In today’s world, tracking and securing your company’s physical keys using technology is essential in creating an effective key management program. Whether the keys are used to access secure areas, vehicles, tools, or equipment, being able to digitally monitor who has access to which keys and when allows security decisions regarding your keys to be accurate and meaningful.
CONTAVA offers key management systems that allow you to effectively manage your keys in a digital and real-time work environment. Our key management systems give you the tools to grant access to certain individuals in your organization for specific keys of your choice. Electronic “rules” can be established within the system so that your security personnel or administrative staff can be made aware of certain activities regarding key use:
- Ensure only authorized users have access to specific keys
- Identify keys that have not been returned
- Determine the frequency and duration of use for a particular key
- Alert management with email or SMS notifications for missing/unreturned keys
Eliminate the unnecessary administration and key copying associated with antiquated key management strategies by implementing a key management system into your business’s operations. Give us a call – we will work with you to understand more about your organization’s key management requirements and then gather a team of experienced CONTAVA employees to create a solution that meets your needs!
Key management systems can be installed into a variety of scenarios – here are a few that we’ve seen:
- Some sites require multiple people to access a certain key. This could be at a work site where an electrician might need access one day, a plumber the next day, and a painter on another day. Giving each of these individuals a unique code to access the keys they require from a secure key management box allows management to know when the key has been accessed and by whom. Building management companies can also benefit from this, as they may have a variety of subcontractors looking after the general care and maintenance on their buildings. Instead of providing physical keys to everyone who may need them at some point, security staff can simply provide them with an access code/fob the give them access to the keys that they need.
- Keys are also required for tools and equipment. In some cases, such as a car dealership, vehicle keys can be secured and logged digitally in a key management system. If a car is transferred from one dealership to another, security personnel or management can see the key’s status and whereabouts between multiple boxes on the electronic dashboard.
- Alarms can be set to trigger when a key is not returned by a specific time. If a worker checks out a key to do some work at a site and does not return it, it could signify that something has happened. The notification for the key not being returned will alert management to the potential situation and allow them to follow up quickly on the worker.
- The key management system can also be used to reserve keys. This works very well for car rental companies that have large fleets of vehicles with physical keys. When a booking is made, the employee can reserve the key for that car in the system so that they key cannot accidentally be given away. If a change is made, the employer can go through the key management system history to determine which employee removed which keys.
- Analyzing the data that is captured by key management software can also assist management in making effective business decisions. Information is gathered on the frequency of use for each key and by whom. For example, in a fleet of vehicles, if a key isn’t being used very often, management can look into why – perhaps it has maintenance issues that need to be resolved. If a room key is being used frequently and more often than other similar room keys, management can look into why. Perhaps that particular board room has a superior projector set-up that is desirable for the users. Knowing this, if management were to install projector set-ups in other meeting rooms, that could increase efficiency in arranging meeting spaces.
- Companies that do work with assets entrusted to them by their many clients can also benefit from a key management system. Repair and maintenance shops or housing development companies can securely store the physical keys of the vehicles or houses that are being serviced. By tracking who removes what key and when, the company is able to recall data should an incident (damage, lost or stolen property, etc.) occur.
Common users of Key Management systems are:
- Production and Assembly
- Housing and Food Services
- Property Management
- Repair and Maintenance Shops
- Data Centers
- Secure Storage Sites
Give us a call to talk about how an integrated key management system can benefit your business.