Legacy security systems in multifamily properties are a massive problem that often goes overlooked. 

These outdated systems can create operational blind spots, missed revenue opportunities, and exposure to safety and security issues. In short, these issues can impact the bottom line and increase risk. Unfortunately, these systems are often only updated after a problem occurs.

So, what do we mean by legacy systems? Outdated systems are identified more by type rather than age. Mechanical keys, magnetic stripe cards, and proximity credentials such as cards or fobs all fall into the category of outdated systems prone to problems.

Mechanical keys can be easily lost or copied and are notoriously difficult to track. They allow 24/7 access with no record of use. Older electronic systems, such as magnetic stripe cards or proximity credentials, come with their own set of problems. Magnetic stripe cards wear out easily, and information can be easily extracted from them, while proximity credentials are also extremely insecure, as they can be cloned using widely available technology.

People often don’t understand how to identify these outdated systems or how susceptible they are to unauthorized access. As a result, the systems linger in buildings far longer than they should.

Does your security system need an upgrade? 

There are six primary ways to determine whether a security system is outdated and therefore susceptible to security breaches.

1. Is your system using encrypted credentials? Modern systems can blend mobile devices, fobs, cards, and stickers — all with in-built encryption. This eliminates the risk of unauthorized copying.
2. Does your access control system require a property employee to visit every offline lock to deliver updates every time a change is made? Modern systems put the access rights into the credentials rather than the locking device, which drastically reduces the burden on maintenance. 
3. Does your access control require wholesale battery changes, regardless of the battery status? Modern battery-powered locking devices communicate battery status to the software and can send notifications to maintenance departments via email. 
4. Does your system use a keypad-only device at common area openings? This can be a significant liability as codes can be shared with non-tenants and used by former tenants. Keypads that require valid credentials to be presented as well — or dual authentication — considerably increase security. 
5. Are your property managers continuously replacing lost or stolen physical credentials, such as fobs or cards? Mobile credentials may be a better solution. The replacement of physical credentials can be costly, and unless they are deactivated, they can become a security liability. 
6. Are you able to use your access control system as a marketable feature of the property to attract tenants? Benefits such as using one credential to access tenant apartment entry doors, as well as main entry and common areas such as gyms and swimming pools, considerably enhance the overall tenant experience. 

Why “good enough” falls short

One of the biggest factors holding operators back from updating legacy systems is the perceived cost. The reality is that continuing to use outdated systems can add to increased inefficiencies, operational expenditures, and security risks. These risks by themselves create uncontrollable operational expenditures. Some of these obvious and “hidden” costs include: 

Liability. With mechanical keys, including key override on battery-operated locking devices, liability becomes fuzzy fast. A tenant can easily make copies and share them with others. Most modern systems allow mechanical key backups, but should any of those keys become misplaced or copied, entry would be allowed to any door 24/7 without any knowledge of who may have used the mechanical key. Proximity credentials present a similar problem as they are easily cloned. If there is a break‑in, the owner has no way to know whether a copied credential was used or who was responsible. 

Lost mechanical keys and physical credentials. Mechanical keys guarantee ongoing cost. Rekeying a door or an entire system is expensive and often unavoidable. Replacing proximity credentials will also incur additional expenses, as each locking device will have to be visited to delete the credential, and unless the lost credential is deactivated, it becomes a security liability. 

Inefficient updates. Access control systems in multifamily environments are more than just locking devices. These systems are typically part of a larger ecosystem that manages the tenant’s scheduled access to common areas and paid amenities. Many of these older systems require “touring” to update the lock, a process requiring someone to visit each locking device to add or delete users and gather audits. 

Reputational damage. Properties that struggle with break‑ins, unauthorized usage of common area amenities, or access issues, such as a resident’s credential not working, create frustration and reputational damage that can negatively impact the resident experience and future occupancy.

Modern systems that benefit the bottom line

Taking proactive steps to upgrade systems generates measurable ROI and creates value by reducing operational inefficiencies, minimizing ongoing costs, and enhancing both security and resident satisfaction.

Adding modern security systems to multifamily properties also produces benefits, such as:

• Allowing better timed management of tenant access rights.
• Easy deletion of credentials once a tenant moves out
• Providing audit trails and greater insight into amenity usage to help better manage staffing and operations.
• Creating an easier access experience without the need to grapple with mechanical key usage. Electronic access control can be set up to increase access duration for tenants who require more time to use an opening, as well as provide remote locking and unlocking for tenants who may have misplaced their credentials. 

An important and simple first step in modernizing a property security system is recognizing that you don’t have to do everything at once. Start with the backbone – the software and the readers for the main entries to the building – then expand opening by opening, floor by floor, or building by building as your budget allows. Most reputable systems are built to scale to tens of thousands of locks and millions of users. 

Look for flexible credential options, low-battery alerts, and long-range readers for garages and barriers. In addition, systems that don’t require purchasing a new credential subscription every time a tenant leaves can result in significant cost savings over time. 

It’s also important to identify a solution that supports interfacing or integration with other property management systems. While access control is often assumed to require full integration with intercom and video solutions, in many cases, a simpler interface can deliver a more robust and fully functional solution that effectively addresses the requirement. 

Overcoming perceived hurdles

Some of the most common reasons multifamily operators put off updating security systems range from perceived costs to a simple lack of awareness of the ROI. The barrier isn’t real cost — it’s the idea of cost. Lack of understanding stops projects before they start.

People often think access control is complicated. It doesn’t have to be. With a few hours of initial training, property managers and admin can run the system easily. And support matters — choose a company you can call on for a fast response before, during, and after an installation.

If your property is relying on outdated access technology, now is the time to take a closer look. Start by evaluating where vulnerabilities and inefficiencies exist, then explore modern, scalable solutions that fit your budget and operational needs.