Smarter Access Starts with Flexibility

• By Jeff Buzan
• Sep 12, 2025

Today’s workplaces are undergoing a rapid evolution, driven by hybrid work models, emerging smart technologies, and flexible work schedules. To keep pace with growing workplace demands, buildings are becoming more dynamic – capable of adapting to how people move, work, and interact in real-time.

This shift towards more responsive environments has put pressure on traditional access control systems, designed for simpler, more static environments. As a result, the need for interoperability – the ability for systems to exchange and use credential data – has never been greater.

Interoperability allows access control systems - starting with mobile and physical credentials and extending to visitor management, wireless locks, elevators, and building management systems - to work together seamlessly. When these systems work together buildings can have security that is dynamic and now adds value to a facility instead of being a hindrance to occupants.

Unlocking Flexibility and Efficiency
Interoperable systems reduce reliance on single vendors, allowing building owners and operators to select technologies based on cost, performance or operational needs. This flexibility can lower capital expenditures by enabling upgrades of individual components without replacing entire infrastructures. The approach also helps extend the life of existing investments and simplifies the adoption of innovative technologies.

In addition to cost benefits, interoperability can also improve access control system resilience. Traditional access control systems may use a single encryption key, running the risk of a breach. If that single key is compromised, the entire network is exposed. Interoperable systems reduce this risk by supporting multiple devices with distinct encryption keys, limiting the impact of a breach and simplifying incident response.

Overcoming Legacy Systems and Industry Barriers
Despite the clear benefits in cost and risk management, and the need for more dynamic environments, interoperability has yet to become the industry standard.

Adoption is often hindered by three main barriers: legacy system dependency, fragmented industry standards and vendor lock-in.

Legacy system dependency. Many businesses today still rely on legacy systems that are costly and challenging to upgrade. Beyond the financial and logistical burdens, these outdated systems also pose serious security risks.

For example, some run on unsupported hardware and software that no longer receive security patches, leaving known vulnerabilities exposed. Others use outdated encryption that is easily cracked by modern tools or default usernames and passwords that are rarely changed, leaving organizations vulnerable to cyber threats and data breaches.

Adding new features often requires replacing core hardware, such as card readers and credentials, making improvements financially and logistically challenging. In some cases, businesses inherit incompatible legacy systems through mergers or acquisitions, resulting in different buildings using different technologies.

This lack of consistency complicates standardization efforts and can drive maintenance costs up by as much as 15% annually.

Fragmented industry standards. The access control industry lacks widely adopted standards, making interoperability a challenge. Inconsistent protocols for identity management, encryption and credential formats often prevent systems from communicating effectively.

In turn, businesses rely on limited integrations or workarounds that hinder scalability and long-term system cohesion.

Vendor lock-in. Some manufacturers maintain closed ecosystems to protect recurring revenue, limiting customer flexibility. However, this often leaves them relying on outdated solutions, as proprietary systems restrict the ability to mix and match components.

These closed architectures are hard to integrate with modern cybersecurity tools, making it harder to identify and address vulnerabilities. Even so-called “custom” solutions may restrict access to encryption keys and data ownership, slowing innovation and leaving end-users with limited control.

In response, initiatives like the LEAF Community are gaining momentum by championing secure and interoperable access control solutions that empower organizations with greater flexibility, choice and control. As demand grows for future-ready systems, communities like LEAF are helping set universal standards that support transparency, long-term value, and a world where credentials and devices work seamlessly together.

Phased migration strategies can help organizations overcome some of these challenges, starting with high-impact areas like renovations or new construction. Partnering with vendors who offer complete ownership and control over encryption keys and data structures allows for a more flexible transition. By taking a strategic and collaborative approach, organizations can gradually transition to fully interoperable systems that enhance security, flexibility and long-term value.

Building Smarter and More Connected Spaces
Interoperability is key to creating smarter, more secure buildings that adapt to the evolving needs of users and organizations. By allowing different systems and technologies to work together smoothly, interoperability improves security, flexibility and efficiency.

Manufacturers, integrators and building owners alike all play important roles by creating interoperable solutions, ensuring easy integration, and making smart choices for long-term control. Organizations embracing interoperability today will be best positioned for the future, creating spaces that are safer, smarter and more connected.

This article originally appeared in the September / October 2025 issue of Security Today.