What is an access control system?
– on the technology, benefits, and future-proofing
An access control system is a technical solution used to manage and monitor who is allowed to access physical spaces, such as buildings, rooms, or specific zones within a facility. The system determines who is allowed entry, as well as when and where access is permitted, contributing to increased security and control.
The purpose of an access control system is to:
- Protect people, assets, and information.
- Ensure that only authorized individuals gain access.
- Document entry events for traceability and analysis.
The system works by having a user identify themselves at a reader, which checks the information against a database. If the user is authorized, a signal is sent to an electronic locking device that opens the door or gate.
System structure
An access control system consists of several technical components that together enable secure and flexible access management. Below are the most common parts that make up such a system.
An access control system typically consists of:
- Readers (card readers, keypads, biometric devices)
- Control units (controller or hub)
- Door environments (electronic locks, door magnets, sensors)
- Backend system-system (server or cloud service for authentication, logging, and administration)
- Software (user interface for managing permissions, reports, and settings)
On-premises, cloud-based, and hybrid systems
There are different ways to operate an access control system depending on an organization’s needs, security requirements, and technical infrastructure. Below are the three most common operating models:
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On-premises systems
The system is operated locally on dedicated servers.
Advantages: Full control over data, no internet dependency.
Disadvantages: Higher operational and maintenance costs, more difficult to scale.
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Cloud-based systems
Operation is handled through an external cloud service.
Advantages: Scalability, automatic updates, remote access.
Disadvantages: Internet dependency, third-party data storage.
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Hybrid systems
A combination of local hardware and cloud services.
Advantages: Flexibility, can be tailored to business needs.
Disadvantages: May require more complex integration.
Communication structure
For the access control system to function, secure and efficient communication is required between its components. Below is an explanation of how data is transmitted and processed within the system.
Communication occurs at multiple levels:
- Between reader and controller: often via Wiegand, OSDP, or IP-based protocols.
- Between controller and server:TCP/IP, often encrypted (SSL/TLS).
- In cloud-based systems, APIs and secure network protocols are used for data sharing and authentication.
Card technologies
Card and identification technologies play a central role in access control. The choice of card type affects both the level of security and system flexibility. Here is an overview of some of the most common options:
Access cards are a common method of authentication in access control. Various technologies are available with differing levels of security, performance, and compatibility:
Wiegand
Originally both a card technology (magnet-based wire in plastic card) and a communication protocol.
Today, Wiegand primarily refers to the protocol between reader and controller.
Advantages:
- Very common, supported by nearly all systems
- Inexpensive to implement
Disadvantages:
- Unencrypted communication
- Easy to clone
Mifare Classic
RFID-based technology (13.56 MHz, ISO/IEC 14443 A).
Common in older systems.
Advantages:
- Low cost, widely supported
- Fast reading
Disadvantages:
- Insecure – known vulnerabilities
- Easy to clone
Mifare Desfire (EV1/EV2/EV3)
More secure version of MIFARE with AES encryption.
Supports segmentation and multiple applications.
Advantages:
- High security
- Flexible, difficult to manipulate
Disadvantages:
- More expensive
- Requires compatible readers
HID iClass
13.56 MHz with proprietary encryption.
Advantages:
- More secure than Mifare Classic
- Integrates with HID systems
Disadvantages:
- Proprietary – locked to one manufacturer
Legic:
Common in Europe, e.g. in education and healthcare.
Advantages:
- High security
- Supports multiple applications
Disadvantages:
- Less globally widespread
Proprietary vs. open systems
An important factor when choosing an access control system is whether the system is open or closed. This affects future integrations, costs, and the ability to switch vendors. The differences are explained below:
Proprietary systems
Developed by a single manufacturer using proprietary protocols.
Advantages:
- Optimized functionality
Disadvantages:
- Vendor lock-in
Open systems
Use standard protocols (e.g., OSDP, REST API).
Advantages:
- Flexibility
- Easier integration
Disadvantages:
- May require more technical expertise
Business value beyond security
In addition to protecting people and property, modern access control systems can support organizational efficiency and sustainability goals. Here are some examples of how access control adds value:
- Efficiency: Automated management of user permissions.
- Cost savings: Fewer lock changes, no key handling.
- Data analysis: Attendance statistics, space optimization.
- Integration: With time tracking, lighting, fire alarms, etc.
- Sustainability: Energy optimization via presence control.
Cybersecurity in access control
Digital threats are a reality for physical security systems as well. To protect the system and user data, it is essential that access control systems are secure by design. Key aspects to consider:
- Encrypted communicationn (e.g., TLS, AES)
- Strong authentication (e.g., multi-factor login)
- Segmented network
- Regular updates
- Event logging and monitoring
- Role-based access control
A modern access control system is more than just a digital lock – it is a tool for security, efficiency, and future readiness.
Summary – things to consider when choosing a system
Choosing the right access control system is about balancing security level, flexibility, future-proofing, and cost. A system should be tailored to the organization’s size, risk profile, technical environment, and integration needs. It is important to:
- Define clear requirements for security and functionality.
- Choose a technical architecture (on-premises, cloud, or hybrid) that aligns with the IT strategy.
- Ensure card technologies and protocols meet current security standards.
- Consider future integration needs and system openness.
- Include cybersecurity as an integrated part of system design and operation.
With a well-planned and properly implemented access control system, organizations can not only enhance security, but also create a platform for efficiency, analytics, and sustainable development.
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