Credential Management Software: A Complete Buyer’s Guide

The world is becoming more security conscious – which is a good thing, as we see it. It does mean, however, that accessing systems and spaces can feel like a juggling act of credentials. A physical keycard to enter the office, a fingerprint to use the printer, a digital password to access files, and a mobile app to visit an off-site setting. There comes a time when the volume of security credentials your organization needs becomes its own security challenge.

When credentials aren’t properly managed, they get lost, stolen, or misused. This leads to unauthorized access, data breaches, and compliance violations. Leaving it up to the account holder is inefficient and risky. This is where a credential management system can help.

By automating and streamlining credentials, from issuance to termination, you can solve this security and admin headache once and for all. We’ll explain how it all works and how to optimize these systems below.

What is Credential Management Software?

Credential management software, also known as a credential management system (CMS), centralizes and automates the management of all credentials used within your organization. A single platform issues, tracks, and revokes credentials for physical and digital access (e.g. key cards and passwords). It’s like a password manager on steroids!

By replacing manual, paper-based, and disparate processes with a single, secure, and efficient digital workflow, you know only the right account holders are using credentials at the right time, and for the right reasons.

How Credential Management Software works

The average cost of compromised credentials for an organization in 2021 was $4.37 million. A credential management system automates the full lifecycle of a credential, protecting them and the people using them. Here’s a step-by-step look at how it works:

1. Activate: The system automatically issues new credentials to account holders during onboarding, for example a physical access card or biometric enrolment. This ensures that new account holders have the access they need from day one.
2. Integrate: The system integrates with your security systems, like access control and identity management systems. This gives you one holistic view of security events and ensures consistent and secure credential use.
3. Expire: The system automatically revokes credentials when an account holder leaves the organization or when they no longer need access. This cuts the risk of former employees accessing sensitive areas or systems.
4. Update: The system automatically updates credentials as an account holder's role and requirements change. Account holders always will have the appropriate level of access without the need for manual intervention.
5. Record: The system provides a centralized record for auditing and compliance.

Types of credentials supported

The best systems can handle multiple credential formats, as most organizations use diverse security protocols.

• Access cards: These are the most common credentials for physical access. They use radio-frequency identification (RFID) technology to unlock a building or a room.
• Mobile credentials (NFC, Bluetooth): These credentials use a smartphone to grant access. They are a convenient and secure alternative to traditional access cards and use tech that people already carry with them.
• Biometric credentials (fingerprint, facial recognition): These credentials use unique biological characteristics to grant access to a building or a room. They are a highly secure alternative to access cards.
• Digital certificates and secure passwords: These credentials unlock digital access to networks, applications, and web-based platforms.
• Temporary and visitor passes: These credentials grant temporary access to visitors or contractors. They should be automatically revoked when the contract or visit expires.

Key features to look for in Credential Management Software

When shopping around for credential management software, keep an eye out for these essential capabilities. If a system offers all of these, it’s a good bet for enhancing your organization’s efficiency and security.

• Multi-format: The system should support a range of credential formats to suit your needs, so you can customize your solution to maximize efficiency and security.
• Automation: The system should automate the entire credential lifecycle, from issuance to termination, eliminating the risk of human error and ensuring all credentials are secured and monitored.
• Self-service portals: Self-service portals let account holders manage their own credentials, including resetting passwords or reporting lost access cards. This reduces the administrative workload and improves user experience.
• Role-based access policies: The system should allow you to create role-based policies that grant access based on an account holder's job. This is a boon for simplicity and consistency.
• Reporting and analytics: A credential management system should provide insights into how your organization is using credentials. With this data, you can further improve your security setup and resource allocation.
• Integration: The system should integrate with HR, IT, and visitor management systems to give you a truly holistic overview.

Benefits of Credential Management Software

Credential management systems will benefit both the day to day operations and security within your organization. Here are some of the most reported upsides, according to our customers.

Preventing unauthorized access

By automating the credential lifecycle, the system eliminates the risk of lost, stolen, or misused credentials – all major security weak spots.

Improving efficiency

The system automates most administrative tasks, reducing the workload on security and IT staff and freeing them up to focus on business-critical tasks.

Simplifying compliance reporting

The system creates a verifiable digital trail, which is useful for security and compliance audits.

Reducing insider threat

The system tracks and monitors credential use, helping to detect and prevent insider attacks. The connected, automated system means you can instantly block compromised credentials.

Enhancing convenience

The system supports a wide range of credential formats, from traditional access cards to mobile and biometric credentials, improving the account holder experience. A self-service feature only enhances this.

Common use cases for Credential Management Software

There isn’t just one type of organization, location, or setup that can benefit from credential management software. You’ll find it improving security and efficiency across a wide range of industries and sites.

Large corporate campuses

Credential management systems help large, busy corporate environments manage a wide range of credentials for employees and visitors.

Healthcare facilities

When operating in healthcare facilities, credential management systems help protect confidential patient data and meet compliance regulations.

Government and critical infrastructure sites

Credential management systems provide the security and compliance required for government and critical infrastructure sites that handle confidential information.

Education institutions

With a large number of students and staff, these systems provide a secure and efficient way to handle so many credentials.

Event venues

Credential management systems are a crucial component of event and venue security. They issue temporary passes to guests and vendors which can be automatically revoked when the event is over.

How to choose the right Credential Management Solution for you

As you weigh up the ideal credential management system for your organization, keep in mind these different factors:

• The system should support the credential formats you use.
• Your chosen system must have the capacity to scale with your organization – both up and down.
• The system needs to integrate with your existing security tools, such as access control and video surveillance.
• Think about whether a locally installed system (on-premises) or a flexible, remotely managed system (cloud-based) fits best.
• The system should provide and use cybersecurity protections, such as encryption and multi-factor authentication.
• Choose a vendor that provides training and ongoing support to maximize your investment.

How Acre Security helps businesses manage credentials

When it comes to credential management, Acre Security combines operational simplicity with robust security. Our approach comprises a single, intelligent platform for all credentials that seamlessly integrates with your physical access control and visitor management systems.

Our aim is to turn fragmented data, tools, and processes into one holistic and user-friendly ecosystem. With every credential on one dashboard, administration is streamlined and risks are minimized.

We adapt to the unique needs of your business, from a single office to a multi-site conglomerate. Get in touch today to start managing your credentials with confidence.

Restoring confidence in your credentials

Credential management is a vital link in your security chain. With a comprehensive credential management system, your organization's physical and digital assets are safe, while your operations remain efficient and secure. By automating the credential lifecycle, you eliminate the risk of human error and mismanagement for proactive protection.

Before a forgotten keycard or outdated password becomes the small leak that sinks a great ship, take control of your organization's credentials.

Let’s bulls your intelligent and cohesive security setup.