Product architecture varies. Do not assume every cloud-managed door stops during an internet outage or every on-premises system is independent. Verify controller credential cache, schedules, event storage, synchronization and licensing for the selected platform.
Direct answer
The short answer
Neither cloud nor on-premises access control is automatically better. Cloud management can simplify remote administration, mobile credentials and multi-site access but may add recurring fees and provider dependencies. On-premises systems offer more direct local control but require planned backups, updates, hardware security and knowledgeable support. A hybrid can keep door decisions local while using hosted management. Compare five-year cost, offline behaviour, privacy, account ownership and exit terms.
What cloud, on-premises and hybrid mean
The label describes where management and data functions run; it does not fully describe what happens at the door.
| Model | Plain-language definition |
|---|---|
| Cloud-managed | Administration and selected services use a hosted vendor platform |
| On-premises | Management software, database and infrastructure run on owner-controlled local equipment |
| Hybrid | Local controllers handle specified door functions while hosted services add management, mobile or integration features |
Side-by-side operating comparison
Ask the bidder to replace general claims with product-specific answers and contract terms.
| Decision area | Cloud-managed | On-premises | Hybrid |
|---|---|---|---|
| Initial infrastructure | May reduce local server needs | May require server, software or workstation | Local control plus selected hosted services |
| Recurring cost | Hosting, licences or mobile credentials are common | Support, backups and replacement still cost money | Depends on local and hosted features |
| Remote administration | Commonly built in | Needs a secured remote-access design | Usually available for selected functions |
| Internet interruption | Local behaviour depends on controller and configuration | Door operation can remain local; remote access may not | Local decisions may continue while hosted features pause |
| Updates and backups | Shared between provider, installer and customer | Owner or service provider must maintain them | Both local and provider recovery matter |
| Vendor exit | Export and deletion depend heavily on contract | Proprietary formats can still create lock-in | Both local and hosted portability must be confirmed |
Build a five-year cost worksheet
Five-year total equals equipment and installation plus 60 months of platform charges, credentials, infrastructure, support, backup and recovery, integrations, expansion and exit costs.
| Cost item | Year 0 | Years 1–5 | Bidder must state |
|---|---|---|---|
| Equipment and installation | $___ | — | Controllers, readers, locks, power, wiring and commissioning |
| Cloud or software licences | $___ | $___ | Per door, controller, site, admin or unit |
| Mobile credentials | $___ | $___ | Issue, replacement, renewal and transfer charges |
| Server or workstation | $___ | $___ | Hardware, operating system and replacement plan |
| Internet or cellular | $___ | $___ | Required connection and backup path |
| Support and updates | $___ | $___ | Included work, response terms and exclusions |
| Backup, export and exit | $___ | $___ | Who restores, exports, transfers and deletes data |
What happens when power, internet or the provider fails?
Offline operation is a property requirement to verify, not a cloud-versus-local slogan.
| Failure | Questions to answer |
|---|---|
| Internet | Do stored fobs and schedules continue? Which app, remote and sync functions stop? |
| Building power | Which controllers, locks, readers and network devices have backup power? |
| Hosted platform | Can doors validate locally and store events for later synchronization? |
| Subscription lapse | What local operation and export access remain? |
| Administrator loss | Who can prove ownership and recover the master account? |
Privacy accountability does not move to the vendor
A BC strata remains responsible for personal information under its control when a service provider stores or processes it. Access records tied to a resident, unit or credential may be personal information. Define purpose, authorized roles, safeguards, retention, access and correction before launch.
Canadian hosting alone does not make a platform secure or compliant. Ask where primary and backup copies are stored, which staff and subprocessors can access them, whether multi-factor authentication and audit logs are available, how incidents are reported and how data is returned and deleted at contract end.
Plan the vendor exit before signing
Require an export of credential and resident records, door names, schedules, access groups, relevant logs, device configuration, administrators, integrations and backups. State the format, timing, cost, transition operation, account transfer and deletion requirements.
- Owner-controlled administrator account
- Named individual administrators and multi-factor authentication where supported
- Tested configuration backups
- Documented recovery authority
- Export format and cost
- Removal of former manager and vendor access
- Written deletion obligations for provider and subprocessors
How WeTech assesses the architecture
WeTech reviews doors, controllers, credentials, locks, wiring, network, administrator needs, offline requirements and integrations before recommending an architecture. The team has product training on Akuvox, Kantech, Keyscan and ICT access platforms, plus Hikvision and TP-Link for connected video environments. Training is not presented as manufacturer certification or authorized-dealer status.
Frequently asked questions
Questions property teams ask
Will cloud-managed doors stop working when the internet fails?+
Not necessarily. Many controllers retain local credentials and schedules, while mobile, remote or synchronization functions may pause. Confirm the selected product and configuration.
Is cloud access control safer than on-premises?+
Neither is automatically safer. Account security, configuration, updates, backups, contracts and operating procedures matter in both.
Does on-premises access control have no recurring costs?+
No. Software support, backups, server replacement, cybersecurity maintenance and service can create ongoing costs.
Can a strata change providers later?+
Only when account transfer, database export, controller access, licences and configuration are available. Review exit terms before purchase.
Sources & further reading
Primary references
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