You’ve seen cloud computing revolutionize many areas of business, but did you know that one of the more powerful ways you can use the technology is for access control and business security?
With a cloud- or web-based system, access control functions are offered by a provider through the use of remote servers. This requires much less of an investment than an on-premise approach and provides more flexibility for a business security system. It also has a number of business benefits. If you are thinking about a cloud-based access control system for your company, you should consider the ways it can positively impact not just security but also your business as a whole.
What Is Cloud-Based Access Control?
Cloud computing lets administrators remotely monitor and manage their access control system from anywhere with an internet connection. This approach differs from the legacy, on-premise approach in a few critical ways:
- Offered by a provider. Typically, an on-premise approach involves a company owning all of the access control infrastructure. A third-party provider offers a cloud-based access control system as a service.
- Less infrastructure. Legacy access control systems rely on co-located servers for management, monitoring, and data storage. Cloud-based systems use off-site servers, reducing the need for physical space.
- Better access. While it is possible to monitor on-premise systems over a remote connection, the management and maintenance of legacy systems must be done by workers who are on-site. By comparison, cloud-based access control systems offer much more in the way of remote management and maintenance.
- More integrations. Through open APIs, providers of cloud-based systems are able to offer more integrations with other business and security systems, such as a video monitoring system. By comparison, an in-house system requires a lot more heavy lifting to add integrations.
- Remote data storage. A fire, natural disaster, break-in, cyberattack or other devastating event can damage on-site servers and the data that they store. Cloud-based systems store data remotely and this eliminates the threat of businesses losing their data due to some disaster.
This handful of differences from a traditional approach translates into significant security and business benefits. Switching to a cloud-based system requires an investment, but the benefits of a cloud system are that it can provide a significant return.
How Does It Work?
Employees, maintenance workers and other users of a web-based access control system may not notice that the system is based in the cloud instead of an on-premise server. They simply use card keys, key codes or other credentials to access areas as they would for any type of access control system.
The back-end operation and management are what truly separates a cloud-based system and a legacy, on-premise system. In addition to being able to access and control the system remotely, a cloud-based system can cover multiple facilities without installing a separate server in each location.
Typically, a cloud-based system includes:
- Data storage space
- Gigahertz processing speed
- Readers or tablets for digital credentialing
- Keycards, key fobs, or other credentials
Some cloud-based systems have a proprietary app that can be downloaded to a smartphone or wearable device. These apps provide touchless access credentials or can be used to monitor and manage the system.
The level of investment is also different with a cloud system. They don’t require a big investment in server infrastructure. There’s no need to have IT personnel install, monitor and service the system because those tasks are handled by a provider.
It’s also important to say that while a cloud-based system is defined by its connection to the internet, it isn’t completely dependent on a connection to stay functional. If there is a network outage, a cloud-based system can continue to do its thing.
The Benefits of Cloud-Based Access Control for Your Business
Cloud-based access control systems are becoming the industry standard, but companies considering them may be hesitant to make the investment. However, cloud-based access control systems offer a number of benefits that translate into a significant return.
Greater Access to Monitoring and Management
Administrators with a connected smartphone, tablet, or laptop can easily monitor and control a cloud-based access system. Security administrators can get access notifications in real-time information across all of a company’s facilities. This lets administrators quickly react to a security incident, regardless of where it’s taking place.
The ability to manage remotely is also handy for making adjustments on the fly. For example, if an employee is fired in the middle of the day, an administrator working from home can quickly revoke access and prevent the employee from coming back to the premises.
The remote nature of a web-based system also makes it easier to assign control levels to different people, regardless of their location. Administrators can handle various management tasks remotely without negatively impacting security. Cloud-based systems use intuitive interfaces for desktop or mobile to make management functions quick and easy.
Greater Flexibility
Because access control measures are all connected virtually, they can easily be adjusted or expanded to deal with change. Access control measures can be switched ahead of a contract workforce coming in or ahead of major construction. Expansion of a cloud-based system can be done incrementally with little effort. This is particularly useful for companies that are anticipating growth.
By comparison, on-premise systems are pretty rigid when it comes to scalability. Because it requires custom APIs, complex configurations and extensive installation of hardware, scaling an on-premise system has a much longer timeline from conceptualization to completion.
Secure System Backups
Backups are a part of any essential system these days, and they are especially critical for an access control system. With a cloud-based system, data is backed up in the cloud, where it is kept secure. If a natural disaster or fire strikes one of your facilities and the servers are destroyed, remote backups will allow you to expedite your recovery and possibly assist in a forensic investigation.
Cloud backups are also useful for less dramatic situations, like routine maintenance. Most providers also have redundancies in their data centers to ensure that multiple backups are kept in multiple locations.
Convenient Updates
When your access control system is being handled by a provider, there’s no need to worry about installing patches and updates. A provider will handle these automatically to ensure your system stays current. At a time when digital threats are constantly evolving, keeping your system current is essential to keeping your facilities and your people secure.
Better Cybersecurity
Small and mid-sized companies have limited resources to invest in cybersecurity. Unfortunately, these businesses are a popular target for cybercriminals. A cloud-based access control system supports better cybersecurity by integrating multiple systems into a single platform, reducing the potential points of attack. Security experts also consider cloud-based systems to be more secure than on-premise servers because of:
- Ongoing monitoring
- Multifaceted security measures across all devices and hardware
- Automatic updates and security patches
- Annual security audits from a provider
Providers can also help address the most vulnerable part of any security system: human error. Providers can show employees best practices for security to ensure that an access control system keeps both premises and digital infrastructure secure.
Better Compliance
Many companies need a robust access control system for compliance or accreditation purposes. A cloud-based access control system makes it easier to conduct audits and retrieve important records related to any facility.
Because they are in the business of keeping their clients compliant, providers use encryption and other robust security measures. They also regularly update their practices and systems to keep up with the latest regulations or standards.
Customization Through Integrations
Cloud-based systems have APIs that allow your business to integrate other systems and applications, including HR software and data analytics platforms. These integrations make an access control system part of an overall business intelligence approach, creating more value in the process. For example, a security alert could be sent to a Slack channel that notifies everyone of an intruder in the building. Access control data could also be sent to a Google spreadsheet, where foot traffic could be analyzed for different business processes.
By comparison, on-premise solutions tend to be proprietary and much harder to integrate with other business systems.
Data Organization
If your company takes a patchwork, on-premise approach to its access control system, it likely has data for that system kept in several different platforms. There might be one program for reviewing security footage and another program for checking access control logs. With a cloud-based system, all of your data is kept in the same place. With integrations, it’s easy to add on to a cloud-based system and keep the data all in one place.
Lower Costs
Because they require less installation and infrastructure, cloud-based access control systems are typically less expensive than on-premise systems. This is ideal for small and medium sized businesses that don’t mind outsourcing their access control functions. Understandably, larger corporations with significant resources may want to keep their access control system in house for greater control.
What Control Features Are Possible?
Now that you understand the benefits of a cloud-based access control system let’s get into the great features that these systems can provide:
- Remote access. With a web-based system, physical locations don’t matter anymore. If an employee is having trouble gaining access, an administrator can remotely unlock a door by using their smartphone. Administrators can also monitor and manage the system without having to be on-site.
- Control for multiple locations. The most powerful aspect of a cloud-based access control system is the ability to cover multiple locations. Companies can add locations or expand existing ones without having to completely overhaul their access control system.
- Real-time alerts. When there’s a security issue, administrators get real time alerts so they can quickly respond. Combined with remote access, real-time alerts make cloud-based systems more responsive than on-premise systems.
- Multi-factor authentication. Particularly sensitive areas can be given extra protection by requiring multiple forms of identification for access.
- Customizable access control. Administrators can set access levels based on user roles. Access can also be customized based on the time of day and day of the week.
- Detailed reporting. Access control reports help security personnel review the performance of their system and address areas that need to be fixed.
- Centralized data storage. For companies with multiple locations, it’s highly valuable to have all access control data in one place.
- Auditing and compliance functions. An access control system is critical in many industries to maintain compliance and earn industry certifications. Cloud-based access control systems have auditing and compliance functions that simplify complaints and certification processes.
These are just a few of the many features that are possible with cloud-based access control systems. Individual providers should be able to tell you the features they offered and how they can customize a system to meet your security needs.
Does My Business Need Cloud-Based Access Control?
While every business is different, most organizations would benefit from adopting a cloud-based access control system. The key is to create a system that provides the most return on investment. With that being said, small and medium sized businesses tend to benefit the most from a cloud-based system because they lack the resources to build a system using their in-house team.
Taylored Systems Can Help Secure Your Business
At Taylored Systems, we’ve been offering access control systems for many years. Our experts understand how to customize a system so that your company has the security it needs. We can also show you how video surveillance systems and office building surveillance can complement an access control system for a more comprehensive security system. Please contact us today to set up a consultation and learn how a cloud-based access control system can positively impact your business.