Choosing the Right Physical Access Control System (PACS) in 2025

If your building or facility has an area with private or sensitive information, you must have thought about implementing a physical access control system. With the constant increase in security breaches, more businesses are prioritizing physical access control to protect their data and assets.

In fact, a recent study revealed that 60% of organizations have experienced a security breach over the past five years. Beyond this, selecting the right physical access control system is even more concerning, as you’ll need to pick one that balances security, compliance, and ease of use.

This guide will walk you through the key considerations in choosing the right physical access control solution designed for your company’s specific needs.

What is Physical Access Control?

Physical access control (PACS) regulates access to a specific location through a security system. Essentially, it approves and denies entry to a building or facility. When implemented, individuals can gain entry only by using credentials such as fobs, key cards, PINs, and mobile credentials. 

You can set up customized access levels, allowing employees to access only the areas they are permitted to enter. Here’s an example of how to apply it: set it up so that all users can access only the main entrance, while executives are granted access to the boardroom.

Components of a Physical Access Control System

A physical access control system goes beyond locks and keys—it’s a combination of hardware and software that controls who can enter a space, building, or facility. From keycards to biometric scanners, each component contributes to preventing unauthorized access.

Access Control Server

It stores user information, audit logs, and access privileges. Also, it monitors activities so that admins can view previous records of successful and failed entry attempts.

Credential Readers

These devices are placed at access points where users enter their credentials. Upon entering their credentials, the reader sends this information to the control panel, demanding approval to gain access.

Control Panel

Control panels process the data received from readers at the access point, confirm its approval, and send back that information to the access point. If the credential is approved, the user will be granted access. Otherwise, they will not.

Credentials

PACS often requests users’ credentials for confirmation before letting them into a physical space. Credentials include key fobs, key cards, passcodes or passwords, mobile apps, license plate recognition, encrypted ID badges/tokens, PINs, QR codes, RFID cards, and biometric credentials.

Access Points

They are physical entry barriers that restrict access to an area. These include turnstiles, commercial door locks, physical gates, or any physical barrier. A physical access control system often controls these physical barriers electronically.

Monitoring and Reporting Tools

This is the heart of the physical access control system—it powers the system. Through this software, IT managers and administrators can manage who have access to different areas (physical) of a building and oversee security incidents.

Integrations with Other Security Systems

A solid access control system works best when combined with other systems. Integrating it with visitor management software, CCTV, and alarm systems improves security and simplifies monitoring. That way, if someone tries sneaking in, you’ll have extra layers of protection to catch them in the act.

Types of Physical Access Control Systems

The right type of physical access control system depends on your security needs and the required level of access control. Let’s look at each of them below.

On-Premises PACS

These PACS are deployed on-site on local servers and the same system houses the access control data. However, this system comes with several drawbacks, especially high maintenance and installation costs. In on-premises PACS, technical oversight takes time to fix and the cost of scaling is expensive. Additionally, integrating on-premises PACS with other security systems is challenging.

Cloud-Based PACS

In cloud-based physical access control systems, information lives on the cloud. Unlike on-premises PACS, cloud-based PACS are affordable and more flexible. Interestingly, this type of PACS doesn’t require technical expertise, since it can be maintained and managed remotely. Regardless of their location, operators can receive alerts about what’s happening in their facility.

Hybrid PACS

Hybrid PACS integrates digital security measures (information aggregation and cloud-based software) with physical security solutions (video surveillance, biometric readers, and access cards) to provide an extensive security approach.

A hybrid solution increases the chances of unifying several data sources. Besides connecting to video surveillance and access control systems, it can obtain information from humidity or temperature sensors used by building management systems.

Why is Physical Access Control Important?

Physical access control is important because it supplies high-level security. It guards assets, properties, and individuals by allowing only those with permission to enter your building. At the same time, it prevents data infringement and gives operators total control over all aspects of a building.

Meanwhile, PACS adds another layer of security to your existing security system (if you have one) to strengthen it. Furthermore, it makes it easy to comply with privacy and safety regulations, particularly in law, medical, and commercial offices and residential properties. 

For instance, the healthcare industry has encountered enormous challenges, with over 90% of health records compromised over a recent five-year span, underscoring the need for tough physical access controls. PACS helps you oversee your properties by restricting entries and exits and recording video footage for audit trails. 

Essentially, physical access control systems provide all-round management of the inflow and outflow of people from your property.

Physical vs Logical Access Control

Physical access control involves the security protocols used to restrict access to a physical building, facility, room, or designated area. This system enables users to only gain entry using credentials like a keycard or fob.

In contrast, logical access control regulates who has access to your digital assets—computer networks, systems, and data. It requires users to use credentials such as smart cards, passwords, PINs, and multi-factor authentication to ensure that only authorized individuals can access sensitive information.

Ultimately, physical spaces require only physical credentials to gain entry, while some systems demand physical and logical credentials to approve access. Understanding the individual roles of physical vs logical access control systems is paramount for achieving a secure and efficient environment.

Benefits of Implementing a Physical Access Control System 

A good access control system does more than just keep intruders out—it facilitates authorized entry, protects sensitive areas, and even follows regulatory compliance. Additionally, it spares you the trouble of misplaced keys and lock changes. Other benefits of PACS are as follows:

• Ease of Use

You don’t have to go through technical training before using physical access control systems—most of them are easy to use. So, you can easily register, verify, and manage physical access permissions. 

You don’t have to go through technical training before using physical access control systems—most of them are easy to use. So, you can easily register, verify, and manage physical access permissions.

• Improved Privacy and Data Protection

Places like healthcare facilities and server rooms contain sensitive information and should be protected. By implementing PACS, you’re restricting the disclosure of such sensitive and private information to only authorized individuals.

• Enhances Compliance with Strict Regulations

Besides providing added security, PACS strictly complies with industry regulations and standards. Protecting employee and user data is one of the compliance requirements every business owner must follow, irrespective of their industry.

• Adaptability and Flexibility

PACS are known to be highly customizable and flexible. Irrespective of the type of building you’re looking to secure, there’s a suitable physical access control system to fit your exact needs. 

Regardless of the setup, there’s a solution tailored to your business needs. Its features enable you to set up the system to match your security preference, making access control convenient and smooth.

• Strengthened Security

They are effective and reliable for maintaining a safe space. With features like alarms, live monitoring, and biometric authentication, these solutions can help you prevent unwanted access from employees or strangers trying to sneak in where they shouldn’t.

• Lower Costs

These systems save money on security costs. Because they have biometric authentication and keyless entry, you don’t need as many security guards to monitor physical access. In addition to saving time for your business, it reduces labor costs. 

By keeping unauthorized people out of your premises, you protect your business and lower the risk of costly security incidents. These incidents have cost small businesses an average of $500,000 in losses over the past year.

• Better User Experience

Beyond improving security, physical access control systems make life easier, enhance convenience, and improve overall satisfaction for customers and staff members. A smooth, hassle-free entry keeps individuals moving without the frustration of long wait times or lost keys.

• Centralized Management 

Controlling physical access can be complex and overwhelming when dealing with a large facility or building, but physical access control systems simplify the process. 

With centralized management, you can easily set access permissions, track activity in real-time, and quickly respond to security threats—all from one place. It’s more efficient for maintaining a secure space.

• Less Stress for Everyone

Many PACS provide mobile-based access, so there’s no need for slow, manual check-ins. Their advanced registration options allow guests to handle the necessary paperwork and health verifications ahead of time. So when they arrive, they will only need to scan a QR code and walk right in—quick, easy, and hassle-free!

• Real-time Visibility

PACS gives you an up-to-the-minute log of everyone entering and leaving your space. This is not just great for security, it’s essential for creating emergency response plans and handling building capacity. In hybrid work environments, where people come and leave at different times, knowing who’s onsite helps keep everything running safely and swiftly.

What to Look for in a Physical Access Control System?

Choosing an access control system? Go for security, scalability, and ease of integration with your existing setup. Bonus points if it’s user-friendly and provides thorough access logs. Here are other things to look out for:

Smart Locks

Go for systems that give you complete control over door access and security, letting you unlock doors and other spaces from your smartphone.

Security Level

The type of access credential you use directly affects your security. For example, key fobs and cards can be shared, making them less secure. However, mobile access and biometric authentication offer more robust protection against unauthorized entry.

Integration with Property Management System

Look for a physical access control system that supports integration with a property management system so that you can automate access control. You can use it to issue or revoke credentials, ensuring that only authorized users enter specific areas in your business premises.

Ease of Use

The best PACS are easy to use and manage. This way, administrators can set up and revoke access, initiate emergency responses, and retrieve reports to track building access. An easy-to-use system makes everything smooth and effective.

Front Desk Station

Systems that support front desk staff management encourage better guest management by giving your front desk staff full control over visitor access, deliveries, and check-ins. With a centralized system, they can oversee activity in real-time, guaranteeing a secure and seamless experience for everyone.

Security Surveillance Cameras

Integrate your physical access control system with surveillance cameras for a complete security solution. Coram supports 100+ IP cameras, real-time monitoring, and proactive alerts. This works with your existing IP cameras and enables you to observe who walks in and out of your property. Plus, it notifies you instantly once suspicious movements are detected, deterring unauthorized people from your space.

Elevator Controls

Enhance security by choosing systems that integrate with elevators. These systems ensure that employees, visitors, delivery personnel, or tenants can access only designated floors based on their credentials, preventing unauthorized movement and securing your building.

Flexibility

Do you intend to expand your business? Your PACS should grow with it. With a scalable system, you can add new locations and entry points to the access dashboard within minutes, ensuring security remains swift as the organization expands.

FAQs

What is an example of a physical control?

Using gates or fencing to surround a property to prevent unwanted entry is an example of a physical control. Card access systems, locks, biometric scanners, guards, surveillance cameras, and alarm systems are other examples of physical control.

What is the most common physical access control?

The most common type of physical access control is card-based access control. It entails verifying the user’s identity and determining their access level using a card, key fob, or smart device.

Why is physical access control over data storage locations important?

Physical access control over data storage locations is important for strengthening security, preventing data infringement and theft, and deterring unwanted individuals from having access. It also ensures regulatory compliance, safeguards sensitive data, and preserves the integrity of systems and assets.

What are physical access controls used for?

Physical access controls (otherwise called physical access control systems) are used to monitor and restrict physical access to facilities, rooms, buildings, or specific areas. By doing so, only authorized people can gain entry and your assets are protected. 

What industries require physical access control the most?

The most reliable physical access control systems are required by the following industries: healthcare, financial institutions, government, data centers, and forensic laboratories. These sectors deal with sensitive data, valuable assets, and critical infrastructure.

Conclusion

Choosing the right physical access control system (PACS) boils down to understanding your business’s exact needs and prioritizing security, scalability, and ease of use. Whether you opt for an on-premise, cloud-based, or hybrid solution, remember that a well-implemented PACS is more than just a gatekeeper. 

It's an essential component of your overall security strategy, giving you peace of mind and efficient operations. So, take the time to assess your options, consider the key considerations we've discussed, and invest in a system that strengthens your security.