Mastering Surveillance: Best IP Camera Recording Software or VMS in 2023

IP Cameras and VMS

The advent of IP (Internet Protocol) cameras has revolutionized the way we think about video surveillance. Unlike their analog counterparts, IP cameras can send and receive data via the internet or a computer network. This capability has opened a Pandora’s box of features and functionalities, making surveillance systems smarter, more effective, and incredibly versatile.

Enter Video Management Software (VMS). This software serves as the nerve center of a surveillance system, managing video feeds from multiple cameras and offering an array of analytics and video recording options. If IP camera is the eye of a surveillance system, VMS is the brain, making sense of what the eye sees and deciding what to do with that information.

External Monitoring Station

Importance of Choosing the Right Software in 2023

In today’s world, where security threats are more complex and omnipresent, merely having video footage is not enough. As we advance further into the year 2023, selecting the right VMS becomes crucial not just for optimal surveillance but for business intelligence, compliance, and even for integrating with other smart systems within your organization. In other words, the right VMS can serve as an invaluable asset that extends far beyond security.

Why Use Video Management Software?

Centralized Monitoring

One of the most compelling reasons to use VMS is the ability for centralized monitoring. Imagine having multiple IP cameras—each one could be a different brand, have different specifications, or be situated at various locations. VMS allows you to manage them all from a single interface, whether they are across different floors of a building or even across multiple geographical locations.

Advanced Features

The utility of VMS isn’t limited to just collecting video feeds. Modern VMS solutions offer a range of advanced features such as motion detection, facial recognition, automated alerts, and much more. These features can aid in proactive security measures and can even serve business analytical needs like customer behavior mapping in a retail setting.


Another key advantage of VMS is its scalability. As your needs grow—be it an expansion of your physical premises or the necessity for more advanced features—a robust VMS system can scale to meet these new demands without requiring a complete overhaul of your existing setup.

How Does VMS Work?

Basic Functionality

At its core, Video Management Software acts as a liaison between your IP camera and your viewing or recording platforms. The IP security camera software software connects to each camera’s IP address and retrieves live video feeds, which it then consolidates on a single viewing platform. From IP camera viewer, users can observe real-time footage, control camera angles (if the camera has pan, tilt, and zoom capabilities), and operate various other functionalities like recording or triggering alarms.

Integration with IP Cameras

Compatibility is often a concern when it comes to VMS and IP camera. Fortunately, most modern VMS solutions are designed to be brand-agnostic and can integrate with cameras of various makes and models. This ensures that businesses can mix and match cameras according to their specific needs without worrying about software limitations.

Cloud vs. Local Storage

The last major point to consider is where your video data will be stored. VMS systems typically offer two options: local storage or cloud storage. Local storage is often more straightforward but may require substantial hardware and will have limitations on data capacity. Cloud storage, on the other hand, offers virtually unlimited space and easy access to videos from anywhere with an internet connection. However, it may raise concerns about data security and ongoing subscription costs.

IP CCTV Camera

Types of VMS Software


Proprietary VMS solutions are software applications developed and maintained by specific companies for their own line of hardware or a limited range of supported devices. These solutions are often robust and offer a streamlined user experience, as the software and hardware are optimized to work in sync. However, these come at a higher price point and may have limitations when it comes to scalability and integration with third-party devices.


Open-source VMS software allows for a high degree of customization. As the source code is publicly accessible, skilled developers can modify the software to fit unique requirements. Open-source solutions like ZoneMinder often have a vibrant community contributing to the platform, providing plugins, and offering support. The obvious advantage is cost-efficiency; most open-source VMS are free to use. However, they may require more technical know-how for setup and customization. Open-source option can be one of the best free security camera software available if you have the ability to work with it.


Cloud-based VMS options store all recorded footage on a secure cloud server, which you can access from anywhere with an internet connection, even with mobile devices. Companies like Eagle Eye Networks provide this kind of service. This eliminates the need for local storage solutions, making it easier to manage large amounts of data. The downside is that you must maintain a strong, consistent internet connection for optimal performance, and you’ll likely pay a recurring subscription fee.

Factors to Consider Before Choosing a VMS


One of the foremost concerns when selecting Video Management Software is compatibility with your existing or planned hardware. Not every VMS can work seamlessly with all types of IP cameras, access controls, or alarm systems. To avoid any issues, it’s essential to verify whether the VMS you’re considering supports the camera models and other security hardware you plan to use.

User Interface

A user-friendly interface is vital for efficient monitoring and control. An overly complex UI could hamper operations and slow down response times in critical situations. A good VMS should offer an intuitive dashboard that provides easy access to all cameras, playback features, and analytics tools. A cumbersome interface can negate even the most advanced features, so make sure you or your team can easily navigate the system.

Security Features

With the increasing threats to cyber security, it’s paramount that your VMS not only helps you manage physical security but also offers robust digital security features. This includes encrypted communications, multi-factor authentication, and regular software updates to protect against vulnerabilities.

The Cost Factor

Many VMS providers, especially cloud-based solutions, operate on a subscription model. This involves a recurring fee—monthly or annually—that gives you access to updates, cloud storage, and sometimes even customer support. Subscription-based services are easier on your immediate budget but could become more expensive in the long run.

Some VMS solutions offer a one-time purchase option where you pay an upfront fee for lifetime access to the software. While this may seem expensive initially, it can be cost-effective over the long term, especially if the software is robust and doesn’t require frequent updates. However, add-on features and premium customer support may still come at an additional cost.

Security Concerns

Security should be a top priority when choosing a VMS. Ensure that the software offers robust encryption methods for both stored and transmitted data. Modern security protocols like AES 256-bit encryption provide a high level of security and are a must-have feature in any VMS.

Aside from encryption, user authentication features like two-factor authentication (2FA) add an extra layer of security. This ensures that only authorized users can access the system. Check if the software allows for the creation of user roles, where each role has specific permissions, to minimize the risk of unauthorized access.

User Interface and Usability

The usability of the VMS software plays a crucial role in day-to-day operations. A complicated, hard-to-navigate interface will lead to inefficiencies and may increase the likelihood of mistakes. Look for software with an intuitive layout, easily accessible features, and straightforward setup procedures.

In today’s interconnected world, having the ability to remotely access your surveillance footage is not just a luxury but a necessity. Ensure that the VMS you choose offers a secure, reliable method for remote access, whether through a dedicated app or a secure web portal. This feature is particularly useful for business owners and security personnel who may need to monitor footage while on the move.


Software Updates and Upgrades

Staying current with software updates is crucial for the security and functionality of your VMS system. Updates often contain security patches that close vulnerabilities, as well as feature improvements and bug fixes that enhance system performance. Failing to update can expose your system to security risks and compromise its efficiency.

It’s essential to consider how frequently the software receives updates. Some providers release updates more regularly, signaling active development and robust support. However, too frequent updates may require time-consuming management and have the potential to introduce new bugs. A balanced, consistent update frequency is ideal.

The Role of AI and Analytics

Motion Detection

Modern VMS solutions often integrate AI algorithms to offer motion detection features that go beyond traditional pixel-based movements. This could include identifying if a vehicle has entered a restricted zone or detecting if a package has been left unattended for an extended period. These advanced analytics can automatically trigger alarms, making the system more proactive.

Facial Recognition

Facial recognition technologies have rapidly evolved and are now a staple in high-end VMS solutions. This feature can identify individuals in real-time and check them against a database, which can be invaluable for both security and customer service applications.

Traffic Analysis

Beyond security, VMS coupled with AI can serve business intelligence needs, such as analyzing customer foot traffic in retail environments. Knowing peak hours and customer flow patterns can significantly impact staffing decisions, inventory management, and sales strategies.

Exacqvision vms

Legal and Compliance Aspects

Data Protection Regulations

With the rise of data privacy concerns and regulations like GDPR in Europe or CCPA in California, it’s crucial for organizations to ensure that their VMS complies with data protection laws. This could involve securing video footage in a way that only authorized personnel can access it and ensuring that all data transmissions are encrypted.

Video Storage Policies

The length of time that footage should be stored and the conditions under which it can be accessed or deleted are often subject to legal requirements. Make sure to understand these regulations to configure your VMS storage settings accordingly.

Authorization Protocols

Setting up strict authorization protocols ensures that only authorized personnel have access to live and recorded footage. This is crucial not just for the integrity of the surveillance system but also for legal compliance, especially in scenarios where video evidence may be used in legal proceedings.

The following sections cover the best and powerful IP camera software that you can use.

Best Overall VMS: Milestone XProtect

Milestone XProtect is a leading VMS known for its scalability and extensive feature set. It supports thousands of cameras and allows integration with various third-party systems. Advanced features like AI-driven analytics, remote access, and multiple viewing options make it an all-around solution.

  • Pros: Highly scalable, extensive third-party integrations, advanced features, robust security.
  • Cons: Can be expensive for small setups, may have a steep learning curve.

Best for Large Enterprises: Genetec Security Center

Genetec Security Center is a unified security platform that not only manages video surveillance but also incorporates access control and other security systems. Its scalability makes it suitable for large enterprises with complex needs.

  • Pros: Unified platform, extensive scalability, robust security features, enterprise-level support.
  • Cons: High cost, complex setup, and management.
genetec vms

Best for Flexibility: Axis Camera Station

Axis Camera Station is designed to work flawlessly with Axis hardware. It is incredibly flexible and offers features like HDTV-quality video, mobile access, and an intuitive interface for easy management of multiple cameras.

  • Pros: Optimized for Axis hardware, HDTV video quality, mobile support.
  • Cons: Limited third-party integration, can be expensive if not paired with Axis cameras.
AXIS camera system

Best for Analytics: Avigilon Control Center (ACC)

Avigilon Control Center is renowned for its focus on providing advanced analytics. It supports Avigilon’s self-learning video analytics and offers powerful search tools to locate specific footage or events.

  • Pros: Advanced analytics, robust search tools, high-quality video.
  • Cons: May be overkill for smaller setups, requires Avigilon hardware for full functionality.
avigilon campus security marian university acc video management software

Best for Wide Range of Hardware: Hikvision VMS

Hikvision’s VMS is designed to work with a broad range of Hikvision hardware, from IP cameras to DVRs. It provides a variety of functionalities, including real-time monitoring, video playback, and alarm notifications.

  • Pros: Compatible with a wide range of Hikvision hardware, various functionalities, affordable.
  • Cons: Limited third-party integration, user interface may be less intuitive compared to competitors.
Hikvision warehouse camera

Best for Integration: Honeywell MaxPro

Honeywell MaxPro offers a seamless experience in integrating with various Honeywell security solutions. It provides features like multi-site management and support for a range of camera formats.

  • Pros: Seamless integration with Honeywell systems, multi-site management, robust feature set.
  • Cons: Limited to Honeywell products for best experience, can be complex to set up.
Honeywell Industrial Security Cameras

Best for Simplicity: Verkada

Verkada is known for its simplicity and ease of use. This cloud-based solution offers straightforward setup and maintenance, making it a good option for organizations without dedicated IT teams.

  • Pros: Easy to use, quick setup, cloud-based for easy remote access.
  • Cons: Limited advanced features, subscription fees for cloud storage.

Frequently Asked Questions

Q: Do I need a VMS?

If you have multiple security cameras or plan to expand your security setup, Video Management Software (VMS) is highly recommended. A VMS allows you to centralize the management of multiple cameras, view real-time and recorded footage, set up alerts, and access advanced features like analytics. Even for a smaller setup with just a few cameras, a VMS can offer valuable functionalities like remote access and motion detection.

Q: Is cloud-based VMS secure?

The security of a cloud-based VMS largely depends on the provider’s protocols. Many reputable providers offer robust security features like AES 256-bit encryption and two-factor authentication. However, it’s crucial to read the service agreement and understand what security measures are in place. With proper security protocols, cloud-based VMS can be as secure as on-premises solutions.

Q: How do I upgrade my existing VMS?

Upgrading a VMS involves several steps, which may vary depending on your current setup and the software you’re using. Generally, you should:
1. Check Compatibility: Ensure that the new version or different software is compatible with your existing cameras and hardware.
2. Backup Data: Before proceeding, back up all essential data and settings to avoid loss during the upgrade.
3. Follow Installation Guidelines: Each VMS will have its installation process; strictly adhere to the instructions provided.
4. Test the System: After the upgrade, test all functionalities to ensure they are working as expected.
5. Review and Update Security Settings: After upgrading, revisit your security settings to ensure they meet current needs and best practices.

Wrapping Up…

Choosing the best Video Management Software (VMS) for your needs is a critical decision that impacts not only your security infrastructure but also how effectively you can manage and utilize it. From proprietary to open-source and cloud-based solutions, the landscape is vast but navigable if you keep key considerations like cost, security, usability, and specific needs in mind.

Whether you are a small business looking for affordability and ease of use, a large enterprise requiring a robust and scalable solution, or somewhere in between, there’s a VMS that fits your needs. Companies like Milestone, Genetec, and Blue Iris offer comprehensive solutions that vary in price and features, while specialized options from Axis, Avigilon, Hikvision, Honeywell, and Verkada cater to more specific requirements.

In a world increasingly concerned with security and data integrity, having the right VMS can make all the difference. Make your choice wisely, keeping in mind not just the initial cost but also the long-term value and security it offers.

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