The Legacy Lock-and-Key Conundrum
Let’s be honest: few things age as badly as on-prem security tech. Key fobs are the Nokia 3310 of access control: sturdy, familiar, but hopelessly outclassed by today’s smartphones. And those on-site servers humming away in broom cupboards? They’re more likely to host dust bunnies than cutting-edge security.
This isn’t just an aesthetic gripe. In a world where hybrid working and compliance audits are the norm, being tethered to hardware is like bringing a quill pen to a board meeting.
If your facility’s security still revolves around plastic fobs and a dusty server in a cupboard, you’re not alone. But you might be overdue for an upgrade. Panel-based access systems once did the job, but they’re clunky, maintenance-heavy, and rooted in an era where remote work meant carrying your files home on a floppy disk.
Cloud-based access control, by contrast, offers agility and insight that legacy systems simply can’t. In fact, it’s now one of the fastest-growing areas in building security, as IT and facility leaders look for ways to cut costs, simplify operations, and improve resilience.
Take real estate operator Tom Hogan, who called his old system “not very nimble”. It required a fixed PC to make even minor changes. Switching to cloud-based mobile access allowed him to remotely adjust schedules or revoke repairman credentials in seconds – a convenience that made the legacy approach feel archaic.
So why are so many IT and security leaders making the move? Let’s unpack five major benefits of cloud-based access control.
Remote Credential Management – Access from Anywhere
Legacy systems tie admins to on-site PCs. Cloud platforms set them free. Adding, revoking, or modifying user credentials can now be done from any device, anywhere.
This eliminates common pain points:
- Driving to a site after hours to unlock a door.
- Maintaining inventories of physical keys and chasing down ex-employees to return them.
- Delays in disabling lost or stolen fobs.
Consider how often physical fobs go missing. Studies suggest that 17% of employees misplace their access card each year (Source: HID Global). Each one is a small but real vulnerability, especially if deactivation isn’t immediate. With cloud control, the response is instant: revoke in seconds, even while you’re sipping your morning coffee.
Mobile credentials also open doors (literally) to smoother user experience. No more queuing for a plastic fob on your first day, and no more badge printers that jam right when HR is onboarding 20 graduates. For IT and FM teams, less plastic means less hassle, lower cost, and yes, fewer late-night badge rescues.
With mobile credentials, employees use smartphones instead of cards, while administrators push updates instantly. Add or delete users, tweak permissions, and receive alerts for incidents: all on demand. Security becomes proactive, not reactive.
Real-Time Entry Logs and Alerting
On-prem systems tend to store logs locally, often reviewed long after the fact (if at all). In the cloud, every access event is captured instantly, searchable, and can trigger real-time alerts.
Top offerings allow admins to customise notifications to stay updated on specific events. Even better, when paired with cloud CCTV, access events link directly to video: one click shows you exactly who opened the server room at 2am.
This integration creates a live, tamper-proof audit trail: invaluable for compliance, investigations, and peace of mind. No more USB downloads or overwritten DVR tapes.
Goodbye Servers, Goodbye Maintenance
On-premises setups often resemble small data centres – panels, PCs, licences, and endless patching. Cloud systems eliminate these burdens. Providers push automatic updates, apply security patches, and maintain global uptime.
Anyone who has run an on-prem badge server knows the drill: someone forgets the admin password, Windows insists on an update mid-day, or the backup drive fails just when an auditor is asking for logs. Each hiccup costs time, and often money.
Cloud flips this model. Instead of reacting to every hiccup, you get a system that is patched automatically, monitored continuously, and designed for redundancy from the start. Typically cloud providers use a global data centre strategy: every stream is encrypted, stored redundantly, and accessible without a local recorder. For IT teams, it’s less firefighting, more strategy.
Financially too the case is strong. Nexora estimates businesses can cut 30–50% in total costs over five years by switching, thanks to reduced site visits, fewer hardware refreshes, and predictable SaaS subscriptions.
And redundancy matters: cloud systems replicate data across multiple data centres. If one node goes down, others pick up the slack. Compare that with a single ageing server in a cupboard, and the choice is clear.
Integration with the Smart Building Ecosystem
Legacy access control rarely plays nicely with others. Cloud-based platforms thrive on integration. One open API provider has enabled over 500 third-party applications. This means:
- HR databases can auto-provision or revoke access when staff join or leave.
- Visitor management apps can issue temporary mobile passes.
- Security dashboards combine access, video, and even HVAC data in one view.
Cameras and access control integration is a good example: one interface, single sign-on, and video linked to every door event. It’s a seamless ecosystem, not a collection of silos.
For IT leaders, this interoperability means futureproofing. Today it might be HR and video. Tomorrow it could be AI analytics or ESG compliance tools. Cloud ensures you can plug in whatever’s next.
Imagine tying your access system into HVAC: when the last person badges out, the air-con and lights automatically power down. Or linking it to a visitor management app so a contractor receives a QR code valid only for the day and only for the specific floor they need. These are not futuristic gimmicks: they’re running today on open-API platforms.
For organisations under ESG pressure, integration can also support sustainability reporting. Access logs combined with occupancy data show exactly how spaces are used, which can help justify energy savings initiatives. Physical security becomes a contributor to environmental performance, not just a cost centre.
Scalability Without “Rip and Replace”
Traditional upgrades often require ripping out panels and wiring, which is expensive and disruptive. Cloud-based access control is modular: add sites, doors, or users without overhauling infrastructure.
Most solutions support open standards, meaning you can often connect existing readers and cameras rather than buying proprietary hardware. Nexora, for example, emphasises a “no rip-and-replace” philosophy, enabling gradual migration.
This scalability is elastic: spin up new access points temporarily, adjust data retention policies with a click, or expand to new sites instantly. In Brivo’s survey, 31% of professionals ranked scalability among the top benefits of cloud adoption.
Conclusion: Beyond the Key Fob
From anywhere management and real-time visibility to integration and scalability, cloud-based access control is transforming how organisations secure their buildings. The old world of servers, fobs, and manual processes feels increasingly out of step with modern IT.
Yes, questions about cloud security arise. But providers typically deliver enterprise-grade encryption, redundancy, and compliance that far surpass a local DVR in a broom cupboard.
Ultimately, cloud-based access control isn’t just about opening doors. It’s about closing the gap between physical security and the flexibility of modern IT. For forward-looking IT and security leaders, the message is clear: the future is beyond key fobs.
We’ve moved payroll, CRM, even coffee machines into the cloud. Keeping access control stuck in the server room is procrastination not prudence. The technology is mature, and the next wave is unification – one pane of glass for CCTV, access, and alarms.
So, the question isn’t “why move?” — it’s “why stay behind?”
If you’d like to explore how this shift could work in your own organisation, get in touch with Nexora.
