s compliance regulations to make sure you are investing in a system that you won’t have to remove again in a year.
4. Evaluate the Day-to-Day User Experience
User experience is often overlooked when deciding upon an access control system. Will this system negatively impact or slow down business activities?
Keycard access that takes several seconds of scanning to verify that the employee has entered the building is likely not ideal for a large manufacturer that has large groups of employees arriving at the same time to start their shift. Access that is manually granted by HR for each employee becomes tedious as they make changes for every new hire or employee promotion or termination.
5. Understand the Total Cost of Ownership
You are likely sensitive to your budgetary constraints when it comes to deciding on a new system. However, future budgetary demands should be considered as well. How often will your access control system need to be serviced or replaced? If you can’t cut your own keys or pin your own key cores, what will it cost to order them? How much will the installation of the system cost? What about the removal?
All of these are factors that should be considered for the future and not just today. Make sure that your annual budget has some set aside to reasonably maintain your system.
Choosing the Best Commercial Access Control System
Hopefully, we’ve highlighted some common pitfalls and decisions for you to consider as you prepare to invest in an access control system. However, a preferred approach is to start with a self-assessment before considering access control products.
Assess Your Security Objectives
Begin by considering your goals with an access control system. Beyond simply keeping people out, what do you need your system to achieve? What about an ideal access control system would make your business processes easier?
Prioritize the Features That Matter Most
Take your list of objectives and consider what security features would accomplish these objectives. For example, a patented key system can help you maintain key control over your building. List this in order of priority.
Plan for Long-Term Success
With the framework of your ideal access control system and feature checklist in hand, it’s preferred that you work with a security consultant who can find the best method to accomplish your access control goals and advise you on which products hold the features you’re looking for.
If you don’t have a security consultant, our team of Oak regional managers is equipped to review your property with you, help you prioritize what you need, and build the access control system you’re looking for. Just give us a call at 317-585-9830.