Managing physical access in today’s hybrid, fast-moving organizations is no longer just about badges and doors — it’s about trust, compliance and control. Yet many security teams are still grappling with a critical challenge: identity data scattered across HR, IT and physical access systems. In this episode of HID’s Workforce Identity and Access Management podcast series, Matthew Lewis, Director of Product Marketing for Workforce ID, joins Don Campbell, VP of Product, to unpack this challenge and explore how centralizing identity governance through PIAM can dramatically reduce risk, streamline operations and lay the foundation for smarter, scalable access control.

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The Hidden Cost of Disconnected Identities

Disconnected identities pose a significant risk to organizations. When identity data is scattered across HR, IT and physical security systems, it becomes nearly impossible to maintain a consistent, auditable source of truth. This lack of integrity undermines compliance, delays onboarding and increases the risk of overprovisioned access. In PIAM terms (physical identity and access management), it’s a breakdown of the identity life cycle, where enrollment, credentialing and access control operate in silos rather than in sync. As Don illustrates, even something as simple as a name discrepancy such as “Don Campbell” versus “Donald Campbell” can compromise the integrity of the system and lead to access errors, audit failures or worse.

These inconsistencies carry a tangible financial cost. Matthew references research that estimates the price tag for an incorrect data point is $10 each. Organizations experience an even higher cost per inaccurate identity record due to the cascading impact on access permissions, compliance and reporting.

More critically, disconnected identity data creates real security vulnerabilities. When access decisions are made using outdated, partial or inconsistent identity information, organizations risk granting access to the wrong individuals or failing to revoke access when roles change. “Trying to solve that problem after you’ve duplicated an identity like that is expensive,” Don notes. “It often requires manual intervention that doesn’t scale.”

The Policy Engine Approach To Centralized Identity Governance

Traditional security and identity systems struggle to manage the complexity of today’s workforce and departmental ownership of data. For example, fragmented data ownership between HR, IT and physical security teams opens the door for these issues, especially when managing non-traditional identity types like contractors, shift workers or third-party vendors. To solve this, Don introduces the concept of a policy engine: a centralized, rules-based framework for synchronizing identity data and enforcing governance across systems. This approach transforms identity management from a siloed, disconnected process into a proactive model that ensures physical access decisions are based on consistent, real-time identity information.

Delegated Identity Management With Centralized Oversight

One of the strengths of physical access and identity platforms is their ability to decentralize identity onboarding and offboarding while simultaneously enabling centralized identity life cycle management. This approach reflects the practical reality that different departments work with distinct identity groups, and that centralized teams can’t always track changes in real time. Some organizations, like data centers that rely on third-party contractors to service their facilities, go even further, allowing trusted external partners to manage their own identity records within a PIAM system. This flexible delegation model ensures accurate identity management while eliminating administrative bottlenecks. It also strengthens auditability by preserving full visibility into who is editing data, and who is entering facilities and why.

Synchronizing Identity With Physical Access Control

While managing identity data is complex, the goal remains straightforward: ensuring that the right individuals can access the right spaces at the right times, for the right reasons. Don reminds listeners that access control systems rely on accurate, real-time identity data to function securely. When that data is siloed or outdated, even the most sophisticated access technology can fail.

Successful PIAM implementation begins with treating identity governance as a foundational layer, not a bolt-on. When systems are synchronized and identity sources clearly defined, access control becomes smarter, faster and more reliable.

Strategic Guidance for Security Professionals

Don outlines several key considerations for teams exploring PIAM solutions:

• Assess the current state — Identify where identity data lives, how it’s managed and where inconsistencies occur. Quantify the cost of inefficiencies.
• Define governance policies — Establish which systems are authoritative for each identity attribute and set clear rules for synchronization
• Build for flexibility — Choose solutions that support delegated management, dynamic policy changes and evolving workforce needs

When implemented with intention and strategy, PIAM empowers organizations to secure access for employees, contractors, suppliers and many more — all while minimizing administrative overhead. As the conversation between Matthew and Don illustrates, the future of physical security depends not just on controlling door access but on automation around managing the identities of those who walk through them.