Why Outdated ID Programs Cost More Than You Think

The Hidden Cost of Outdated ID Programs 

Why aging badge systems quietly cost organizations more than they realize 

Most organizations don’t wake up one morning and decide their ID program is broken. 

Instead, it quietly falls behind. 

Badges become inconsistent. Printers slow down. Replacement cards pile up. Security gaps appear. And what once felt “good enough” slowly becomes expensive, inefficient, and risky — often without anyone realizing it. 

The truth is this: an outdated ID program costs far more than the price of a new printer or system. The real cost shows up in lost time, rework, security vulnerabilities, compliance risk, and missed opportunities to integrate with modern access and security platforms. 

Let’s break down where those hidden costs come from — and how organizations can fix them. 

1. Manual Processes That Drain Time and Productivity

Older ID programs often rely on: 

• Manual data entry 

• Single-card printing workflows 

• Limited or outdated software 

• Printers not designed for volume or batch jobs 

What does that mean in practice? 

It means every new hire, visitor, contractor, or badge replacement takes more time than it should. Staff are pulled away from their real jobs to retype information, troubleshoot printers, or redo cards that didn’t print correctly the first time. 

Modern ID systems are designed to: 

• Import data directly from existing databases 

• Batch print dozens or hundreds of cards at once 

• Preview cards before printing 

• Reduce errors with automated layouts and templates 

Over the course of a year, these efficiencies save dozens — sometimes hundreds — of staff hours. 

2. Cheap Badges Lead to Costly Reprints

Another hidden cost is badge durability. 

Many older programs rely on: 

• Thin PVC cards 

• No protective overlays 

• No lamination 

• Printers without security or durability features 

The result? 
Badges crack, fade, scratch, or stop scanning — often within months. 

Each replacement may seem inexpensive on its own, but when you factor in: 

• Staff time 

• Materials 

• Printer wear 

• Downtime 

The costs add up quickly. 

Modern ID printers and systems support: 

• Thicker card stock 

• UV and holographic overlays 

• Optional lamination modules 

• Over-the-edge and retransfer printing for longevity 

In many cases, adding lamination alone can extend badge life by 3+ years, dramatically reducing replacement costs. 

3. Security Gaps You Can’t See — Until It’s Too Late 

Outdated ID programs don’t just cost money — they introduce risk. 

Without modern features, organizations often lack: 

• Anti-forgery protection 

• Encrypted credentials 

• Reliable access tracking 

• Integration with access control systems 

That creates vulnerabilities such as: 

• Badge sharing 

• Lost or duplicated credentials 

• No visibility into who accessed what — and when 

• Difficulty disabling access instantly 

Today’s ID programs are no longer “just for identification.” They are a key layer of physical security. 

When paired with modern access control platforms like Verkada, badges can: 

• Grant or revoke access in real time 

• Support mobile and encrypted credentials 

• Trigger alerts for suspicious activity 

• Tie identity directly to doors, cameras, and events 

An outdated badge system can’t support these capabilities — and that gap often isn’t discovered until an incident occurs. 

4. Scaling Problems as Organizations Grow

Many ID programs were built for a much smaller organization than the one they now serve. 

As teams grow, organizations often encounter: 

• Printers that can’t handle higher volumes 

• Software that doesn’t scale with users or records 

• No ability to manage multiple sites or roles easily 

• Inconsistent badge designs across locations 

Modern ID systems are built to scale — from printing 15 badges a year to 50,000+ — without changing platforms. 

Scalability isn’t just about speed. It’s about future-proofing your investment so your ID program grows with your organization, not against it. 

5. The Cost of “Cheap” Solutions

Many organizations are drawn to low advertised prices from online resellers or marketplaces. 

What those prices rarely include: 

• Software upgrades 

• Encoding capabilities 

• Security features 

• Support, training, or troubleshooting 

• Loaner equipment during repairs 

In many cases, organizations end up paying: 

• Hourly support fees 

• Annual software subscriptions 

• Shipping and downtime during repairs 

The result? A “cheap” system that ends up costing more over time than a properly designed solution from the start. 

A Smarter Path Forward: Refresh, Don’t Patch 

The solution isn’t just buying a new printer — it’s refreshing the entire ID program with a system that supports: 

• Your print volume 

• Your security requirements 

• Your growth plans 

• Your access and security ecosystem 

A modern ID refresh often includes: 

• The right printer for your volume and use case 

• Secure, scalable ID software 

• Durable card materials and overlays 

• Integration with access control and security platforms 

• Ongoing support and training 

Most importantly, it gives organizations control — over cost, security, and operations. 

Final Thought: Your ID Program Is More Than a Badge 

An ID badge touches nearly every part of your organization: 

• Security 

• Compliance 

• Operations 

• Employee experience 

• First impressions 

If your program hasn’t been reviewed in years, chances are it’s quietly costing you more than you think. 

Refreshing it doesn’t just fix today’s problems — it sets you up for what’s next. 

👉 Ready to uncover the real cost of your ID program? 

Explore how a modern ID refresh can save time, reduce risk, and support integrated security — all from one trusted partner.