(A Guide for Business and Facility Leaders)
When you think about your organization’s security, access control probably isn’t the first thing you think about every day. It’s one of those “set it and forget it” systems — quietly managing who can enter which doors and when.
But much like every other part of your technology infrastructure, access control systems age, and the shift toward cloud-based management is transforming how businesses handle physical security.
Whether you’re upgrading, expanding, or simply maintaining your system, understanding how access control works — and where it’s heading — will help you make smarter, more secure decisions.
What an Access Control System Really Does
At its core, access control manages and verifies who can access certain areas and when. Instead of physical keys, systems use digital credentials — cards, fobs, smartphones, or biometrics — to authenticate employees and visitors.
A properly configured access control system helps your organization:
✅ Protect employees, assets, and confidential data
✅ Track entry activity for compliance and investigations
✅ Simplify user management as staff join or leave
What looks like a simple card tap or door click is a network of hardware, software, and encrypted communication working together in real time.
The Components of Access Control
“The DNA” of Every System
No matter the brand or size, every access control system includes a few key building blocks. Just as important as the technology itself is the partner who supports it. Morefield has decades of experience designing, installing, and managing access control systems — giving organizations a trusted advisor they can rely on for every stage of their security journey.
1️⃣ Database
Holds all user profiles and permissions — the digital “keys” that define who can enter which doors. Traditionally, this lives on a local server. In cloud-based systems, it’s hosted in a secure data center, protected by encryption and redundant backups.
2️⃣ Control Boards
The brains of the system. Control Boards connect directly to door readers and locks, storing a local copy of the database to keep doors operational if the server or internet goes offline.
Modern controllers often use Power over Ethernet (PoE) and TLS-encrypted communication for greater efficiency and security.
3️⃣ Readers
The part users interact with — card readers mounted adjacent to a door that accepts the employee’s card, fob, smartphone, or biometrics. Modern systems support multiple credential types, including:
- RFID cards | key fobs
- Mobile credentials (Bluetooth or NFC)
- Biometric verification (fingerprint, face, or iris)
- Proximity unlocking using smartphones or wearables
4️⃣ Electronic Door Locks
Once credentials are verified, the controller signals the electronic lock to release.
Locks are designed with fail-safe or fail-secure options, ensuring doors behave appropriately during power loss or emergency conditions.
Technology Evolving: Cloud-Managed Access Control
In traditional systems, everything — software, data, and management — lives on a local server.
In a cloud-managed system, the control hardware remains onsite, but the database and administrative functions move to the cloud.
💡 Key Benefits of Cloud Access Control
✅ No more server maintenance — no local hardware refreshes, patching, or backups to manage.
✅ Always current — automatic updates keep your system secure and feature-rich.
✅ Remote accessibility — manage users, permissions, and reports from anywhere.
✅ Scalability — easily add sites or doors as your business grows.
✅ Enhanced cybersecurity — AES-256 encryption, MFA logins, and redundant data center to host the access control application protect your system and data.
Pro Tip: Cloud platforms now integrate with HR systems, visitor management, and video surveillance — creating unified, smart security ecosystems.
Should I Migrate to the Cloud?
Curious how your system stacks up? Morefield experts can evaluate compatibility and ROI. If your access control system is 8–10 years old, this is a great time to consider a cloud upgrade.
Here’s what to evaluate before making the move:
Number of Doors
Cloud systems are licensed per door, typically $180–$250 annually. This subscription replaces legacy software support costs and includes hosting, updates, and technical support.
Age of Your Control Boards
Control Boards can last 15–20 years, but older models may not support cloud integration. If your hardware is newer than 8 years, migration is usually straightforward. Otherwise, plan for Control Board replacements as part of your project.
Management Approach
Decide whether to manage the system in-house or partner with a provider like Morefield through an Access Control as a Managed Service plan. This model offloads daily administration, credential updates, and monitoring to certified professionals.
Implementation & Timeline
Migration typically includes:
- Database migration
- Controller verification
- Connectivity testing
- Credential revalidation
Expect 3–5 days of combined on-site and remote work for most mid-sized facilities.
Keeping Your Existing System Secure
If you’re not ready to move to the cloud yet, you can still extend the life and reliability of your existing on-premise access control system. Morefield can help you strengthen your current setup with a consultative approach that usually includes
🔧 1. Maintain Software Support
Stay enrolled (current) in the manufacturer’s software support plan for continued patches and escalation paths.
💻 2. Monitor Server Health
Make sure the premise server that contains the access control application | database is covered under warranty, backed up daily, and monitored for performance.
🔌 3. Replace Aging Controllers
Outdated boards can disable multiple doors at once. Proactively replacing them avoids costly emergency downtime.
🧾 4. Audit Users Regularly
Remove inactive users and confirm access levels match job roles — a simple but often overlooked security layer.
What’s Ahead: The Future of Access Control
Cloud migration isn’t just about convenience — it’s a strategic modernization project.
Tomorrow’s access control systems will integrate with:
- AI-driven video analytics
- Cloud-connected visitor management
- Touchless & mobile-first credentials
- APIs that sync with HR and IT systems for real-time access provisioning
As technology evolves, access control becomes the foundation of intelligent building security — not just door management.
Comparison Table: On-Prem vs. Cloud Access Control
| Feature | On-Premises | Cloud-Managed |
| Server Location | Local hardware | Secure data center |
| Software Updates | Manual | Automatic |
| Accessibility | On-site only | Anywhere with internet |
| Scalability | Limited | Effortless, per door |
| Maintenance | IT-managed | Vendor-managed |
| Cost Model | One-time + support | Subscription per door |
| Security | Depends on local IT | Enterprise-grade encryption |
Ready to Evaluate Your Options?
If your access control server is aging or you’re curious about cloud-managed systems, now’s the perfect time to consider your setup.
Partnering with an experienced integrator like Morefield ensures you get:
- A complete hardware and compatibility assessment
- A detailed migration roadmap
- Minimal downtime and maximum value
Protect your people, property, and peace of mind — today and into the future. Want to Talk About Your System? Contact Morefield to schedule a consultation or site evaluation.
Your doors — and your data — deserve modern, reliable protection.