Choosing an access control system: checklist for associations and property owners
A concrete checklist covering doors, cards, permissions, administration and backup procedures for when you are choosing a new access control system.
An access control system is more than the card reader at the door. A good choice starts from who needs to get in, when they need to, and who will handle changes over time.
Take stock of doors and users
List the doors to be covered and note the existing lock, the door environment and how the doors are used. Then do the same for the people: members, employees, contractors and occasional visitors all have different needs.
Requirements to decide on
- Should existing locks and cylinders be kept?
- Does the same card need to work on several doors or for other functions?
- Should access be limited to certain days and times?
- Who adds and blocks people in the administration interface?
- What logging is needed and who may see it?
- How do mechanical backup opening and other procedures work during an outage?
Count the administration — not just the installation
Do not compare purchase cost alone. Include the time spent on handing out and collecting keys, blocking cards, changing schedules and dealing with lost keys. A simpler system that your own organisation can administer may be worth more over time.
Plan the rollout
- Appoint a system owner and a deputy.
- Clean up the people register before handing out cards.
- Create named access groups instead of individual special solutions.
- Document the procedure for lost cards.
- Tell users how the card is used and where to report faults.
The key takeaway
Start from everyday access work. The technology is a success when the right person gets in easily — and the wrong card can be blocked quickly.
