Implementing Access Control for Small Businesses

Access control systems are no longer just for large corporations with extensive security budgets. Today’s technology makes these powerful security tools accessible and affordable for small to medium businesses. This guide will walk you through implementing a cost-effective access control system that protects your assets, employees, and sensitive information.

Why Your Small Business Needs Access Control

Before diving into implementation, it’s important to understand the benefits:

  • Enhanced Security: Limit who can enter your premises and when
  • Simplified Management: No more keeping track of physical keys or changing locks
  • Detailed Records: Know exactly who accessed what areas and when
  • Customizable Access Levels: Different access permissions for different employees
  • Cost Savings: Reduce security staffing needs and potential losses from theft

Step 1: Assess Your Security Needs

Before purchasing any equipment, carefully evaluate your specific requirements:

Property Assessment

Walk through your premises and identify:

  • Entry points: All doors, gates, and other access points that need security
  • Sensitive areas: Rooms containing valuable inventory, confidential information, or critical infrastructure
  • Traffic patterns: How employees, visitors, and customers move through your space
  • Existing security: Current locks, security cameras, and other measures

User Assessment

Consider who needs access to your facility:

  • Regular employees: Daily access needs and schedules
  • Temporary workers: Contractors, seasonal staff, or temps
  • Visitors and customers: How they’ll be handled in your system
  • Remote access needs: Who might need to grant access from offsite

Risk Assessment

Identify your most significant security concerns:

  • Theft prevention: Protecting inventory or equipment
  • Data security: Safeguarding sensitive information
  • Employee safety: Protecting staff from potential threats
  • Compliance requirements: Any industry-specific security regulations

Step 2: Choose the Right Access Control System

Small businesses typically choose between three main types of systems:

1. Cloud-Based Systems

Recommended for: Most small businesses, especially those without IT staff

Pros:

  • Low upfront costs (typically monthly subscription)
  • No on-site server required
  • Remote management from anywhere
  • Automatic software updates
  • Easily scalable as your business grows

Cons:

  • Requires reliable internet connection
  • Monthly subscription costs
  • Potential privacy concerns

2. On-Premises Systems

Recommended for: Businesses with IT support and higher security requirements

Pros:

  • One-time purchase (higher upfront cost but no ongoing fees)
  • Works without internet connection
  • Total control over your data
  • No dependence on third-party servers

Cons:

  • Requires technical expertise to maintain
  • Higher initial investment
  • Responsibility for updates and security patches

3. Hybrid Systems

Recommended for: Businesses wanting both local control and remote accessibility

Pros:

  • Functions during internet outages
  • Combines benefits of both approaches
  • Can offer enhanced reliability

Cons:

  • More complex to set up and maintain
  • Higher overall cost

Step 3: Select Your Access Credentials

Modern systems offer several options for access credentials:

Key Cards or Fobs

Best for: Traditional workplaces with standard operating hours

Pros:

  • Familiar and easy to use
  • Relatively low cost per user
  • Can be quickly deactivated if lost

Cons:

  • Can be lost, forgotten, or shared
  • Replacement costs add up over time

PIN Codes

Best for: Areas with lower security requirements

Pros:

  • Nothing physical to carry or lose
  • Easy to implement
  • No per-user cost

Cons:

  • Codes can be shared
  • Limited security compared to other options
  • Users may forget codes

Mobile Credentials

Best for: Tech-savvy workforces, businesses minimizing physical contact

Pros:

  • Employees already carry their phones
  • Difficult to duplicate
  • Can be updated remotely
  • Touchless operation

Cons:

  • Requires compatible hardware
  • Depends on charged phones
  • May require staff training

Biometric Access

Best for: High-security applications

Pros:

  • Cannot be lost or forgotten
  • Extremely difficult to duplicate
  • Creates indisputable access records

Cons:

  • Higher implementation costs
  • Privacy concerns
  • May require backups for system failures

Step 4: Installation and Setup

Proper installation is critical for system effectiveness:

Professional vs. DIY Installation

Many cloud-based systems now offer DIY-friendly installation, which can significantly reduce costs. Consider professional installation if:

  • You have numerous access points
  • You need integration with existing security systems
  • Your building has complex wiring requirements
  • You lack time or technical comfort for DIY installation

System Setup Best Practices

Regardless of who performs the installation:

  • Create user groups with appropriate access levels
  • Set time restrictions for when access is permitted
  • Establish zones within your facility if needed
  • Document your configuration for future reference
  • Train an administrator on system management

Step 5: Create Access Policies and Procedures

Technology is only effective when paired with clear policies:

Essential Policies to Develop

  • Access level definitions: Who gets access to what areas
  • Visitor management procedures: How guests are processed
  • Credential handling rules: Prohibiting sharing of cards/PINs
  • Lost credential protocol: Steps to take when access credentials are lost
  • Hours of operation enforcement: When different areas are accessible
  • Emergency protocols: Access during emergency situations

Employee Training

Ensure all staff understand:

  • How to use their credentials properly
  • The importance of not sharing access
  • Procedures for reporting security concerns
  • Protocol for visitor handling

Step 6: Testing and Maintenance

Before full deployment:

  • Test each access point thoroughly
  • Verify that user permissions work as expected
  • Ensure emergency overrides function properly
  • Confirm that logs and reporting meet your needs

Establish a maintenance schedule that includes:

  • Regular system audits
  • Prompt removal of former employee credentials
  • Periodic review of access logs
  • Testing of backup systems
  • Software updates as available

Cost Considerations

Access control costs vary widely based on system complexity. For small businesses, expect:

  • Hardware costs: $300-$1,200 per door (reader, lock, installation)
  • Software/subscription: $5-25 per door monthly for cloud systems
  • Credentials: $3-10 per card/fob, $0 for mobile credentials after initial setup
  • Maintenance: 10-15% of system cost annually for updates and repairs

Case Study: Retail Boutique

A small clothing retailer with 10 employees implemented a cloud-based access control system with mobile credentials for their front and back entrances. Their solution included:

  • Two door controllers with readers ($700 each)
  • Cloud subscription ($25/month)
  • Mobile credentials for all staff
  • Integration with their existing security cameras

Total first-year cost: $2,100 ($1,800 upfront plus $300 in subscription fees)

Benefits realized:

  • Eliminated key management issues
  • Reduced opening/closing time by 10 minutes daily
  • Prevented unauthorized access during a former employee incident
  • Provided peace of mind through remote access monitoring
  • Estimated ROI achieved in 14 months through time savings and theft prevention

Conclusion

Access control is increasingly essential for businesses of all sizes. With today’s scalable, affordable options, small businesses can implement professional-grade security solutions that were once only available to large enterprises.

Start with a thorough assessment of your needs, choose a system that balances security with usability, and establish clear policies. With proper implementation, an access control system will not only enhance your security but can also improve operational efficiency and provide valuable business insights.

Remember that security is an ongoing process, not a one-time installation. Regular review and updates to your system will ensure it continues to meet your evolving business needs.