For most businesses, keeping physical keys for access doors, equipment and even for plant and machinery organised and secure at all times can present a significant issue.

Physical key management systems provide a reliable way to ensure the integrity of access as well as track and manage the movement and whereabouts of the critical keys for security protocols.

Key cabinets in their various guises play a vital role in key management, providing secure storage for important keys, many of which can be critical to facility management in business operations, as with car dealerships and property management companies, data centres, fleet management and particularly complex operations like secure airport parking.  

What is a key management system?

Key management systems are best explained as any method used to securely store and track keys in an organised manner within a building management environment. The keys in question may be for valuable assets such as motor vehicles in dealerships, fleet management and parking applications, access doors to critical areas and even for sensitive data held in secure cabinets – or indeed a combination of all these aspects.

Managing the security and distribution of these physical keys to restrict access is essential to retain full access control. Physical key management systems ensure only authorized personnel have access to specific areas or to specific assets and also provide proof of what areas or equipment have been accessed over time and by whom.

Key management systems can range from simple pen-and-paper solutions to electronic key tracking using management software to monitor key movements. The more manual options use a range of different key cabinets and an indexing system.

Others use key cabinets with smart digital locks or employ complex and comprehensive key management systems like The ABLOY Traka automated electronic key and equipment management to enhance control and efficiency.

We will look at these different options in more detail below.

Why should a company use a key management system?

If improved security, enhanced business processes and business intelligence are important to you, then a physical key management system demonstrating key use will be an important and cost-effective asset to avert security breaches. A lack of key management will result in no control over key allocation, which will result in keys getting lost and possibly duplicated if replaced and then found. 

Reduce risk

Accurate records of who has held which keys, key ring (or even padlock) and when will significantly increase your access control capabilities, reducing the risk of improper access – particularly where temporary workers such as essential maintenance staff may require access to certain facilities, giving one-time key access to people other than authorized users.

Reduce costs

For many businesses, the time and administration required to locate and identify specific keys can be an issue too, with human error contributing to lost keys, all of which cost money, from simple errors through to actual fraud.

Protect your company's reputation

Reputational damage can be a threat too, with secure key management an important aspect in protecting customer assets as well as your own. The ability to process, track and audit key distribution and usage will enhance your reputation.

For regulated industries, key control security practices may be governed by compliance rules, and electronic key management and tracker systems can reduce administration and demonstrate professionalism for regulators.

Improved accountability

Accountability promotes responsible behaviour from staff members to manage keys.

What are the components of a key management system?

Key management systems can consist of several components.

Key Cabinets

Locking key cabinets from Reece Safety provide tailored solutions, from simple individually locked key boxes to more complex adjustable rail key storage options capable of securing anything from 20 to 600 different keys.

Adjustable rail key cabinet with index card

Key cabinets with a clear window, to allow people to see what is stored at a glance, are also available, as well as high-security options with high levels of fire resistance manufactured from thicker steel. With high security, fire fire-resistant options also available, our key cabinet range matches every key management system requirement and is ideal for a standalone system.

Locking options for each key cabinet will range from combination or push button locks to mechanical digital locks and electronic digital locks up to Class 1 (CEN Standard) double-bitted 8-lever safe locks.

Key Lock Boxes

The basic key lock box holds just a couple of keys to provide a simple key control system. They provide an entry-level secure solution where controlled access is required at different times and can be re-set after use to improve levels of security. These are typically used for keys for holiday lets and similar applications such as caregiving, operated using pin codes via a push button or combination lock.

Lock control index

A lock control index is the paper control/identification information for the keys kept within the key cabinet itself. When removed, individual key identification and location are virtually impossible. 

Mechanical key tracker systems

Mechanical key tracker systems employ a ‘peg in peg out’ method where an access peg is issued to each authorised staff member and sometimes engraved with identifying initials to show who is in possession of any pegged-out keys. The peg has to be inserted and turned to remove the individual keys or bunch of keys and is removed when the keys are returned.

Electronic key management systems

Electronic management systems enable you to turn your humble key cabinet into an intelligent system which securely stores, allocates, tracks and records key usage. The electronic system is particularly useful for applications and businesses where the use of multiple keys is the cornerstone for business operations, controlling assets from vehicle keys through to property using management software.

Traka21 Key Management System

It's not just about storing and distributing keys to authorised users but also about automation and analytics to enhance security and operational efficiencies, forming an integral part of business operations, tracking and accounting for every single key.

Summary

If your business relies on responsible distribution, allocation and use of keys, then a physical key management system could provide the perfect solution to help you streamline your services, maintain high levels of security and/or safety and protect the vital assets upon which your business is built.

An electronic key management system will provide you with enhanced analytics and access control options for asset management systems.

Browse Reece Safety's extensive range of key cabinets and associated products.

About Author

Andy Graham

Andy is the Managing Director for two groups of Companies. The first comprises Reece Safety Products, Reece Training & Consultancy and Italian Locking Systems, with Abaris International and Reach & Rescue making up the second. Andy is a qualified Mechanical Engineer; his early career involved managing factories for multinational manufacturers, from where he moved to manage smaller businesses with the option for more agile thinking, quicker decision making and actions. He is a quick learner and brings a clear combination of experience and common sense to his business management style, whilst being passionate about keeping people safe and helping save lives. Outside of the office, his passions include family, rugby and dinghy sailing. You can find him on LinkedIn.

See author's posts