Access Control Reality Check: 3 Signs It’s Time to Upgrade Your Tech

That card reader mounted by your office entrance has been faithfully serving your organization for years, maybe even decades. Employees tap their cards, the door opens, people get access. From a basic functionality standpoint, everything seems to working.

But as security threats evolve and organizational needs become more complex, the question isn’t just whether your access control system works — it’s whether it’s still the right fit for your organization’s current and future requirements.

The reality is that many facility managers assume their existing access control technology is meeting their security needs simply because it’s still granting entry to authorized personnel. However, “functional” and “optimal” are two very different things — especially when it comes to security, compliance and operational efficiency.

Reassessing Your Access Control Foundation

For many organizations, the access control systems installed years ago were perfectly adequate for their needs at the time. These systems reliably controlled who could enter which areas and for environments with basic security requirements, they may continue to serve that purpose effectively.

However, as organizations grow, face new regulatory requirements or operate in environments where security is critical, the limitations of older access control technology become more apparent. Legacy systems that rely on basic proximity cards and older communication protocols may not provide the level of security, auditability or integration capabilities that present day organizations require.

The distinction matters significantly for organizations handling sensitive data, operating in regulated industries or managing facilities where unauthorized access could have serious consequences. In these environments, access control isn’t just about convenience — it’s a critical component of the overall security infrastructure.

Three Clear Signs It’s Time to Upgrade

1. Your Security Requirements Have Outgrown Your Technology

If security is critical to your organization’s operations, legacy access control technology may no longer provide adequate protection. Older systems that rely on unencrypted credentials and older communication protocols, like Wiegand, were designed for a different threat landscape than what we face today.

Organizations handling sensitive data, operating in high-security environments or managing facilities where unauthorized access could have serious consequences need access control systems that can withstand sophisticated attacks. This means encrypted credentials, secure communication between readers and controllers and comprehensive audit trails.

The key question isn’t whether your current system has security flaws — it’s whether those potential vulnerabilities align with your organization’s risk tolerance and security requirements.

2. You Need to Keep Up With Regulatory Requirements

Regulatory frameworks across Europe are increasingly recognizing the interconnection between physical and digital security. The EU’s NIS2 Directive, which came into effect in October 2024, requires organizations in critical sectors to implement comprehensive cybersecurity measures — including assessments of their physical access control systems and supply chain security.

Similarly, the UK’s GovPass program aims to replace the patchwork of different credentials that government employees have historically carried with standardized, encrypted credentials. For the hundreds of UK departments and agencies that must comply with GovPass requirements, this means upgrading legacy access control systems.

Beyond these major initiatives, industry-specific regulations are also driving the need for more secure, auditable access control solutions. Organizations subject to these requirements need systems that can provide detailed access logs and demonstrate a sufficient level of security to ensure that credentials can’t be easily duplicated or tampered with.

3. You’re Missing Massive Operational Opportunities

Perhaps most importantly, legacy access control systems are single-purpose tools in a multi-purpose world. Modern smart cards and mobile access systems can do far more than just open doors — they can integrate with building automation systems, manage parking access, handle cafeteria payments and even control printer access.

When you stick with basic proximity cards, you’re not just accepting security risks; you’re also missing opportunities to streamline operations, reduce costs and create a more seamless experience for employees and visitors.

What Finally Triggers the Migration Decision?

In our experience, organizations typically realize they need to migrate under one of three circumstances:

The Security Incident — Nothing motivates immediate action quite like discovering that someone gained unauthorized access to your facility or data. Organizations that experience a security breach often fast-track their migration plans, recognizing that their system wasn’t protecting them as well as it needed to.

User-Driven Demand — Increasingly, employees and visitors expect the same convenience they get from their smartphones everywhere else they go — including work. Why should they carry both a phone and a separate access card? This expectation is particularly strong among younger employees who view traditional key cards as outdated and inconvenient.

The Aesthetic Awakening — Sometimes the catalyst is as simple as recognizing that a 30-year-old reader looks out of place in a modern, professional environment. Organizations investing in updated office spaces often realize that their access control technology should reflect the same attention to design and functionality.

Smart Building Readiness — Organizations pursuing smart building initiatives often discover their legacy access control systems can’t integrate with modern building automation, energy management or sustainability platforms. When outdated PACS becomes the bottleneck preventing occupancy-based HVAC optimization or environmental reporting, migration becomes essential for operational efficiency goals.

The Path Forward

Migrating from legacy access control is a significant shift, but it doesn’t have to be overwhelming or disruptive, when planned for with strategic intention.

Once you’ve made the decision to migrate, the next question becomes: What’s the best path forward for your specific organization? Should you replace readers first or credentials first? How do you minimize disruption while maximizing security gains? We’ll explore these practical migration strategies in our next post.

Ready to explore secure access control solutions that can grow with your organization? Learn more about HID’s comprehensive access control systems >>