"Nearly 60% of organizations have experienced unauthorized physical entry, and 34% of companies report breaches resulting from unauthorized access to sensitive corporate information." This statistic from the SANS Access Management Survey is unsettling but requires consideration. It highlights the growing need to ensure your real estate or corporate organization has an up-to-date and customized access control system.
Access control is a vital security measure that protects both physical and digital assets by regulating who can gain access to properties and sensitive resources. It also ensures a smooth and congruent operation for property owners, managers, corporate security teams, and IT professionals.
What if you could plan and implement an access control system that perfectly fits your unique security needs within your real estate or corporate organization? By following some simple steps and suggestions below, your organization can avoid the consequences of unauthorized access, security breaches, and operational inefficiencies.
What is Access Control
Access control is a security measure that regulates who or what can gain access to a restricted space or view or use sensitive resources within a physical or digital environment. There are two main types of access control:
Physical Access Control: This type of access control regulates entry into a physical space, such as a building, an office, a room, or a restricted area. Credentials in physical access control include key cards, fobs, biometric scanners (fingerprint or facial recognition), and PIN codes.
Logical Access Control: Digital settings require a unique method of safeguarding, and logical access control is ideal for that environment. It regulates who can view or modify digital data through usernames, passwords, two-factor authentication (2FA), and encryption. Corporate environments use logical access control to protect sensitive information from unauthorized access.
Access control systems have made great strides, from physical locks and keys to tech-forward systems such as biometric authentication (fingerprints and retina scans), AI-driven identity verification, and cloud-based systems.
Importance of Access Control
It’s difficult to overstate access control's importance in protecting digital and physical assets, as it directly affects the security and integrity of a company's most valuable resources. When access control is not implemented correctly, organizations face several risks:
Unauthorized Entry: Unapproved individuals can access restricted information and areas.
Data Breaches: Weak access control leads to unauthorized access to sensitive information.
Financial and Reputational Damage: Significant financial loss, legal ramifications, and reputational damage can occur due to poor access control.
These adverse security situations can be mitigated by deploying an enhanced security posture, such as an access control system tailored to a property or organization's specific needs.
Components of Access Control
An access control system requires several key components working in conjunction to secure resources and manage access efficiently:
Authentication: The process of verifying a person's identity before allowing access.
Authorization: the system determines what resources or areas the user can access based on a predetermined set of parameters.
Access: Once the user is authenticated and authorized, they are granted or denied access to the resource or area.
Management: An access control system requires diligent management and maintenance to provide ongoing property and resource security.
Auditing: Auditing an access control system is crucial to verifying and monitoring access logs to identify potential security violations.
When the above components have been implemented, access control systems can provide a solid foundation protecting both physical and digital assets in a real estate or corporate environment.
Types of Access Control systems
Every organization, whether in the real estate or corporate environment, has different and unique needs for securing access to property and resources. In this tech-savvy world, many types of access control systems are designed to meet the security needs of most businesses and organizations. The following are some of the most common types of access control systems.
Discretionary Access Control (DAC)
DAC allows the data owner to decide who can access specific data and resources according to previously specified rules.
How it works
The resource owner grants permission to access a document, a room, or a network at their discretion. For example, a property owner could grant residents, vendors, and property managers different access levels in real estate.
In a corporate situation, DAC might be implemented in a smaller office where department heads control team members' access to files and resources. Competitor content often highlights DAC’s flexibility but stresses the security risk when individual will is not strictly managed.
Advantages
DAC is flexible because resource owners have complete control over access permissions.
It’s easily implemented in smaller environments
Disadvantages
Permissions can be easily shared, distributed, and abused, making DAC vulnerable to inside risks and, thus, creating a security issue.
Due to the lack of central oversight, there is less consistency in managing permissions, which could lead to a potential security breach.
Mandatory Access Control (MAC)
The reverse of DAC, Mandatory Access Control (MAC), is a strictly scrutinized access control system where a central authority sets permissions based on regulations or policy.
How it works
A central authority determines access to resources. Security classifications are applied to users and resources; only individuals with matching security credentials can gain access.
DAC is commonly implemented in government and corporate office buildings to ensure only personnel with implicit security clearances can access classified facilities or information. In some competitor approaches, MAC often contrasts with an emphasis on security over ease of use.
Advantages
Centralized control and a high level of security reduce the risk of unauthorized access.
MAC is ideal for use in sensitive environments such as government and corporate office sectors.
Disadvantages
Users lose access flexibility because of stricter regulations, and upgrading permissions can be riddled with red tape.
Rigid rules in large organizations create a complex management situation.
Role-Based Access Control (RBAC)
RBAC is based on a role within an organization rather than an individual identity. The job function within the company defines the role, and permissions are determined in conjunction with the needs of that role.
How it works
Each role has specific permissions associated with it. For example, a property manager usually has full access to building systems, while a resident only has access to their unit and shared spaces.
Real estate companies with large workforces with different roles, such as property managers, security, and landscapers, have different access needs and commonly implement RBAC. Competitors often highlight its simplicity and effectiveness in corporate environments.
Advantages
Access is easier to manage when assigned to roles versus individuals.
Ideal for large organizations where assigning access to individuals would be impractical.
Disadvantages
RBAC can be too rigid for fluid organizations. If roles aren’t defined flexibly, inefficiencies and security gaps may occur.
Attribute-Based Access Control (ABAC)
Deployed in identity and access management frameworks, ABAC uses dynamic policies based on user attributes to determine access. Some attributes used to determine access are a user’s role, location, time of day, or specific actions they are trying to perform.
How it works
A set of rules evaluates various user attributes before access is granted. These include user credentials, the sensitivity of the resource, and environmental conditions such as time or location. ABAC is used in cloud environments where access control methods lack flexibility.
For example, a real estate company with cloud-based property management software might use ABAC to grant diverse access levels based on location and time of day. Competitors often display ABAC's flexibility in highly dynamic corporate or tech-heavy environments.
Advantages
The flexibility of ABAC allows it to accommodate a wide variety of conditions to fine-tune access control.
ABAC is ideal for cloud-based systems or decentralized real estate settings, which benefit from its adaptability.
Disadvantages
The formation and setup of ABAC protocols can be complex and require careful planning.
Evaluating multiple attributes can affect system performance and lead to higher computation costs.
Rule-Based Access Control
Rule-based access controls grant entry based on predetermined rules rather than user roles or attributes. The rules are usually based on conditions such as time, location, or specific events.
How it works
Access is granted based on a set of rules determined by administrators based on the user's time of day or location. For example, a commercial office building may restrict access after working hours. Competitors highlight how rule-based access control works well for settings requiring specific restrictions.
Advantages
Access can be securely controlled based on time of day and location.
Predefined rules are simple to implement, maintain, and enforce.
Disadvantages
Rigid rules won’t work well in a dynamic environment.
Unforeseen situations can be challenging to accommodate if the rules are too strict.
Identity-Based Access Control
As the name implies, identity-based access control is based on the user's identity, and access is granted through unique credentials like biometrics, passwords, or digital certificates.
How it works
The system's most common authentication methods for verifying a user are biometrics (fingerprints and retina scans), smart cards, or passwords. Once the user's credentials are authenticated, access is granted to specific resources.
Luxury residential complexes may use identity-based access control to allow only authorized personnel or residents to access certain areas. Competitor content often emphasizes its focus on security and personalization.
Advantages
Each individual gets a personalized set of access permissions.
The unique identification process of biometrics yields a higher level of security, minimizing risk and theft.
Disadvantages
Implementing identity-based systems can be expensive
Collecting and storing biometric credentials can raise privacy issues.
Benefits of implementing Access Control systems in real estate and corporate environments
Real estate and corporate settings are appealing targets for intruders and those seeking to steal sensitive resources. Deploying an access control system in these settings has many benefits. Below are some essential benefits companies enjoy from implementing access control.
Enhanced Security: Access control systems minimize the risk of unauthorized entry, theft, vandalism, and data breaches. Security is further enhanced by features such as monitoring, alarms, and audit trails, which allow administrators to detect and respond to threats in real time.
Operational Efficiency: Access control systems not only secure the environment but also aid in streamlining operations by automating the management of ingress and egress. Mechanized processes replace keys and physical security personnel, resulting in more efficient response time and fewer administrative burdens.
These systems can be integrated with existing building management systems to create a more fluid work environment. For example, employees can be easily managed, allowing for faster changes in access permissions.
Granular Access: The ability to update access permissions quickly and efficiently leads to improved security, flexibility, and smooth operation. The granularity of access controls, i.e., setting permissions based on roles, attributes, or individual needs, ensures fast access to those who need it and revokes access when an employee leaves, or a resident moves out.
Regulatory Compliance: Access control helps organizations comply with regulatory requirements such as HIPAA, PCI DSS, and GDPR. Having an access control system in place ensures that only authorized personnel can access sensitive resources while recording access events. Diligent documentation is crucial for audits and ensures compliance with industry standards, making penalties or legal issues less likely.
Scalability and Adaptability: Most access control systems are designed for scalability to grow and adapt to an organization’s needs. They can be tailored to meet the needs of any growing business environment, providing operational longevity and value.
Financial Benefits: Companies that embrace access control can reap significant financial benefits. By automating access management and reducing manual administrative tasks, organizations can achieve long-term savings due to reduced reliance on physical security personnel, faster access updates, and fewer security breaches.
How to choose the right Access Control system for your property
When choosing an access control system, selecting one that is well-aligned with your unique property’s needs is important. An adequately tailored system is cost-effective while preventing unauthorized access, protecting sensitive assets, managing costs effectively, and streamlining operations.
Assess your security needs
High-security areas like data centers and C-suites may require a higher-tech system such as biometric or fingerprint entry. At the same time, more straightforward solutions like mobile access or keycards would suffice in general offices and common areas. When assessing your needs, consider the following:
The number of entry points and areas needing protection
The types of assets or information being safeguarded
Potential security risks specific to the property (e.g., theft, unauthorized entry)
Investing in a comprehensive risk assessment will help to identify vulnerabilities and ensure a customized fit for your operation.
Determine the type of Access Control system
Several types of access control systems are available. The challenge is selecting the ideal system for your unique business environment. Remember, different types of access control systems cater to various needs. The most common systems include:
Card-based systems: Popular for office environments, these provide a secure yet convenient way to manage access.
Biometric systems: These use fingerprints, facial recognition, or iris scans and offer high security for sensitive areas.
Keypad systems: These are ideal for smaller properties, gate entries, or low-security areas, requiring PIN codes for entry.
Mobile access systems: Enable users to gain access via smartphone apps, offering convenience and flexibility.
Consider integration with existing systems
An access control system capable of integrating with existing technologies augments overall security and operational efficiency. The good news is that in our tech-forward environment, most do. Access control systems can be linked with:
Security cameras to monitor entry points
Alarm systems to trigger alerts during unauthorized access attempts
Building management systems to streamline functions like lighting and HVAC
Before investing, ensure the system is compatible with the property’s existing infrastructure. Improved response times during security breaches can be expected with appropriate integration
Evaluate scalability and flexibility
A little research into evaluating whether an access control system is scalable and adaptable to your operation will pay dividends in the future. Your access control system must keep up as your real estate portfolio expands and takes on a more diverse range of properties. Seek systems with modular designs that allow for customization and easy upgrades to avoid significant overhauls.
Consider budget and total cost of ownership
Determining system and installation costs is essential, but it’s a good idea to consider the total cost of ownership over time. This includes:
Upfront costs: Equipment and installation
Ongoing costs include maintenance, software updates, and system upgrades. Both short-term and long-term financial implications should be evaluated to ensure the system provides value without breaking the budget.
Review vendor support and reliability
Choosing a reliable vendor with a good track record is just as important as selecting an access control system that fits your organization well. The time you spend seeking a vendor who will support you and your company will ensure the system functions smoothly. Your vendor should have:
Strong customer service and technical support
Comprehensive warranty options
A reputation for reliability in the industry.
Common challenges and best practices in Access Control
Investing in an access control system may be an organization's most crucial business decision. Although these systems bring peace of mind and support a smooth operation, they also come with their own set of challenges. Conducting due diligence can reduce some of these concerns and ensure that an organization’s system will remain effective and secure. Here are a few suggestions to consider:
Integration with Existing Infrastructure
Selecting systems with built-in integration features or hiring a company with experience integrating legacy systems with new ones can help avoid potentially costly and complex integration conflicts with existing property infrastructure.
Scalability to serve a growing organization
A thriving real estate company ready to expand an existing location or add additional sites must plan to ensure its access control system will easily accommodate new users, features, or new locations without unsettling daily operations. This can be accomplished by choosing a modular system that allows for expansion.
Managing User Access Levels and Permissions
Guaranteeing authorized access and ensuring the system is regularly updated and monitored is critical to security and safety. To address this, deploying a role-based access control system (RBAC) and conducting regular audits of user permissions are best practices.
Addressing potential weaknesses
Weak authentication methods, outdated software, or physical breaches can expose an access control system to vulnerability and security risks. Regular system assessments, updates, and audits can mitigate these potential hazards and enhance security and operational efficiency.
Conclusion
Implementing your organization's ideal access control system involves more than choosing one of the six systems discussed above. Instead, focus on finding the system that best aligns with your environment’s security needs, operational goals, and growth potential.
Whether it’s the flexibility of Discretionary Access Control, the strict rules of Mandatory Access Control, or something in between, each type offers distinct advantages depending on the context of your organization’s needs, culture, and environment.
Digesting and considering the above information control is an excellent start on the road to success, but it is still daunting. SmartRent would like to work with you and assist you in choosing an access control system unique to your organizational needs.
Why not contact us today at smartrent.com to explore our expertly engineered access control systems and request a free demonstration?