Why it’s Time to Move on From Legacy Access Control Systems

The modern workplace or campus looks very different from even a decade ago — and older access control systems struggle to keep up. They weren’t built to handle the fast pace of change we see today. Employees no longer work from the same building every day. Flexible working hours, telecommuting, and increased reliance on contractors introduce more complexity in scheduling and cardholder management. 

The threat landscape has also evolved. Many legacy systems lack modern security protocols, leaving them vulnerable to attack. Access control hardware, IP network security, and encryption standards have all advanced significantly. Outdated devices and technology are more prone to attack. For example, 125kHz prox cards can be cloned easily and older door controllers may not have had firmware updates in years, leaving them vulnerable to evolving cybersecurity and physical security risks. 

It’s time to upgrade. Modern systems help protect against cyber threats, gather data on how spaces are used, and integrate with other systems. They can support staff to keep up with increasingly demanding regulatory compliance requirements around privacy, security, and industry-specific demands. 

Switching to an open, flexible access control isn’t just about upgrading hardware and software. It sets the stage for smarter, safer security infrastructure that will evolve and grow to meet changing needs.

Ability to streamline

A modern access control system does more than lock and unlock doors. They can make day-to-day operations easier and more efficient.

A modern, unified access control system makes it easier to grant the right level of access to the right people and reduce the administration involved in managing cardholders. Access rules speed up onboarding and offboarding and empower managers to adjust levels of access to reflect changing job functions or user requirements. Features like global cardholder management, allow operators to enroll visitors and employees in a few clicks, assign credentials, and manage cardholders without having to switch systems.

For example, on a college campus, students who are registered in certain science programs could automatically gain access to labs. However, they would lose access when they complete those courses or drop those classes. 

In addition to managing access, feature-rich modern systems can leverage data from other systems. Centralizing data streamlines investigations, shortens audit times, and makes it easier to connect the dots when incidents occur. For example, if an operator receives a “door forced open” alert, a modern system that supports unification, will attach relevant video footage to the alert. Operators quickly have the information they need to determine if it’s a false alarm or the alert needs attention. 

You can also use automation to schedule reports, send event-based notifications, or set predefined rules. For example, a ‘Game Day’ mode that locks or unlocks specific doors and alerts cleaning crews and security teams to ensure consistent procedures.

And last but not least, intuitive user interfaces and custom dashboards are a key benefit when migrating to a modern access control system. Features like map-based monitoring make it easier to visualize where events are happening and increase an operator’s situational awareness. They’re able to see secured access points on a map rather than unintuitive lists or logical trees. Custom dashboards can allow operators to build personalized views for their access control monitoring to fit their unique needs and challenges.

Unique opportunities courtesy of modern access control systems

An open architecture system creates a strong foundation for newer credentials, such as mobile IDs or biometrics, and unique use case deployments. 

Some popular examples of access control system integrations include: 

• Elevator dispatch to ensure employees only have access to the floors they need to reach, or to limit access only to authorized people outside of business hours.
• Mobile credentials at post-secondary campuses that unlock access to dorms, gyms, or other spaces and can also be used to pay for food or parking.
• Human resource (HR) system integrations to allow role-based access rules, so access permissions change automatically when employees leave or move to other departments or positions.
• Payroll systems integrations using time and attendance reports from access control systems to automate time sheet tracking and payroll.
• IoT sensors linked to building management, such as smoke or vape detectors that trigger automated notifications or other responses guided by the organization’s standard operating procedures.
• Video surveillance, people counting, or motion sensor integrations that help rule out false alarms when doors are held open or left ajar. 
• License plate recognition to identify VIP guests at stadiums, casinos, or other venues, so that staff are notified when high-value clients enter the parking lot and can get ready to greet them at the door.

It’s an investment, not an expense

Access control systems are a big investment, so it’s natural that budget concerns are often the primary reason companies hesitate to upgrade when they know their old solution has reached the end of its useful life. Yet it’s important to remember that delaying necessary upgrades also comes at a cost. 

Older systems may cost more than you realize. Systems that rely on proprietary hardware make upgrades expensive and challenging. When a system is reaching end of life, there’s limited support and no new features or innovation. A recent report noted that outdated systems can lead to a 15% budget increase annually for maintenance.

One of the advantages of today’s software-forward approach is that it offers much greater flexibility of deployment. Not only can you decide whether an on-premises, cloud-based, or hybrid solution is best for your needs, but you can also choose to upgrade in phases to reduce the up-front costs. You may even be able to re-use some existing hardware, wiring, or components. 

A reputable partner can help you explore ways to reduce costs. You can also get expert advice on how to reduce migration risks, preserve existing data, keep downtime to a minimum, and ensure all crucial functionality remains available during the transition. 

Think about what’s next

Upgrading to a modern, unified access control system isn’t just about keeping pace with technology—it’s about building a security foundation that can adapt as your organization grows and changes. 

By moving away from outdated systems, you not only strengthen protection against evolving threats but also unlock efficiencies, integrations, and insights that support better decision-making across the business. The sooner you take steps to modernize, the sooner you can turn access control from a reactive necessity into a strategic advantage.