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Access Control2026-10-14T11:28:17+00:00

ACCESS CONTROL SYSTEMS

Installation & Maintenance of Access Control Systems

ACCESS CONTROL

CHOOSING THE RIGHT ACCESS CONTROL SYSTEM

Additional security and protection of your people, property and assets

Our systems can be standalone or form an integral part of a security solution when combined with an intruder alarm and CCTV system. Giving you the ability to control the access of staff and visitors in, out and around your premises, monitoring their locations and providing individual user access to areas that require restricted access. Offering a secure, convenient, flexible, and cost-effective way of controlling who has access to your building and when that access is allowed.

All businesses must protect assets and employees whilst allowing people to move freely in the areas that they need. It is common in buildings that are secured by locks and keys for doors to be left unlocked all day. This opens the possibility of opportunist theft and malicious damage.

Installing an access control system means that you will never have to change a lock again. Tokens are issued to allow access through the controlled doors and are easily barred from the system if they are lost or stolen. Whether you need a standalone – offline system, networked access control or a web-based solution, SS Systems can design, install and maintain an Access Control System to suit your requirements.

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Access Control Systems Maintenance

Access control systems require maintenance to ensure that they perform at their optimum level. We recommend as a minimum requirement that all Access control systems are maintained annually to ensure compliance with BS EN 50133. The maintenance frequency can be tailored to suit the bespoke nature of your site. Our engineers are fully trained and qualified to meet current legislation and are supported by our in-house service manager and team of service coordinators, to ensure you receive a high level of service and standard of work.

What to expect from our maintenance package

  • 24 hour call out facility, 365 days a year
  • Fully qualified engineers
  • Full compliance with current legislation
  • Maintenance visits arranged at your convenience
  • Full visit report and recommendations
  • System modifications
  • Dedicated service manager

What a maintenance visit includes

  • Functional test
  • Battery check
  • Data optimisation
  • Mechanical door operation check
  • User database check

Frequently Asked Questions About Commercial Access Control Systems

A commercial access control system helps businesses manage who can enter their premises, which areas they can access and when they can enter.

Instead of relying solely on traditional keys, businesses can use electronic credentials and controlled door hardware to manage access permissions.

A typical system may include:

  • Access credentials: Cards, fobs, PINs or compatible mobile credentials.
  • Readers: Devices that identify users at controlled entrances.
  • Controllers: Equipment that checks permissions and manages access decisions.
  • Electronic locks: Suitable locking devices and door release equipment.
  • Management software: Tools for adding users, changing permissions and reviewing relevant access events.

For example, a business can allow employees into general office areas while restricting access to server rooms or stock storage.

SS Systems designs, installs and maintains commercial access control systems for a range of business premises.

SS Systems offers standalone, networked and web-based access control systems to suit different commercial requirements.

Each option provides a different approach to managing users and entrances:

  • Standalone access control: Manages access at individual doors or smaller groups of entrances without requiring a central network connection.
  • Networked access control: Connects compatible controllers and doors so authorised administrators can manage permissions centrally.
  • Web-based access control: Allows authorised users to manage supported functions through a browser or compatible online platform.
  • Integrated access control: Connects compatible door systems with CCTV, intruder alarms or other relevant building equipment.

Smaller premises may benefit from straightforward standalone systems. However, larger organisations often need central administration across several doors or buildings.

SS Systems can survey your premises and recommend a suitable system based on your security risks, operational needs and future plans.

Electronic access control gives businesses more flexibility when managing entry to buildings and restricted areas.

Compared with traditional keys, suitable access control systems can offer:

  • Flexible permissions: Grant different access rights to employees, contractors and visitors.
  • Faster credential management: Disable lost cards or fobs without automatically replacing every physical lock.
  • Time-based access: Restrict entry to selected hours where the system supports scheduling.
  • Access records: Review relevant entry events on systems that provide audit trails.
  • Central management: Update permissions across compatible networked entrances.
  • Security integration: Connect suitable access control equipment with CCTV or intruder alarms.

For example, a facilities manager can remove a former employee’s electronic permissions without collecting every physical key.

However, some entrances may still need mechanical keys or other arrangements for emergency access and business continuity.

SS Systems can help you compare electronic access control with your existing locking arrangements.

Yes. SS Systems can assess suitable existing access control installations and discuss upgrades, extensions and maintenance.

Our engineers can review your current equipment, operating requirements and opportunities for improvement.

Depending on compatibility and system condition, possible upgrades include:

  • Adding controlled doors or new access points
  • Replacing faulty readers and related components
  • Introducing suitable cards, fobs or other credentials
  • Updating controllers or management software
  • Expanding access permissions across departments
  • Connecting compatible access control and CCTV systems
  • Improving reporting and administration functions
  • Reviewing door hardware and emergency release arrangements

Before recommending an upgrade, SS Systems can assess manufacturer support, software compatibility and the condition of existing equipment.

Some older systems may need substantial replacement where suitable parts or integration options no longer exist.

Contact our team to discuss your existing installation and the changes you want to make.

Yes. Many commercial access control systems can communicate with compatible CCTV, intruder alarm and fire safety equipment.

Integration can help businesses coordinate security while supporting safe movement through the building.

Depending on the system design, possible functions include:

  • CCTV integration: Associate relevant door access events with camera footage.
  • Intruder alarm integration: Coordinate selected security events and authorised operating procedures.
  • Fire alarm interfaces: Release relevant electrically controlled escape doors where the fire safety strategy requires this function.
  • Lockdown functions: Apply suitable security controls without compromising required emergency escape arrangements.
  • Central management: Provide authorised staff with access to compatible security information.

However, integration depends on equipment compatibility, the agreed design and the building’s safety requirements.

SS Systems provides access control, CCTV, intruder alarm and fire alarm services and can discuss suitable connections between these systems.

A competent designer should confirm the required cause-and-effect functions and arrange appropriate testing.

Access control systems must support the building’s emergency escape arrangements, even when a fire alarm activates or the normal power supply fails.

The correct response depends on the door, locking hardware, fire safety strategy and relevant requirements.

Designers should consider:

  • Emergency escape: Occupants must have suitable means of leaving the building.
  • Fire alarm interfaces: Relevant doors may need to release automatically when the fire alarm activates.
  • Manual release: Appropriate emergency release devices may form part of the design.
  • Power failure: The system must respond safely when its normal supply fails.
  • Backup power: Suitable standby arrangements may support relevant security and operational functions.
  • Door hardware: Locking devices must suit the door’s fire safety and security requirements.

Not every door requires the same release arrangement. For example, a final escape door may have different requirements from a restricted internal room.

SS Systems can assess access control interfaces alongside the building’s fire safety arrangements.

Never alter emergency release settings without a competent review of the relevant risks.

Yes. When an access control system records information that identifies individuals, the organisation operating it must consider UK data protection requirements.

The UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 will generally apply to relevant personal information.

Businesses should consider:

  • The purpose of collecting access records
  • An appropriate lawful basis for processing personal information
  • Clear privacy information for staff and other relevant users
  • Suitable limits on who can view access logs
  • Appropriate retention periods for personal data
  • Secure account management and system access
  • Procedures for deleting or updating user information
  • Additional safeguards where systems use biometric identification

Biometric access control can involve special category personal data and may require additional legal conditions and safeguards.

SS Systems can discuss relevant technical features, while your organisation remains responsible for its data protection decisions.

Seek specialist advice before introducing high-risk employee monitoring or biometric identification.

Commercial access control systems need regular checks and appropriate professional maintenance to support reliable security and safe door operation.

SS Systems recommends at least annual professional maintenance for many commercial installations. However, busy entrances or demanding environments may need more frequent attention.

A maintenance visit may include:

  • Testing readers, controllers and relevant access functions
  • Checking electronic locks and door release equipment
  • Reviewing mechanical door operation
  • Checking relevant batteries and power supplies
  • Reviewing user permissions and system records where appropriate
  • Testing agreed fire alarm and security interfaces
  • Identifying damaged or unreliable components
  • Recording faults and recommended corrective work

The maintenance schedule should reflect the equipment, manufacturer guidance, usage and building risks.

SS Systems offers planned access control maintenance and a 24-hour call-out facility under its advertised maintenance arrangements.

Report faulty locks or emergency release problems promptly rather than waiting for the next scheduled visit.

If an employee loses an access card or fob, an authorised administrator can normally disable the credential through the access control system.

This helps prevent someone from using the missing credential to enter controlled areas.

Your business should follow a clear procedure:

  • Report the loss: Tell the relevant manager or security administrator promptly.
  • Disable access: Remove the credential’s permissions using the appropriate system controls.
  • Review activity: Check relevant access events if the circumstances justify an investigation.
  • Issue a replacement: Provide a new authorised credential.
  • Update records: Record the replacement and confirm the old credential no longer works.

Networked systems may allow central changes, while some standalone systems require local administration.

Unlike a lost mechanical key, a missing electronic credential does not automatically require a lock replacement.

SS Systems can explain suitable credential management procedures during system handover and training.

Contact SS Systems to discuss a new commercial access control system, an upgrade or an ongoing maintenance arrangement.

Our team can arrange a site survey to understand your building, security risks and operational requirements.

During the survey, we can review:

  • The number and location of controlled doors
  • Staff, contractor and visitor access requirements
  • Restricted areas and time-based permissions
  • Existing locks, readers and access control equipment
  • Suitable standalone, networked or web-based systems
  • Relevant CCTV, intruder alarm and fire alarm integration
  • Emergency escape and power failure arrangements
  • Maintenance requirements and future expansion

SS Systems can then discuss suitable equipment, installation arrangements and ongoing support.

Call 03300 417 170, email sales@sssystems.co.uk or visit our Contact Us page.

Advice When Choosing and Maintaining Commercial Access Control Systems

Start by identifying the areas of your premises that need controlled access and the people who need to enter them.

A suitable access control system should support your daily operations while helping prevent unauthorised entry.

Consider:

  • Building entrances: Identify external doors and reception areas that need access control.
  • Restricted rooms: Review server rooms, stock areas, offices and other sensitive locations.
  • User groups: Establish suitable permissions for employees, contractors and visitors.
  • Operating hours: Decide whether access should change during evenings, weekends or holidays.
  • Security incidents: Review previous problems involving keys, unauthorised access or missing property.
  • Emergency arrangements: Consider how people will leave the building safely.

For example, employees may need access to general working areas while managers require additional permissions for restricted rooms.

SS Systems offers site surveys and tailored access control design to help businesses identify suitable solutions.

Review your requirements when departments, occupancy or working patterns change.

Compare different access control technologies before deciding which arrangement suits your premises.

SS Systems provides standalone, networked and web-based access control solutions.

Each option offers different advantages:

  • Standalone systems: Can provide straightforward access management for individual doors or smaller premises.
  • Networked systems: Allow central administration of compatible doors, controllers and user permissions.
  • Web-based systems: Offer browser-based management and, where supported, remote administration.
  • Integrated systems: Connect suitable access control equipment with other security or building systems.

Consider the number of doors, user groups, sites and administrators who will manage the system.

Also, check whether the proposed technology supports future expansion, suitable reporting and reliable operation during network interruptions.

Ask SS Systems to explain the practical differences between the available options, including installation requirements and ongoing costs.

Choose the arrangement that matches your security needs rather than selecting technology solely for its additional features.

Choose an access method that balances security, convenience and day-to-day administration.

Different credentials suit different buildings and user groups.

Common options include:

  • Access cards: Provide a familiar method of entry for employees and regular visitors.
  • Key fobs: Offer compact credentials that users can carry conveniently.
  • PIN codes: Allow entry without a physical token, although shared or exposed codes can create security risks.
  • Mobile credentials: Use compatible smartphones and readers to manage supported access functions.
  • Biometric identification: Uses relevant physical characteristics but requires careful consideration of privacy and data protection.

Ask your provider about credential security, replacement costs and how quickly administrators can remove permissions.

Where practical, avoid older credential technologies that offer weak protection against copying or misuse.

In addition, consider accessibility and provide suitable arrangements for people who cannot use a particular reader or credential.

SS Systems can discuss appropriate reader and credential options for your commercial premises.

Make emergency escape a priority when designing access-controlled doors.

Security measures must not prevent occupants from leaving the building safely during an emergency.

Ask a competent designer to review:

  • Escape routes: Identify doors that form part of the building’s emergency evacuation arrangements.
  • Locking hardware: Select devices that suit the door’s security and fire safety requirements.
  • Fire alarm integration: Establish which doors need to release following relevant fire alarm signals.
  • Manual release: Provide appropriate means of escape where the design requires them.
  • Power failure: Confirm how each controlled door responds when its normal power supply fails.
  • Standby power: Consider backup arrangements for relevant system functions.
  • Testing: Verify the agreed emergency release functions during commissioning and maintenance.

For example, a controlled final exit may need different arrangements from an internal door protecting a secure storage area.

SS Systems provides access control and fire alarm services, allowing our team to discuss suitable system interfaces.

Never compromise a required escape route to improve security.

Consider whether your access control system should communicate with other security equipment.

Compatible systems can help authorised staff investigate events and coordinate security procedures.

Potential integration options include:

  • CCTV: Associate relevant camera footage with door access events.
  • Intruder alarms: Coordinate selected alarm and access functions.
  • Door monitoring: Identify doors that remain open or experience unauthorised activity where supported.
  • Security management: Review relevant events through compatible software.
  • Time and attendance: Share suitable information with supported workforce management systems.
  • Fire alarms: Coordinate appropriate emergency door release arrangements.

However, not every access control product supports every integration.

Ask your provider to confirm compatibility, required interfaces and any additional software or licensing costs.

SS Systems supplies access control, CCTV, intruder alarm and fire alarm systems and can discuss suitable coordinated solutions.

Document the intended functions and arrange appropriate testing before the system enters normal use.

Create straightforward procedures for adding, changing and removing access permissions.

Good administration helps prevent former employees, lost credentials and unnecessary access rights from creating security risks.

Your procedures should cover:

  • New starters: Grant only the access permissions that each role requires.
  • Role changes: Review permissions when employees move between departments.
  • Leavers: Remove access promptly when employment or authorisation ends.
  • Contractors: Provide suitable temporary permissions and expiry dates where supported.
  • Lost credentials: Disable missing cards or fobs as soon as staff report them.
  • Administrators: Restrict system management functions to authorised personnel.
  • Reviews: Check access permissions regularly and remove unnecessary rights.

For example, a contractor who needs access for one week should not retain permanent entry permissions after completing the work.

Where the system supports audit trails, review relevant events according to your security and data protection policies.

SS Systems can explain the available administration functions during installation and handover.

Review data protection and cybersecurity requirements when choosing a networked or web-based access control system.

Access records can identify individuals and reveal information about their movements or working patterns.

Therefore, businesses should consider the UK GDPR and Data Protection Act 2018 when managing relevant personal information.

Important measures include:

  • Purpose: Establish why your organisation collects and uses access records.
  • Transparency: Explain relevant monitoring arrangements to employees and other users.
  • Access restrictions: Limit system administration and log viewing to authorised personnel.
  • Retention: Keep personal information only for as long as necessary.
  • Account security: Use strong authentication and appropriate administrator permissions.
  • Software maintenance: Review security updates and manufacturer support.
  • Network protection: Use suitable security measures for connected controllers and management platforms.
  • Biometrics: Assess additional legal requirements before introducing biometric identification.

Also, establish procedures for handling lost administrator credentials and suspected unauthorised access.

SS Systems can discuss relevant technical features, while your organisation remains responsible for its data protection decisions.

Seek specialist advice where proposed monitoring creates significant privacy risks.

Maintain your access control system to support reliable security and safe door operation.

SS Systems recommends at least annual professional maintenance for many commercial installations. However, heavily used doors and demanding environments may justify additional visits.

A suitable maintenance programme should include:

  • Readers: Check that authorised credentials operate correctly.
  • Controllers: Review relevant access functions and system communication.
  • Door hardware: Inspect electronic locks, closers and mechanical operation.
  • Power supplies: Check relevant batteries and backup arrangements.
  • Emergency release: Test appropriate fire alarm interfaces and escape functions.
  • User administration: Review permissions and database management where appropriate.
  • System records: Examine reported faults and recurring problems.
  • Documentation: Record maintenance findings and outstanding corrective work.

Between professional visits, encourage staff to report doors that fail to lock, release incorrectly or develop mechanical problems.

SS Systems offers planned access control maintenance and advertises a 24-hour call-out facility as part of its maintenance support.

Arrange prompt attention to faults that affect building security or emergency escape.

Choose an access control provider that understands both electronic security and the practical requirements of your building.

SS Systems designs, installs and maintains commercial access control systems, including standalone, networked and web-based solutions.

Before appointing a provider, discuss:

  • Experience with similar commercial premises
  • Relevant third-party certification and its current scope
  • Site surveys and system design responsibilities
  • Suitable credentials, readers and locking hardware
  • Emergency escape and fire alarm interfaces
  • Integration with existing security systems
  • Data protection and cybersecurity considerations
  • Installation arrangements and staff training
  • Maintenance, fault support and replacement parts
  • Future expansion and software support

SS Systems holds SSAIB certification for access control systems, as detailed on our accreditations page. You can also ask our team about the scope of our current certification.

Request a clear proposal that explains the equipment, installation work, user administration arrangements and ongoing costs.

In addition, consider whether your organisation may need more doors, buildings or users in the future.

Bonus Tip: Create an access control register that lists every controlled door, its location, permitted user groups, locking arrangement and emergency release requirements. Add the latest maintenance date and any outstanding faults. Review the register whenever staff roles change, departments move or your organisation adds new access points. This gives facilities and security managers a practical way to identify unnecessary permissions, overlooked maintenance and changes that could affect safe evacuation.

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OUR PARTNERS

SS Systems partner with leading UK based manufacturers to ensure that the fire detection and alarm systems we provide are at the forefront of current technology, along with being the most reliable our industry has to offer.

Externally Monitored to Ensure that we meet a High Standard of Service.

As members of the SSAIB (Security Systems and Alarms Inspection Board), We maintain service records and monitor our success. The SSAIB, is a leading certification body for organisations providing security systems and services, fire detection alarm systems, and monitoring services. So, you can be confident that we strive to provide our clients with a reliable and professional level of service.

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