7 Factors to Consider When Choosing Access Control Systems
Discover essential factors for selecting the right access control system to enhance security in your building effectively.
Looking to secure your building with an access control system? Here's what you need to know upfront:
Access control systems are digital security tools that replace traditional locks and keys. They cost £50-£1,000+ per door, depending on features.
The 7 key factors for choosing a system:
| Factor | What You Need to Know |
|---|---|
| System Type | Choose between on-site servers or cloud-based |
| Safety Features | Must have 2-factor login, backup power, alerts |
| Scalability | Ability to add doors and users easily |
| Daily Operations | How to manage users and check logs |
| Compliance | Must meet UK data and building safety rules |
| User Experience | Simple tap-in for staff, easy management |
| Total Cost | Include setup, running costs, updates, support |
Quick cost breakdown:
| System Type | Cost Per Door | Best For |
|---|---|---|
| Basic Keypad | £50-£200 | Small offices |
| Card Reader | £200-£500 | Mid-size businesses |
| Biometric | £500-£1,000+ | High-security areas |
| Mobile Access | £300-£800 | Modern workplaces |
Before buying, you'll need to:
- Map out all doors needing security
- Check your network capabilities
- Plan for power backup
- Set up staff training
This guide walks you through picking and setting up the right system for your building.
What Are Access Control Systems?
Access control systems are digital security tools that replace traditional locks and keys. They use cards, phones, and biometrics to control who enters specific areas.
Here's what makes them work:
| Part | Job | Types You'll See |
|---|---|---|
| Control Panel | Makes yes/no decisions | Server or Cloud systems |
| Reader | Checks IDs at doors | Cards, Keypads, Fingerprints |
| Credentials | Your digital "key" | Cards, PINs, Apps, Biometrics |
| Door Locks | Opens or blocks entry | Electronic, Magnetic |
Think of the control panel as a security guard who never sleeps. It knows who's allowed in and checks every request instantly.
These systems pop up everywhere:
| Place | What They Guard | How People Get In |
|---|---|---|
| Offices | Front doors, IT rooms | Cards, Phone apps |
| Hospitals | Patient wings, Drug storage | PINs, Fingerprints |
| Factories | Loading docks, Storage | Fobs, Codes |
| Apartments | Entry, Parking, Elevators | Cards, Apps |
| Churches | Offices, Storage, Safes | PINs, Fobs |
But they're not just fancy door locks. These systems:
- Track movement
- Connect with cameras
- Spot issues fast
- Show who went where
Small offices might only need a keypad at the front door. Big buildings? They often mix and match different types to keep everything secure.
7 Main Factors for Choosing a System
Here's what you NEED to know when picking an access control system:
1. System Setup Type
You have two options:
| Type | What You Get | What to Know |
|---|---|---|
| On-site | Your own servers | Needs IT team, higher running costs |
| Cloud | Internet-based | Works from anywhere, simpler setup |
2. Safety Features
Every modern system needs:
- Two-factor login (card + PIN)
- End-to-end data protection
- Power failure backup
- Real-time suspicious activity alerts
3. Room to Grow
| Growth Need | Old Systems | New Systems |
|---|---|---|
| Add doors | Requires rewiring | Plug and play |
| Add users | Manual process | Quick online setup |
| New features | Limited options | Regular updates |
4. Day-to-Day Running
Here's who does what:
| Task | Who Does It | Time Needed |
|---|---|---|
| Add/remove users | Admin staff | 5-10 mins |
| Check logs | Security team | Daily |
| Fix issues | IT support | As needed |
5. Rules and Standards
Your system MUST follow:
- Data protection laws
- Building safety rules
- Industry security standards
6. Ease of Use
| User Type | Needs |
|---|---|
| Staff | Quick tap-in |
| Visitors | Simple sign-in |
| Managers | Clear reports |
7. All Costs Involved
| Cost Type | On-site System | Cloud System |
|---|---|---|
| Setup | Higher upfront | Lower upfront |
| Running | IT team needed | Monthly fee |
| Updates | Extra cost | Often included |
| Support | Separate fee | Part of package |
Here's something most people don't know: Only 1 in 3 companies get their IT and security teams to work together when choosing a system. Don't make this mistake.
Before you buy:
- Map out all doors and secure areas
- Let IT test network requirements
- Check your wifi capacity
- Set up staff training
Setting Up Your System
Here's how to set up your access control system:
| Stage | Tasks | Time Needed |
|---|---|---|
| Planning | Site survey, wiring plan | 1-2 days |
| Installation | Hardware setup, connections | 2-5 days |
| Testing | Door checks, user trials | 1-2 days |
| Training | Staff sessions, admin setup | 1 day |
Before starting, you'll need to:
- Check where your power comes from
- Find your network connection points
- Make a list of doors that need access control
- Set up a backup power system
Here's what you need to do:
1. Control Panel Installation
Your control panel needs a secure room with:
- No public access
- Direct power connection
- Backup power hookup
- Good temperature control
2. Door Hardware Setup
| Component | Location | What You Need to Know |
|---|---|---|
| Card readers | 1.2m from floor | Keep metal objects away |
| Electric locks | Door frame | Match to your door type |
| Exit buttons | Inside door | Must be easy to spot |
| Power supplies | Above false ceiling | Need proper ventilation |
3. Testing Your System
| Test Type | What to Check | How Often |
|---|---|---|
| Door locks | Open/close cycles | 50 times |
| Cards/fobs | All access levels | 10 times each |
| Power fail | Backup system | Weekly |
| Alarms | Response time | Monthly |
4. Getting Your Team Ready
| Who | What They Learn | How Long |
|---|---|---|
| Users | Basic access, emergencies | 30 mins |
| Admins | User management, reports | 2 hours |
| Security | System monitoring, alerts | 4 hours |
If something goes wrong, here's what to do:
| Problem | Solution |
|---|---|
| Reader not working | Look at power cables |
| Door won't lock | Fix the strike plate |
| Cards not reading | Reset the reader |
| System offline | Check network |
How to Make the Right Choice
Let's break down how to pick and set up your access control system.
Check What You Need
First up: figure out what your building needs.
| Area to Review | What to List |
|---|---|
| Access Points | Gates, doors, lifts |
| User Types | Staff, visitors, contractors |
| Security Level | Basic, medium, high-security areas |
| Operating Hours | 24/7, business hours, specific times |
| Integration | CCTV, fire alarms, time tracking |
Pick Your Supplier
Here's what matters when choosing who to work with:
| Look For | Why It's Important |
|---|---|
| UK Support | You'll get help fast |
| Track Record | They know your industry |
| Training | They'll show you how to use it |
| Updates | Your system stays current |
| Integration | Works with your other tech |
Test Before You Trust
Run these checks before going all-in:
| Test | What to Do | How Long |
|---|---|---|
| Doors | Test each entrance | 2-3 hours |
| Access | Check all security levels | 1-2 hours |
| Power | Test backup systems | 1 hour |
| Network | Check connection speed | 30 mins |
Get Ready to Launch
Here's your setup roadmap:
| Step | What Happens | Time Needed |
|---|---|---|
| Check Site | Find power and network spots | 1 day |
| Plan Hardware | Map out equipment locations | 2 days |
| Prep Teams | Set up IDs and access | 1 day |
| Launch | Start up and watch | 1 week |
Work with companies like Keri Systems that give you:
- Help guides
- Training videos
- Phone apps (iOS/Android)
- PC software
- Web access
"Match your system to your needs, get the right equipment, and make sure you can grow later", - Joe, Tech Industry Expert
Need more help? Head to Estates & Facilities for UK resources and software options.
Summary
Here's what you need to know about picking an access control system:
| Factor | What to Check | Why It Matters |
|---|---|---|
| System Type | Basic vs network | Sets your budget and setup |
| Security | Backup power, multi-factor | Protects people and assets |
| Expansion | More doors and users | Handles future needs |
| Operation | Apps, remote control | Makes management simple |
| Compliance | UK rules, data laws | Keeps you legal |
| Easy Use | Simple interface | Gets staff on board |
| Budget | Equipment, support | Matches your spending plan |
Different buildings need different systems:
| Building Type | Best Choice | Key Features |
|---|---|---|
| Small Office | Basic keycard | PINs, simple reports |
| Multi-site | Cloud network | Phone access, remote control |
| High Security | Biometric | Face and finger scans |
| Mixed Use | Combined | Cards + body scans |
Let's look at the PL03 system:
- Scans faces and fingers
- Backup passwords
- Works with ID cards
- Multiple languages
UK market facts:
- 92% want systems that connect with other building tech
- Most buildings use 2-3 ways to check people in
- Help should arrive within 4 hours
Your pre-purchase checklist:
| Task | Time | Must-Have Items |
|---|---|---|
| Check Building | 1-2 days | Power, internet spots |
| Train Team | 4-8 hours | Basic steps, fixes |
| Test Run | 1 week | Every door, every method |
| Go Live | 2-3 weeks | Backups ready |
"The PL03 combines face scans, passwords, cards, and fingerprints into one complete package." - Polimek Electronics Tech Guide
Need more info? Visit Estates & Facilities for UK guides and resources.
More Information
Here's what you need to know about access control standards and setup:
| Resource | Content | Where to Find |
|---|---|---|
| Install Guide | Setup and wiring instructions | SecurityCEU.com |
| Standards Doc | PCI, GDPR, ISO rules | GSA Products List |
| Training | System setup and maintenance | Access Control Course |
| Test Kit | PACS testing tools | NIST Guidelines |
These standards matter for your system:
| Standard | Coverage | Who Uses It |
|---|---|---|
| FIPS 201 | ID cards and readers | Government facilities |
| PCI | Payment security | Retail and banking |
| GDPR | Data protection | UK companies |
| ISO 27001 | Security systems | All businesses |
Get your system running:
| What to Do | What You Need | Find It Here |
|---|---|---|
| Make a Plan | PACS Charter | NIST SP 800-116 |
| Check Equipment | Parts List | GSA APL |
| Run Tests | Test Kit | FICAM Guide |
| Train People | Online Learning | SecurityCEU.com |
Estates & Facilities
The site helps UK teams with:
- Picking access systems
- Building controls
- Latest updates
- Software options
- Setup steps
"PACS setup and operation needs Physical Security team input to meet what your agency needs." - NIST SP 800-116, Revision 1
FAQs
Which factor should be considered when choosing an access control system?
Let's look at what matters when picking an access control system. It comes down to two big things: how it works with your current setup and how it can grow with you.
Here's what you need to check:
| Factor | What to Check | Why It Matters |
|---|---|---|
| System Integration | - CCTV links - Alarm connections - Building controls |
Makes your security tools work as one |
| Growth Options | - How many users it handles - Extra door support - Software updates |
Lets you scale up when needed |
| Building Setup | - Wiring needs - Network specs - Hardware requirements |
Ensures smooth installation |
Here's a tip: Pick a provider who does both planning AND installation. They'll spot potential problems before they happen and build something that fits your needs perfectly.
Want to know what level of integration you need? Here's a quick breakdown:
| Integration Type | What You Get |
|---|---|
| Basic | One door control + simple ID cards |
| Standard | Multiple doors + CCTV connection |
| Advanced | Full building management + multi-site control |