Key management defined – What is it & how does it work?
We unpack everything you need to know about key management in this guide
Keys form such a huge part of our lives. Our homes, our cars, our offices; without those specially shaped pieces of metal, we wouldn't be able to leave any of these things unattended for too long. But who's looking after our keys? This question is even more pertinent to anybody working in an industry where keys are most definitely king – schools, colleges, universities, prisons, car showrooms, car rental companies. Here, keys provide access to sensitive locations and to valuable assets. Misplacing or losing a set could lead to major issues. Key management is the process of protecting and tracking keys within an organization so the chances of this happening are seriously diminished.
5 ways your business can benefit from a key management system
- Security
You wouldn't leave thousands of pounds lying around; so why would you leave a set of keys responsible for thousands of pounds worth of equipment lying around. At its most basic, a key management system protects your keys by storing them in a securely locked cabinet; therefore ensuring sensitive areas can't be accessed or valuable assets tampered with. - Key tracking
If you've ever tried keeping track of more than half-a-dozen keys with nothing more than a pen and a piece of paper, or a spreadsheet, then you know just how infuriatingly difficult it can be. Being able to record a detailed audit trail of where every single key in the business is, or has been, offers complete accountability. - Stress management
Work can be stressful enough without worrying about where you've put those keys again. Implementing a key management system means 'those keys' will always have a home. Managers also have peace of mind through knowing where all the keys are at any given moment; while designated members of staff know they are part of a foolproof system that tracks usage. Certain systems are even able to alert you when a key hasn't been returned on time; or if there have been numerous failed login attempts. - Cost efficiency
Losing keys isn't just stressful business, it can be costly for business, too. Forget the fact that the key you've not seen for a couple of hours is the key to an $80,000 car, or provides access to a room where thousands of pounds worth of valuable items are located; the act of regularly having to replace keys is an expensive annoyance in itself. - Temporary staff privileges
If your organization happens to hire a high number of temporary employees, then a key management system is a superb way of managing their access rights. Seasonal staff, cleaners, freelancers, consultants, whoever it may; if their role requires keys, the moment that period of employment finishes, you are going to want to be able to revoke access. An electronic key cabinet can do just that.
What types of businesses will truly benefit from key management solutions?
If we were to start going into detail about all the organizations that do, and could, benefit from key management solutions, we'd be here all day. Seeing as you probably don't have all day, we'll keep this brief. One sector that relies heavily on key management systems is the automotive industry. Whether your business is sales, service, rentals or your very own body shop, controlling who has access to your keys, along with the keys of your customers, isn't just essential from a security standpoint, it's guaranteed to improve workflow efficiency.
Another industry where KEYper products are increasingly prevalent is education. Universities are built around large, sprawling campuses where the highest level of safety and security is paramount. Countless keys are used to access various facilities, dorms, vehicles, and rooms where valuable equipment is stored. Without robust key management protocols in place, tracking usage can have a significant impact on day-to-day operations. And that is a similar story across all organizations, regardless of scope or focus.
The main types of key management systems to be aware of
- Mechanical key cabinets
A straightforward and secure storage solution to key management concerns. Mechanical key cabinets offer physical protection for your keys, but don't possess audit trail capabilities, meaning tracking needs to be done manually.. KEYper Systems' Mechanical Key Cabinet provides supreme tamper-resistant protection with an instant visual audit. Keys are fixed to plugs, which are locked into a lot on one of the key panels. When a user goes to check out a key, they need to insert their personalized access peg into the port just to the right of the desired key. A simple turn of the access peg, releases the key while locking the peg in place. - Electronic key cabinets
For full automation and an advanced level of tracking analytics, electronic key cabinets are undoubtedly the optimal choice. KEYper Systems' 16-gauge powder-coated steel cabinets bring supreme physical protection to the table, while the integrated touchscreen, combined with a sophisticated suite of management tools, makes them completely customisable and convenient. - After hours key management
We mentioned the automotive industry before, and for any business that deals with out-of-hours vehicle pick-ups, key dispensing systems are a valuable investment. With the KEYper Service Express 24 system, a member of staff places a key in the automated box, and then gives the customer a personal code, which they will use to retrieve the keys at any time.
How do I know if my business needs a key management system?
Enhancing the security of your keys, enhances the security of your assets, and therefore your business. No two organizations are going to have the same key management needs, but whether it's half-a-dozen keys or 600, there's a very good chance there will be a need. Speak to KEYper Systems today, and let our expert team of professionals answer any queries you may have.