Cloud-based access control: What decision-makers need to know

If your organization has been considering major changes to your existing access control systems, you’ve probably been thinking about moving from an on-premises model to a cloud-based model.

Cloud-based access control can be a great solution: Scalability, multi-level backup redundancies, customized reporting and management control – all of these can make your security systems safer, more reliable, and more cost-efficient.

But like so many great innovations, getting the most out of cloud-based access control – and preventing disasters - starts with knowing what you’re asking for, what you’re getting, and how it will all work once it’s installed.

Here are our tips for decision-makers considering moving to the cloud for their access control.

1. Make sure your salesperson knows their stuff – and yours A great cloud-based access control system starts with an experienced, knowledgeable consultant or salesperson who has the expertise to accurately assess your requirements, existing equipment and budget requirements, and can provide you with the right advice for your facility or business. You also want someone who can work with you in the long term, as your requirements change.

1.(b) Look for a partner who wants to build a long-term relationship Security systems always work best when you can develop a long-term relationship with your provider and feel like you’re getting trusted advice that you can count on. This is especially true when you’re thinking about cloud-based access control, when technology is changing rapidly and the hardware, software and data management can get complicated.

2. Know which technicians will be installing the equipment Installation of access control systems can get complicated: How far will cables have to run? Will specialized equipment or a scissor lift be required? How many hours will it take, and when can completion be expected? Many organizations outsource installation to third parties who aren’t accountable if things go sideways. In our experience, the most successful installations of cloud-based access control happen when you work with a provider who has both the knowledge and expertise to design your system, and the certified technicians to install it.

3. Understand what ‘total cost of ownership’ really means You know that your access control system will involve equipment costs, software costs and maintenance costs – but it’s important to understand what this really means over time. How reliable is the equipment being provided? Is routine maintenance included in your costs? What is the incremental cost for new installations?

Even more important, it’s crucial to understand what fees may be involved in the ‘cloud’ part of your cloud-based access control. Are automatic software updates included in your contract, or will they incur extra charges? Is there unlimited data storage, or are there caps, after which you’ll be charged additional fees? Is there a helpdesk or service desk you can contact, and is that included in your monthly or annual fee? The last thing you want is to worry about surprise extra billing every month.

4. Know exactly what you’re locked in to There are two ways you can get ‘locked in’ to a cloud-based access control provider: One, via proprietary hardware that won’t work with any other system (so you can’t change providers without having to install all new hardware); or two, via a service, maintenance or software contract that can’t be cancelled without significant fees.

Proprietary hardware doesn’t have to be a bad thing if you’re working with a trusted partner, but it’s important to know how this will affect your business in the long term. Would it make more sense to invest in non-proprietary hardware in order to ensure replaceability and scalability over time?

The contractual terms are even more important, because being locked in to a contract that calls for extra fees every time a user calls the helpdesk, or a new user is added or software is updated, can result in thousands (even tens of thousands) of extra dollars in billing every month – and trying to cancel could trigger even steeper penalties.

Before you sign any agreement for cloud-based access control, make sure you know exactly what you’re getting into, and how you can get out of it if it doesn’t work out.

Want to learn more about cloud-based access control? Talk to us. For more than 30 years, we’ve been providing security systems to organizations across North America, and our clients recommend us because they know we provide honest advice, reliable service, and grow with their business. If you have questions about cloud-based access control, or any other aspect of your integrated security system, get in touch. We’d love to hear from you!