Physical Access Control System (PACS) – Your Complete Guide

 

 

For as long as we’ve had buildings, we’ve needed ways to control who can access them. This practice is known as a physical access control system — a broad term for any type of system that controls physical access to a space.

In this blog, we define what a physical access control system (PACS) is and outline its components, and help you choose the best one for your properties.

This post covers:

• What is a physical access control system?
• What are the components of physical access control?
• Physical access control authentication methods
• Why is physical access control important?
• Physical vs. logical access control
• Physical access control models
• What to look for in a physical access control system
• Physical access control security best practices
• Integrating your PACS with your other security systems
• Physical access control systems FAQs

 

What is a physical access control system?

A physical access control system is a solution that uses a physical barrier to control who can enter a building, room, or space. So, a physical access control system (PACS) is any system that prevents unauthorized people from entering while providing a way for authorized people to easily bypass the barrier.

Controlling physical access ensures that people and assets in a building are safe. At all kinds of properties — multifamily, commercial, gated communities, and more — you can install a PACS to prevent theft, destruction of property, and break-ins. Also, a PACS may provide a way for a property’s visitors to request access.

 

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What are the components of physical access control?

PACS offer more than physical barriers alone. They consist of several components that operate together to prevent unauthorized property access without hindering access for authorized people.

The five main components of a PACS are:

1. Physical access barriers
2. Identifying credentials
3. Readers
4. Control panel
5. Server

 

1. Physical access barriers

To control physical access to a building, you need a barrier. And there are two main types of barriers: physical barriers and authority barriers.

 

Physical barriers

Physical barriers are exactly what they sound like – turnstiles, gates, and locked doors.

To clarify, they’re literal barriers meant to keep unauthorized people out. In order to get past a physical barrier, users must have a physical access control device like a key, fob, or PIN code.
Physical barriers may work in combination with authority barriers to block people from entering your building without permission.

 

Authority barriers

Authority barriers are the people who check the credentials of anyone seeking access. An authority barrier could be a security guard, a staff member, or even residents themselves.

In most cases, an authority barrier also requires a physical barrier.

 

2. Identifying credentials

Identification credentials tell the system who is trying to gain entry. These credentials come in many forms.

Fobs and key cards are among the most common credentials. However, PIN codes, QR codes, and smartphones can also be used as credentials.
Users scan or enter their credentials at your property’s physical barrier in order to gain access.

 

3. Readers

A reader is the device installed at an entryway where users scan their credentials. The reader “reads” the credential, then sends that data to the system’s control panel to determine if the person is authorized to enter.

If your PACS has visitor management features, it also offers a way for guests without any identifying credentials to request access. Through the reader, they can request access by calling a tenant or staff member.

 

4. Control panel

The control panel is essentially the brain of the PACS. To put it another way, it’s the component that actually verifies whether an access credential is authentic.
If the credential is valid, the control panel instructs the physical access barrier to unlock or open.

 

5. Server

The access control server is a storage system that keeps a detailed record of every entry into your property. Conveniently, it also stores user data and each user’s access privileges. You can store information in either an onsite server or in the cloud.

Cloud-based physical access control solutions have many benefits, like empowering your staff to edit access permissions from any laptop or computer.
Additionally, you’ll want to ensure that your server is well-maintained and up-to-date to maximize security.

 

 

Physical access control authentication methods

Here are some common physical access control methods:

• Keycards/fobs. Keycards and fobs are a popular authentication method for physical access control because they’re convenient and cost-effective. They’re ideal for multifamily buildings, commercial offices, co-working spaces, and more. Additionally, they’re easy to distribute, reprogram, and deactivate in the event that you need to revoke access for former tenants or employees.
• PIN codes. Keypads and access codes are great because they don’t require physical credentials like traditional keys. As a result, they’re perfect for gated communities, smaller office buildings like medical and law offices, as well as gyms. What’s more, these codes can be temporary, making them ideal for guest access.
• Biometric scanners. Biometric authentication methods like fingerprint, iris, or face recognition offer heightened security. As a result, biometric access control is great for high-security buildings, data centers, and luxury multifamily complexes. Moreover, biometrics provide robust security because these credentials can’t be easily duplicated or lost.
• Mobile access. Smartphone access control is contactless, flexible, and highly secure because they allow you to open doors and gates with your smartphone. They’re perfect for modern apartment buildings, commercial spaces, and tech-forward environments. What’s more, mobile access control empowers you to manage access remotely and can even offer temporary access to visitors.
• Vehicle access control. Vehicle access control like vehicle readers, windshield tags, and license plate recognition (LPR) systems offer hands-free access for vehicles. As a result, they’re ideal for parking garages, gated communities, and corporate campuses. What’s more, they automatically recognize and grant access to registered vehicles without requiring additional credentials.
• Video intercoms. Video intercoms are great door access control systems because they empower you to launch two-way video calls with guests before granting them access. As a result, they’re ideal for multifamily properties, commercial offices, and office suites. What’s more, they provide enhanced security while allowing you to manage access and verify visitors remotely.

 

Why is physical access control important?

Physical access control is important because it protects people, property, and assets by ensuring that only authorized individuals can enter specific areas of your building. This heightened control prevents unauthorized entry and security breaches. What’s more, a PACS provides an extra layer of security that complements other systems, like security cameras and alarm systems.

Moreover, physical access control is vital for compliance with safety and privacy regulations, especially in environments like multifamily properties, commercial offices, medical offices, and law offices.

In fact, physical access control helps track who enters and exits specific areas and creates an audit trail that heightens visibility into your property. As a result, physical access control streamlines your operations by automating and managing the flow of tenants, staff, and visitors.

 

Physical vs. logical access control

Physical access control is the practice of blocking physical access to a building or space. It requires users to have a physical credential, like a key or fob, to gain entry. Although this is occasionally an adequate security measure, it’s not always enough.

This is where logical access control comes in.

Logical access control takes physical access control to the next level: requiring identity authorization to restrict property access. In other words, logical access control requires you to use something you know to gain entry, like a PIN code or password. In contrast, a system that relies strictly on physical access requires you to use a physical credential, like a key or fob. However, some systems require both logical and physical credentials.

 

Blending logical & physical access control

Rather than relying on just the physical component, many high-security PACS use a multi-factor authentication method to prevent entry using a stolen credential.
Modern high-tech PACS combine physical barriers and identifying credentials to ensure each person who enters your property is authorized.

The District of Columbia police department reports that most intruders give up after 60 seconds of an attempted break-in. So, if your system has logical access controls in place, your chances of intruders following through with attempted break-ins falls significantly. With this in mind, you should choose a PACS that employs multi-factor authentication if security is a high priority.

 

Physical access control models

While physical access is a necessity for every property, every property is unique and might benefit from administering its access systems differently.

 

What are the 3 types of access control?

1. Rule-based
2. Role-based
3. Attribute-based

 

1. Rule-based

In a rule-based access control system, residents can access certain spaces depending on the rules that administrators set. You can set these rules to maximize security at your property while keeping access convenient for residents.

You might use rules that restrict access depending on:

• Time of day
• If a space is reserved or not
• What kind of room the resident wants access to
• If the resident has paid to use an amenity space

 

2. Role-based

A role-based access system manages access with a series of roles that you create and assign as needed. First, you create roles with different access permissions. Then, as people move into or start working in your building, you can assign them the role they need.

Examples of roles include:

• Resident
• Property manager
• Maintenance worker
• Front desk staff

 

3. Attribute-based

Attribute-based access uses real-time monitoring software to grant residents have access based on attributes.

Examples of attributes include:

• Job description
• Time of day

You might be wondering about the difference between attribute-based and role- or rule-based access. Here’s what it boils down to: You have to manually assign roles and rules. Meanwhile, people inherently have attributes.

For example, let’s say a person gets promoted to manager and gets access to more spaces. In a role-based system, you’d have to manually change their permissions. In an attribute-based system, physical access control software would keep track of that role change and automatically change their permissions without human intervention.

 

What to look for in a physical access control system

Here are some features you should look for in a physical access control system:

• Mobile access. Look for a system that allows you to unlock doors with your smartphone. They’re convenient for tenants and staff because they won’t have to worry about fumbling around for traditional keys or issuing new keys as new tenants move in and out.
• Cloud-based management. A system that is managed on the cloud offers real-time updates and centralized control from anywhere. In fact, they provide you with the flexibility to manage multiple locations or buildings from one platform. So you can issue or revoke credentials instantly, and monitor activity at your property remotely.
• Video capabilities. Access control systems with video features allow you to visually verify who is at your door before granting access. What’s more, they offer photo and video records that provide an audit trail in the event of security incidents.
• Seamless integrations. Choose a system that integrates easily with your other property management platforms, security systems, or building automation systems. This enhances overall operational efficiency by allowing different systems (like security cameras, visitor management, or elevators) to work together. As a result, creating a more seamless experience for everyone at your property.
• Scalability. Select a system that can easily scale as your property grows or security needs evolve. This ensures your access control system can accommodate additional users, locations, or advanced security features without needing a complete overhaul.
• Sleek interface. A stylish access control system not only enhances curb appeal but is also intuitive for tenants and guests to use.

 

Why ButterflyMX is the leading Access Control System

The leading access control system is the ButterflyMX smart Video Intercom for multi-tenant properties. Not only can you increase profitability with a ButterflyMX video intercom, but you can also reduce operating costs with its many integration abilities.

This ultra-durable, modern PACS is powered by a highly-rated mobile app, empowering your residents to open the door from their phones. It features a bright 8” or 12” LED screen that increases visibility for visitors, and a 156-degree wide-angle camera that enhances two-way video calls.

What’s more, the intercom runs on the powerful, cloud-based ButterflyMX OS, secure cloud-based software, and 5GHz WiFi. This means you and your residents can remotely unlock doors and gates, view door entries, and manage access across your property. Further, the intercom is weatherproof and vandal-resistant.

ButterflyMX provides robust security features, boasts easy wireless installation, and eliminates clunky in-unit access control hardware. Plus, with over 40,000 five-star reviews and the highly-rated mobile app, you’re sure to give yourself and your residents a top-notch access experience.

 

 

What is the advantage of a mobile-based video intercom?

A good PACS that maximizes both security and convenience is rare. But with a smart video intercom, you’ll ensure the safety of your property while providing a simple way for tenants and their visitors to gain access.

Here’s why a mobile-based video intercom is the best way to control physical access:

• Smartphone-based property access: Authorized tenants can unlock the door or gate and manage guest access right from their phones — the height of convenience.
• No need for physical keys: Keys and fobs can be easily lost or stolen. But with a smart video intercom, tenants can gain access with just their phones or a PIN code.
• Camera for security: A video intercom’s camera maximizes security in multiple ways. First, it allows residents to visually confirm who’s requesting access. Second, it creates a visual audit trail of property entries for staff and tenants to review. And finally, it helps deter would-be criminals or trespassers.
• Integrations with other proptech devices: A smart Video Intercom can work in concert with other proptech like ButterflyMX Keypads, Front Desk Stations, and Vehicle Readers to provide a unified access experience throughout your property.

 

Physical access control security best practices

Here are some physical access control best practices that will help elevate security at your property:

• Get your system professionally installed. Professional Installation guarantees proper setup and optimal performance. Not only does this ensure your physical access control devices are installed properly, but your installer can also ensure your access control system integrates with other security systems while offering tailored recommendations for your property.
• Update credentials easily. Modern physical access control systems make it easy to update access credentials (like keycards, PINs, or mobile access). What’s more, they help prevent unauthorized access from lost or stolen credentials and ensure that former employees or tenants no longer have access.
• Regular system audits and updates. Keep your system current and secure by regularly auditing your access control system for outdated user credentials, unused access points, and potential vulnerabilities. This ensures your system operates effectively and is up-to-date with the latest security patches.
• Provide employee and tenant onboarding. Educating employees and tenants on the proper use of your access control systems, along with security best practices helps keep your property secure while ensuring that they get the most out of your system.
• Monitor access control logs. Regularly review access logs to help identify unusual or suspicious access patterns.

 

Integrating your PACS with your other security systems

Here’s some examples of how you can integrate your PACS with other security systems:

• Smart Locks. Systems like ButterflyMX offer unified control of door access and security. As a result, these robust integrations allow you to open doors, shared amenity spaces, and unit doors with your smartphone.
• Property Management System (PMS) integration. By integrating with your property management software, you can automate the process of issuing and revoking access credentials while ensuring that only active tenants and staff can enter your building.
• Elevator Controls. For added security, control floor access by integrating with elevator control systems. This allows tenants to only access specific floors based on their credentials. As a result, this adds an extra layer of security by ensuring that tenants, visitors, or delivery personnel can only reach authorized floors.
• Front Desk Station. Enhance visitor and guest management by allowing your front desk staff to easily manage visitor check-ins, deliveries, and guest access, all while monitoring activity through one unified system.
• Security Cameras. By integrating your PACS with Security Cameras, ButterflyMX enables real-time access to video feeds and access logs. This allows you to visually confirm who is entering or exiting your property, creating a complete security solution.

 

Physical access control systems FAQs

 

What are the types of physical access control systems?

Physical access control has existed for as long as we’ve had spaces that need security measures. So, there are many variations on PACS that have evolved over time.

Here are some of examples of physical access control:

• Security guards: This is possibly the oldest form of physical access control. Nowadays, security guards often work in tandem with other components of PACS.
• Lock and keys: As a rudimentary form of physical access control, a simple lock and key system gets the job done but isn’t the most secure solution.
• Key cards and fobs: Key card and fob systems are among the most basic types of electronic access control. They’re usually powered by RFID technology. However, key cards and fobs can be lost or stolen, and they don’t allow visitors to request access.
• Keypads: A keypad is an access control system that requires tenants to use PIN code credentials to gain access.
• Intercoms: This is the most well-rounded type of PACS. In fact, intercoms allow you to keep your entryways locked without hindering access for residents or guests. The best intercoms have a camera to enable video calling and take a photo of each entry event.

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