The implementation of a key control system has tangible benefits, including improved safety and convenience, and increased productivity and accountability of employees. Key management can also significantly enhance operational efficiency by fully controlling a robust and complex key system.
Designed to be tamper-proof, key management systems are built in such a way that only approved individuals can access keys through biometrics, access cards, pre-programmed PIN codes, or a combination of these methods while the system software automatically documents all operations.
Key control systems nowadays are incorporated, as a component of networked security, with other access control and security systems. This enables them to become part of a facility's critical infrastructure and to increase efficiency across different networks.
The system can also transfer data concerning key transactions and alarms around the facility to other systems for greater integration and quicker response rates. The accessible protocols in use on a key monitoring system enable it to be implemented with access control, fire alarm and intrusion systems, IP video monitoring, and other extensively networked control systems.
Mobile devices such as smartphones and tablets are now very common, making them ideal for displaying key control data. Advanced key management systems simplify operation by allowing remote monitoring and administration on portable devices. Registered users may use their mobile devices at any time to retrieve information on keys in use, overdue keys, when and where alarms were activated, and the overall status of the system.
Key electronic systems with modular components often allow you to modify the system to your business' specific needs, making it impossible to incorporate it with your systems and operating procedures.
Employee Productivity and Accountability
When it comes to keys, every employee has their own permissions, including which keys to use on any given day, how long to hold every key out and used, and where and when to return them. Key management systems reduce stress and confusion by enabling individuals to just access the keys they have authority over. Even further, the system can also be programmed to alert them of any necessary valuable information through notes.
Manual records often have missing information as workers might be too busy to fill them out, or just don't care since it is easier to not do so. But details about key usages, such as where, how long and who used certain keys, will give the company a lot of valuable business information. This process is automated by electronic key monitoring systems, making sure not to lose any of that data. You may pull out a wide range of reports and audits from the program and provide visibility into company processes, schedules, and attendance.
Electronic key management systems help to alleviate the operational burden and guarantee companies to have a deeper knowledge of how their keys are used by removing the need for workers to physically handle keys and streamlining most of the operation.
How to Implement a Key Control System
The world today demands enhanced security and a robust and systematic strategy for key control. A key control policy's purpose is to ensure that properties and people are kept private, safe and protected. This will provide control of access to spaces and properties to your organization.
Some of the steps that you may take to produce successful key control policies are as follows:
Begin with Setting up a Patented Keying System
Many keys in local hardware stores can be duplicated as anybody can buy the blank or uncut key. It would be pointless to ask the locksmith to label the key "Do Not Duplicate" if the manufacturer is not strictly controlling the distribution of blank keys.
In order for the company to regulate the sale of its key blanks, the only way is by obtaining a Utility Patent. Unlike a Design Patent which refers only to the look of an invention, a Utility Patent refers to how an invention works.
When a patent is released, making a key that could operate in the patented lock would be illegal for a third party. The only sellers who have access to the blank keys are those locksmiths who are under contracts with the producer. Thus, if an unethical employee wants to copy a key that is patented, they won't be able to have it done in just any local hardware store.
If you are dealing with a trusted locksmith, send them a list of people allowed to buy your duplicate keys. The locksmith must have a system that can check a person's identity and record the specifics of each key that they make.
When you are choosing a locksmith, you can request them to demonstrate how they can guarantee that only approved individuals can obtain the keys. Patent-protected locks produced by manufacturers such as ASSA, Medeco, and Schlage are distributed through networks of locksmiths. To know more about their products and to look for local distributors, you can check out their respective websites.
Create a Master Key System
To develop a master key system, you may need to discuss it with your locksmith first after you have decided on a patented keying system to use. The system decides which keys would be able to access specific doors. Like, for example, you might want to provide all the key holders with access to open the front door, but only the IT Manager and CIO would be permitted to enter the server room.
Since this will be the key that can access all the locks in your facility, you should be particularly cautious when it comes to your grand master key. Once this key is stolen or lost, the whole facility would have to be re-keyed to ensure protection.