In today’s fast-paced commercial real estate environment, being reactive is no longer enough. At BBDRE Commercial Property Management, we believe that proactive technology use is a cornerstone of effective building management—especially when it comes to system backups, software updates, and protecting your property’s critical infrastructure.
it typically indicates that the operating system has encountered a critical error that it cannot recover from without a reboot.25
Why Outdated Systems Put Your Property at Risk | How BBDRE Commercial Real Estate, Combines Technology and Property Management to Protect Your Building and Save You Money
Support for Windows 8 officially ended in January 2023, and support for Windows 10 will phase out by October 2025. That means if your building’s systems—such as HVAC controls, access control, key management, or lighting—are still running on these operating systems, they’re already becoming a major liability.
Outdated systems can’t receive security patches, bug fixes, or compatibility updates. As a result, you risk losing access to essential configuration options like scheduling, holiday access permissions, and user credentials.
Let’s say your access control system (e.g., Entrapass Go or AxTraxNG) is running on an old PC. Without regular updates and backups, a single hard drive failure or software crash could erase:
Hundreds of fob or card registrations
Door schedules (which could result in 24/7 access or total lockouts)
Holiday exceptions
User permissions and zones
Now imagine having to reprogram 500+ cards from scratch, while tenants are locked out or security is compromised. The cost, inconvenience, and liability are massive—and 100% preventable.
The True Cost of Skipping Backups | How BBDRE Commercial Real Estate, Combines Technology and Property Management to Protect Your Building and Save You Money
Your access control system isn’t the only risk. Many properties in Central Florida also rely on building automation systems like Tracer Summit, Alerton, or Honeywell, which may be running on aging hardware.
If your HVAC control system runs on a standalone computer with no backup and that computer crashes, you could:
Lose all your heating and cooling zone settings
Incur thousands in emergency labor and reconfiguration
Experience major tenant discomfort
Compromise energy efficiency and increase utility costs
The damage is not just technical—it affects your reputation, tenant retention, and operational budget.
This is why regular backups of both software and hardware systems are not optional. They are essential.
Many Systems Still Rely on Microsoft SQL Server 2012 | How BBDRE Commercial Real Estate, Combines Technology and Property Management to Protect Your Building and Save You Money
In addition to outdated operating systems, many building management software platforms rely on Microsoft SQL Server 2012 to store critical data. The extended support for SQL Server 2012 ended in July 2022, meaning there are no more security updates or patches for these databases.
Running essential applications on unsupported database versions puts your property at serious risk. A corrupted database or system vulnerability could lead to:
Permanent data loss
Inability to retrieve reports or schedules
Downtime of mission-critical applications
Security breaches from unpatched vulnerabilities
Upgrading your database software is just as important as upgrading your hardware and operating system.
Protect Your Systems During Power Outages
Another often-overlooked but critical investment is installing uninterruptible power supplies (UPS) for your essential servers and control systems.
A sudden power outage can cause your systems to crash, damaging files or corrupting databases. With a UPS in place, your key systems can continue running for a limited time, giving your team the window needed to safely shut down or recover:
Maintain access control operations during outages
Protect HVAC and automation servers from abrupt shutdowns
Allow remote access or alerts for emergency response
At BBDRE, we ensure our clients’ systems are paired with the proper UPS devices and are regularly tested to verify functionality.
What We Do at BBDRE to Stay Ahead
At BBDRE, we have implemented strict internal protocols to ensure every critical system is backed up, updated, and monitored. Our property management strategy includes:
Routine data backups for access control, key control, HVAC automation, and other essential platforms
Firmware and software updates to maintain compatibility, security, and performance
Preventive maintenance logs that track system health and trigger early interventions
We collaborate with technology vendors and in-house IT professionals to make sure that your building doesn’t just run—but runs securely, efficiently, and predictably.
The Benefits of Being Proactive
Doing regular backups and updating your system software and firmware isn’t just about avoiding disasters—it’s about gaining control:
Fewer emergency repairs
Faster recovery times
Improved tenant satisfaction
Reduced operating costs
Increased system lifespan
Peace of mind for building owners
Preventive digital maintenance is just as crucial as physical building inspections. A single overlooked update or skipped backup can result in major financial losses.
Backup copies are crucial to recover lost information.
Real-World Scenarios: How One Backup Prevented a Disaster
At BBDRE, we’ve seen firsthand how preventive action pays off. In one case, a partner building experienced a hard disk failure on their HVAC automation server. Thanks to our scheduled backup protocol, we were able to restore the entire system within hours—avoiding what could’ve been days of downtime, tenant complaints, and costly manual overrides.
In another instance, an outdated access control platform was due to be retired. We assisted in migrating all data—including card credentials, door schedules, and user permissions—to a new system, with zero service interruption.
These are not exceptions—they are results of ongoing diligence.
What You Can Do Today
If your building is still running outdated systems—or if you don’t have clear backup protocols in place—it’s time to take action:
Audit your systems: Find out what operating systems your key platforms are using.
Schedule backups: Set up automated backups for all essential data.
Review your software and firmware: Make sure your access control, HVAC, and security systems are updated.
Upgrade your database platforms: Avoid using unsupported versions like SQL Server 2012.
Install UPS devices: Protect your systems from data loss during power outages.
Create a disaster recovery plan: Know what steps to take in the event of failure.
Partner with professionals: Work with a property management firm that prioritizes tech integrity.
BBDRE: Your Technology-Driven Property Management Partner
We don’t wait for things to break. At BBDRE, we believe the best way to avoid loss is to prevent it. That’s why our property management model in Central Florida includes a technology-first approach. From daily walkthroughs to digital backups, from mechanical inspections to firmware updates—we’ve built a 360° program that protects your property’s long-term value.
Don’t wait for a system failure to realize what you’ve lost.
Protect your building. Protect your investment. Start with a backup.
If you’re ready to experience the difference that BBDRE’s commercial property management in Central Florida can make, let’s start a conversation.
Contact: Michael F. Beale, CCIM Buffy Gillette Pat Goetz Christine Goldman Nelson G.
🌐 www.commercialrealestate.estate
#CommercialRealEstate #CRE #PropertyManagement #bbdre
Discover how professional property management can unlock your asset’s full potential.