How to Budget for Security Hardware Replacement: A Guide for Property Managers and Building Owners
By Gina Stuelke, CEO of Kenton Brothers
Security hardware is one of the hardest-working assets in any commercial building. Doors open and close thousands of times each year, locks endure constant use, and access control systems operate around the clock to protect people, property, and business operations.
Yet many organizations only budget for security hardware when something breaks.
Reactive replacement often leads to emergency service calls, unplanned expenses, frustrated tenants, and avoidable security risks. A proactive budgeting strategy allows property managers and building owners to spread costs over time while maintaining a secure, compliant, and reliable facility.
Here’s how to create a smarter plan for security hardware replacement.
Why Security Hardware Should Be Part of Every Capital Plan
Most building owners routinely budget for:
- Roof replacement
- HVAC equipment
- Parking lot maintenance
- Elevators
- Interior renovations
However, security hardware is frequently overlooked despite being essential to daily building operations.
Commercial doors and security systems affect:
- Tenant satisfaction
- Building security
- ADA compliance
- Fire code compliance
- Employee safety
- Insurance risk
- Operational efficiency
Failing hardware rarely fails all at once. More often, it deteriorates gradually, creating increasing maintenance costs before eventually requiring replacement.
Start with a Security Hardware Inventory
Before creating a budget, organizations need visibility into what they own.
A comprehensive inventory should include:
Mechanical Hardware
- Cylindrical locks
- Mortise locks
- Exit devices
- Door closers
- Hinges
- Door coordinators
- Thresholds
- Automatic operators
Electronic Security Components
- Card readers
- Electric strikes
- Magnetic locks
- Door position switches
- Request-to-exit devices
- Power supplies
- Controllers
- Credential technology
Supporting Infrastructure
- Cabling
- Network equipment
- Batteries
- Backup power systems
Without an inventory, replacement planning becomes guesswork.
Understand Typical Hardware Life Cycles
Not all security hardware ages at the same rate.
Typical commercial life expectancies include:
| Component | Typical Life Cycle |
| Door Closers | 8-15 Years |
| Exit Devices | 10-20 Years |
| Mechanical Locks | 10-20 Years |
| Electric Strikes | 7-15 Years |
| Card Readers | 7-12 Years |
| Controllers | 10-15 Years |
| Access Control Software | 5-10 Years |
| Automatic Operators | 10-15 Years |
Actual life expectancy depends heavily on:
- Traffic volume
- Environmental conditions
- Maintenance practices
- Installation quality
- Product quality
A heavily used hospital entrance may wear out significantly faster than a low-traffic office opening.
Identify Critical Openings First
Not every door carries the same level of risk.
Prioritize replacement budgets around openings that impact:
Life Safety
- Stairwell doors
- Fire-rated openings
- Exit routes
- Emergency exits
Building Security
- Main entrances
- Loading docks
- Data centers
- Executive offices
- Cash handling areas
Tenant Operations
- Shared tenant entrances
- Amenity spaces
- Parking access points
A risk-based approach helps organizations focus limited capital on the most important openings first.
Track Service Call History
One of the best predictors of future replacement needs is past maintenance activity.
Review service records for:
- Repeat repairs
- Chronic door alignment issues
- Failing electrified hardware
- Frequent lock replacements
- Recurring access control failures
When a door requires repeated repairs, replacement often becomes more economical than continued maintenance. Many facilities discover that 20% of their openings generate 80% of their service costs.
Plan for Technology Obsolescence
Unlike traditional mechanical hardware, electronic security technology can become obsolete even when it still functions.
Questions to consider:
- Is the manufacturer still supporting the system?
- Are replacement parts available?
- Are security updates still being released?
- Does the system integrate with current technologies?
- Can the platform support mobile credentials?
Waiting until a system fails completely can create costly emergency upgrades and operational disruptions.
Build a Multi-Year Replacement Plan
Rather than replacing everything at once, many organizations benefit from phased budgeting.
Year 1
- Critical life-safety openings
- Chronic service-call locations
- Obsolete access control components
Year 2
- Main entrances
- Tenant-facing hardware
- Aging electrified openings
Year 3
- Secondary entrances
- Interior security doors
- Credential technology upgrades
Spreading projects over multiple years helps reduce capital shocks while steadily improving facility security.
Include Preventative Maintenance in the Budget
The most cost-effective replacement strategy often begins with proper maintenance.
Routine inspections can:
- Extend hardware life
- Reduce emergency service calls
- Improve reliability
- Identify failures early
- Lower long-term ownership costs
Preventative maintenance should be viewed as an investment rather than an expense.
Consider the Total Cost of Ownership
When evaluating replacement options, the lowest purchase price is not always the lowest long-term cost.
Consider:
- Installation expenses
- Service requirements
- Energy consumption
- Warranty coverage
- Software licensing
- User management costs
- Future scalability
Quality hardware often delivers a lower total cost of ownership over its lifespan.
Don’t Forget Compliance Requirements
Security hardware replacement projects frequently create opportunities to address:
- ADA accessibility concerns
- Fire code deficiencies
- Life safety requirements
- Occupancy changes
- Insurance recommendations
Combining compliance improvements with planned replacement projects can improve budget efficiency and reduce future liability.
The Benefits of a Security Assessment
Many organizations struggle to determine where to begin.
A professional security hardware assessment can help identify:
- Aging infrastructure
- Deferred maintenance issues
- Compliance concerns
- Technology gaps
- Capital planning priorities
The result is a roadmap that supports smarter budgeting and more predictable facility operations.
Final Thoughts
Security hardware is not simply a maintenance expense – it is a critical building asset that directly impacts safety, security, tenant satisfaction, and operational performance.
Organizations that proactively plan for replacement avoid costly surprises, reduce emergency repairs, and create a more reliable environment for occupants and visitors.
By maintaining a current inventory, understanding life cycles, prioritizing critical openings, and implementing a multi-year replacement strategy, property managers and building owners can make smarter investments while protecting the long-term value of their facilities.
At Kenton Brothers Systems for Security, we help property managers and building owners assess existing hardware, identify replacement priorities, and develop long-term capital plans that improve security, reliability, and operational efficiency.
Let us know how we can help you.
Kenton Brothers Systems for Security is a WBE-certified commercial security integrator headquartered in Kansas City, Missouri. Our services include commercial security solutions for video surveillance, access control, locking hardware, intrusion detection, mass notification, remote services, and specialty products including robotics, video analytics, and metal detection systems.
To learn more, give us a call.
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Kenton Brothers Systems for Security has been in business since 1897. This year we are celebrating our 125th year! Over that time, we’ve seen our industry innovate and transform several times. Currently, we are at another crossroads of evolution and innovation.
Administration of Access Control, IP Video surveillance, Intrusion Detection system
Onboarding and offboarding employees
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One of the best ways to get rid of this debt is to outsource the maintenance and support of your systems. Establishing a relationship with a trusted security partner such as Kenton Brothers Systems for Security is something we would love to talk with you about. Think of us as a fractional Chief Security Officer. Kenton Brothers has manufacturer trained personnel to help maintain your investment as well as manage your daily alarms, annual firmware upgrades and ongoing operating system updates. We have certified physical security experts on staff that can help create policy and procedures for your specific situation.
