Video Management Software: How to Find the Optimal System for Your Site

Video Management Software: How to Find the Optimal System for Your Site

In today’s digital age, video surveillance has become an essential tool for ensuring security and monitoring activities in various environments. Whether you’re managing a commercial property, an educational institution, a healthcare facility, or even a residential area, having a reliable and efficient Video Management Software (VMS) system can make a significant difference in maintaining safety and operational efficiency. However, with the multitude of options available, selecting the optimal VMS system for your site can be a daunting task. Here, we will try to give you some advice and practical steps on choosing the right vendor and guide you through the process of choosing the right VMS system to suit your specific needs.

Understanding Video Management Software (VMS)

Video Management Software (VMS) is a crucial component of modern video surveillance systems. It allows users to efficiently manage, view, store, and analyze video captured by surveillance cameras. VMS systems provide a user-friendly interface that enables operators to control cameras, view live and recorded footage, and set up alerts and notifications for specific events. Additionally, advanced VMS solutions offer features like video analytics, remote access, and integration with other security systems like access control, fire/burglar alarm, and perimeter intrusion detection systems. 

Assessing Your Site’s Requirements

Before you begin searching for a VMS system, it’s important to assess your site’s specific requirements and objectives. You can choose the right VMS yourself or use expert services. 

When selecting video management software (VMS) for your organization’s security needs, it’s invaluable to work with experienced consultants and security system integrators. These professionals have specialized knowledge and expertise in the complex landscape of security technologies. Consultants can assess your specific requirements, evaluate your existing infrastructure, and provide customized recommendations that align with your goals. Integrators, on the other hand, have hands-on experience implementing complex security systems and can ensure seamless VMS integration with your existing hardware and software components. Their insight can help you overcome challenges related to compatibility, scalability, and functionality. Working with consultants and integrators not only facilitates an informed decision, but also streamlines the implementation process, ensuring that the VMS you choose best meets your security objectives. 

In any case, consider the following factors: 

Number and type of cameras: Determine the number and types of cameras you will be using. Different VMS systems can support a variety of camera types, such as fixed and PTZ cameras, thermal imagers, cameras with embedded video analytics, and even specific devices, such as explosion-proof and process monitoring cameras. 

Scalability: Consider whether you anticipate expanding your surveillance system in the future. Choose VMS that can accommodate your growth without compromising performance

Integration needs: If you plan to integrate your VMS with other security or management systems (access control, alarms, etc.), ensure that the VMS supports the required integrations. 

User access and roles: Define who will have access to the video management system and what level of access they need. Some systems offer role-based access control to effectively manage user permissions

Video analytics: If you require advanced video analytics such as pose detection, license plate recognition, object tracking, or people counting, choose VMS that offers these features. 

Storage requirements: Evaluate how much video footage you need to store and for how long. This will help you determine the necessary storage capacity. Many video management software vendors offer free services or tools to calculate video storage capacity, server and client specifications, and select suitable hardware platforms. 

Network infrastructure: Consider your site’s network capabilities, including connectivity and bandwidth. Make sure the VMS can operate smoothly on your network. Choose the one that fits within your limitations or has functionality to solve the issue of restricted networks. 

Key Features to Look for Choosing Video Management Software

As you research different VMS systems, pay attention to the following key features that can greatly impact the system’s performance and usability: 

User interface: A user-friendly interface is essential for ease of use. The VMS should allow operators to quickly navigate through cameras and view footage. Pay maximum attention to a flexible GUI that makes it easy and fast for operators to perform their jobs, solving a number of surveillance-related tasks. A highly beneficial feature is custom layouts that enable placing cameras on the screen in any arrangement and show additional data, such as dashboards, events, system health status, webpages, etc. Interactive alarm management mode prevents operators from missing alarms and makes it easy to handle and classify alarm events. 

Remote access: Choose VMS that enables remote access, allowing you to monitor your site from anywhere using computers or mobile devices and providing convenient and secure remote video monitoring and customized reporting. 

Scalability: Ensure the VMS can grow with your needs without causing disruptions or requiring major hardware changes. Video management software that supports on-premises, cloud-based, and hybrid deployments offer an efficient solution for large-scale installations. It enables you to implement local systems with a few servers and operator workstations (or without onsite monitoring) and integrate multiple sites, such as retail stores, schools, or gas stations. You can establish a command-and-control center while combining local and remote video monitoring and streamlining the process of adding new cameras and connecting new sites to the unified system. 

AI and video analytics: Advanced video analytics can enhance security and provide valuable insights. Consider VMS that offers analytics relevant to your site’s requirements. Along with standard motion detection, modern surveillance systems encompass a range of analytics tools, including the following: 

When selecting AI video analytics, consider your specific security needs, the environment you’re monitoring, and the scalability of the solution to ensure it aligns with your objectives. 

Third-party integrations: If you need to integrate VMS with other systems, choose a solution that supports seamless integration. Modern unified VMS integrates access control, fire/security alarm, and perimeter protection systems. It links camera videos to events occurring in the connected systems so that an operator can quickly locate an alarm or access event and get the corresponding footage to assess the situation. It also can allow for monitoring and controlling security devices. 

Storage management: Efficient storage management is crucial for handling large amounts of video data. The most demanded VMS feature is support for local and network storage. You may also need specific functionalities, such as automatic storage replication with FPS reduction for long-term retention and support for cloud storage for rapid capacity expansion. 

Performance: Check how the VMS handles multiple simultaneous live, playback, and video analytics streams. Support for hardware video decoding and AI acceleration significantly increases the number of cameras per server/workstation, reducing hardware costs and power consumption. 

Support and updates: Research the vendor’s customer support reputation, how frequently the VMS receives updates and improvements, and how they are charged. 

Cost Considerations

While cost should not be the sole factor in your decision, it’s important to evaluate the total cost of ownership, including licensing fees, hardware requirements, and ongoing maintenance expenses. Balance your budget constraints with the features and capabilities that the VMS offers. 

Comparing and Testing VMS Systems

After narrowing down your options, it’s recommended to test the shortlisted VMS systems. Many vendors offer trial versions, allowing you to experience the software firsthand. 

Final Thoughts

Selecting the optimal Video Management Software for your site is a critical decision that impacts the security and efficiency of your operations. By thoroughly assessing your site’s requirements, comparing key features, and testing different VMS systems, you can make an informed choice that aligns with your goals and budget and provides a reliable surveillance solution for years to come. Investing time in research and testing now can lead to better results and peace of mind in the long run. 

Find out more about Axxon One video management software 

Axxon One Video Management Software


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