Decentralized or centralized access control: how to choose the right solution

What is centralized access control?

Centralized access control refers to any access security system where multiple entry points are managed from one central location. Centralized management enables security teams to manage permissions, credentials and authentication processes for multiple access points and readers across several locations from a single profile and management platform.

How does centralized access control work?

Centralized access control works by directing all requests and decisions through the same centralized management platform. This platform may be accessible via a physical console or web app; operators can action requests across multiple entry points from the same position.

A typical centralized access control system workflow will involve:

• Authentication: Authorized users are issued personalized access credentials as key cards, fobs, mobile credentials or biometric identifiers like fingerprint or iris scans.
• Verification: Users present their credentials to door-mounted readers to request access. The system checks credentials against internal rulesets to grant or deny entry.
• Observation: All access events are automatically logged and stored in a centralized management system. Operators can access these logs remotely to investigate events.
• System updates:In a centralized control system, software updates are administered across the entire access network simultaneously to help ensure system-wide parity.

The advantages of centralized control systems

Centralized access control can provide a wide range of security and management benefits to leaders and security personnel by helping to streamline important access security processes. 

• Simple administration: Centralized access control administration enables operators to manage and adjust devices across the entire network from within a single platform.
• Real-time visibility: Operators can view live events and receive real-time alerts from a remote-accessible web-based portal to help address access security incidents 24/7.
• Improved scalability: New access points can be added across one or more facilities and updates applied simultaneously across all devices.
• Enhanced compliance: Centralized control systems enable operators to ensure all devices are configured identically to help ensure compliance with security standards.
• High integrability: Centralized management makes it easier for operators to pursue integrations with wider devices like IP security cameras, IoT sensors and alarm systems.

What is decentralized access control?

Decentralized access control refers to a system where each access point is managed and controlled independently. In a decentralized network, each entry point has its own access control system with its own management profile.

Operators will need to access each independent access system to view events, edit credentials and manage permissions.

How does decentralized access control work?

Decentralized access control works by distributing management operations across multiple independent control systems. Like in a centralized control system, users present credentials to readers to request access, only in a decentralized control system, operators must access an independent management platform to manage requests for each access point individually.

The advantages of decentralized control systems

While decentralized access control systems can be more time-consuming and labor-intensive to operate than centralized systems, they can be beneficial in certain situations and workflows.

• More autonomy: Each individual access point can be assigned a unique operational workflow and security protections independent of wider commercial security systems.
• Increased flexibility: Users can make slight adjustments to each independent control system and install unique hardware at each access point for greater flexibility.
• Offline independence: Decentralized control systems are commonly used at remote sites with limited network capabilities as they can run offline as part of a closed system.

Centralized or decentralized access control: which is better?

Both centralized and decentralized access control systems can provide benefits in different operational environments. The major difference between centralized and decentralized control systems centers on the management of administrative permissions. Centralized systems are best if unified management is a necessity, while decentralized systems can be beneficial elsewhere.

Where is centralized access management beneficial?

Centralized access management can be beneficial in environments where consistent policies and unified administration can help security staff manage operations reliably and efficiently.

Examples of centralized management in real-world settings include:

• Multi-site businesses: Operators can action requests, investigate events and adjust permissions across multiple facilities remotely from a single, centralized control system.
• Schools and colleges: Centralized controls enable school districts and administrators to manage permissions for thousands of students and staff members simultaneously.
• Healthcare facilities: Centralized management systems provide security teams with detailed audit trails that can be used to prove compliance with industry regulations.
• Multi-tenant buildings: Property managers can control entry to shared facilities like gyms and workspaces across multiple buildings remotely from a centralized platform.
• Hospitality businesses: Operators of hotels, gyms and resorts can manage facility access and investigate events in real-time from a single unified management system.

Where is decentralized access management beneficial?

Decentralized access management can be beneficial in spaces shared by multiple unrelated entities and at remote facilities where instanced, offline-operable access controls are needed.

Examples of decentralized management in real-world settings include:

• Remote, unstaffed facilities: Decentralized systems help to keep remote, unstaffed facilities like substations secure in absence of comprehensive network and wiring infrastructure.
• Coworking spaces: Decentralized systems can be beneficial for coworking access control as they enable unrelated entities to apply unique permissions to different entry points.
• High-security facilities: High-security sites like government buildings can benefit from decentralized systems as they run offline and credentials can be individually managed.
• Multi-entity logistics: Decentralized systems are used across supply chain logistics facilities to help define local access policies for nodes controlled by unrelated entities.

Is centralized access control right for your organization?

For modern operations managers, choosing between a centralized or decentralized access control system will require an evaluation of unique operational and security needs. To identify the most appropriate type of access control system, review the points in the following decision-making checklist.

Centralized access control checklist

Use the points below to determine whether a centralized system is right for your organization.

Organizational structure

• The organization operates across multiple buildings, campuses or branches.
• Authorized users require fluid mobility across multiple buildings, campuses or branches.
• The organization has a high turnover rate/​often welcomes new users.
• The organization regularly grants temporary access to guests/​contractors.
• Authorized users require unique permissions related to their roles.

Security requirements

• Traditional keys/​untraceable access events are a significant security risk.
• Security teams require instant visibility into access events.
• Security teams require the ability to lock down access points remotely.
• Security teams require the ability to revoke/​adjust permissions remotely.

Compliance and integration

• Industry regulations require audit logs to be continuously maintained.
• Access to high-risk areas and equipment must be verifiably restricted.
• Integrations between access control, video security and alarm systems are planned.
• The organization intends to implement automated security system responses.

IT and resource management

• The organization intends to manage all security operations from a single platform.
• Security teams/​facility managers require a holistic view of all physical security systems.
• Security teams/​facility managers require remote access to security system feeds.
• The organization currently deploys or plans to deploy cloud management solutions.

If few or none of the above considerations apply to your organization, a decentralized access control system may be appropriate. Decentralized systems can be beneficial for organizations that operate remote facilities, have limited network access, have multiple internal departments that plan to manage access independently and require strict privacy controls in a local system.

Five steps to transition to a centralized management system

By adopting a centralized control system, organizations can improve security and efficiency in one or more locations. However, for a centralized management system to be effective, it must be built to accommodate the unique needs of the organization and facilities in question.

1. Identify security needs and current limitations

A new centralized access control system should be purpose-built to address the shortcomings of existing infrastructure. The first step in transitioning to centralized management must be to determine where current measures are falling short and how those issues might be addressed.

Before thinking about components and configurations, review your operations and facilities to identify common issues and complaints among authorized users in relation to access security.

Consider the following:

• How many facilities and internal access points need to be secured?
• How many unique user profiles will need to be active?
• What types of users require access (e.g. employees, residents, students and contractors)?
• Will temporary access need to be granted regularly?
• What laws and regulations does the organization need to comply with?

2. Choose the right type of centralized access system

With a good understanding of the needs that your centralized control system should be built to address, leaders must consider what type of solution to adopt. Multiple components combine to form centralized control systems, meaning decisions must be made across a few key areas.

• Deployment: Systems can be deployed from on-premise or cloud-based servers. With on-premise access control, systems are naturally shielded from cyber-threats but cannot be accessed remotely. Cloud-based access control systems are less expensive to maintain and can be managed from anywhere, but data must be encrypted to safeguard against cyber-risks.
• Credentials: Different types of credentials can benefit different user groups; key cards and fobs are user-friendly but easily lost and costly to replace, mobile credentials are convenient and low-cost but require a proprietary app, biometric credentials are highly secure but can introduce privacy issues related to the storage of personal information.
• Integration: Integrations with wider security infrastructure like commercial camera systems, sensors and alarms can enhance the capabilities of centralized control. Look for systems with open API architecture and cloud-based communication capabilities and work with a security integrator to determine whether proposed solutions can integrate with existing systems.

3. Consider infrastructural and integration requirements

One of the greatest challenges of implementing a centralized access control system concerns installing key components. While opting for a cloud-based solution can minimize installation requirements by removing the need for physical servers, key hardware like access readers will still need to be wired into existing infrastructure and integrated into wider systems.

Consider whether proposed solutions can be connected to existing wiring infrastructure and IT systems, as well as linked to cameras, sensors and alarms around your facilities. Cloud-based systems will also require a stable internet connection and cybersecurity protections to function effectively and defend against data breaches, so factor these considerations into active plans.

4. Configure the system around case-specific needs

Once the new system is installed and connected to wider infrastructure, operational rules and policies must be configured to meet unique needs. Leaders should consider how users are expected to interact with the system regularly, with convenience and security in mind.

When configuring your centralized control system, focus on:

• Roles and permissions: Permissions should be applied to different types of users based on their role within the organization; e.g. only managers can access high-risk facilities/​temporary credentials only grant access to shared and role-specific areas.
• Security automations: Integrated systems should be configured to automatically respond to security events; e.g. camera systems can be configured to flag footage of suspicious access events and send clips to security teams via SMS or email.
• Maintenance and updates: Considerations must be made for how and when access control hardware will be maintained, as well as how centralized management software will be updated without exposing security gaps or impeding day-to-day operations.

5. Train users and pursue continuous improvement

The benefits of centralized access control can only be realized if authorized persons know how to use the system properly and comply with new policies. Train staff and guests on how to request permissions, interact with access readers and safeguard credentials against misuse. Document best practices for adopting new workflows and post them on an accessible platform.

Leaders must also commit to continuously optimizing the system. Regular physical security audits should be performed to identify vulnerabilities, access logs should be reviewed to uncover suspicious events and users should be asked for feedback on ways to improve the system. By applying continuous improvement, leaders can strengthen centralized control measures.

Streamline access management

Choosing the right access control architecture is crucial for your organization’s security strategy. While centralized access control systems offer the streamlined management, real-time visibility and scalability essential for modern enterprise operations, decentralized systems provide the autonomy and flexibility needed for specialized or remote use cases.

For support in choosing the right solution for your organization, contact our security professionals to discuss your requirements and receive a free quote for your project.