Key Tracking

Although more and more business practices are going digital, most still rely on physical keys to access different doors and areas of the property.

Keys are powerful security tools that must be kept safe at all costs. The true value of a key isn’t realised until it is lost as it can access valuable assets and data.

If a key is lost or stolen, it puts the property at risk of potential theft, damages, data breaches, and even safety risks to the occupants. All these are costly consequences that can adversely affect a property owner in one way or another.

To prevent this from happening, key management tools that have key tracking features are used in order to record use, control access rights, and create accountability.

Read on to find out more about key tracking, what it is, where it is used, key tracking on master key systems, and much more:

WHAT IS KEY TRACKING?

Key tacking is a part of key management, a process of controlling and tracking the use of mechanical keys. It is an important part of security as the keys carry access to sensitive locations and confidential assets within an organisation.

When the security of the keys is increased, it automatically increases the security of these valuable resources as well.

A proper key management system also reduces the cost of physical keys by minimising the overheads caused by key loss and security breaches. It is especially beneficial for larger properties that have more than a few keys to manage.

At the most basic level, a key management system allows you to do two things:

• Store, assign, and track keys securely;
• Increase the security and efficiency of your property.

HOW DOES KEY TRACKING WORK?

Key tracking is a secure way to control, monitor, and record the use of mechanical keys. Keeping track of keys means that the keys must be checked in and out when needed for locking and unlocking doors, equipment, or machinery.

The process of key tracking is made easier with the use of a storage cabinet. After the keys are used, they are returned to the secure storage location and a log is maintained for each key and its corresponding lock.

There is a variety of key cabinets to choose from, with a capacity of 20 to 3,000 keys! Their cost also varies depending on the features that they provide.

Key tracking can be a hassle, especially for large organisations with several keys. Gone are the days when security personnel maintained manual logs and spreadsheets to track the use of keys within a building.

With so many keys, key holders, and levels of access, larger organisations may need a more comprehensible solution. The best way to do so is through a cloud-based key tracking software.

A cloud-based key tracking software provides up-to-date information and real-time visibility of the status of the keys. It can be accessed from anywhere and is a modern way to manage your keys, including key tracking, lock changes, and other modifications.

An electronic key management system requires all the key holders to identify themselves before being able to access the key cabinet. It can be done through secure PINs, fobs, cards, or even biometrics. If the credentials are approved, the key cabinet will open and the user will be able to access the key.

Inside the key cabinet, every key has a key tag attached to it that is used to identify the key when it is returned. Only the key selected by the user will be released, and the user will not be able to select keys they do not have access permissions for. In the back end, all these actions with the cabinet and terminal are logged into a software.

While key tracking can also be done manually, it isn’t as efficient as an electronic key tracking system with automated record keeping.

IMPORTANCE OF KEY TRACKING

Here are all the reasons why key management systems and key tracking are so important:

Better access control

By making sure the keys are safe and protected, you can improve access control by a great margin to spaces that are controlled by said keys.

Key management can be used to give temporary access to individuals, in addition to recording and tracing all the actions related to the keys.

Enhanced traceability

A good key management system generates reports on everything including key usage, user access requests, successful and failed requests, and more. It also allows auditing the key usage in real-time.

Reduced costs and loss prevention

Losing keys not only is a security risk but also incurs additional costs in terms of rekeying or replacing the locks.

It also wastes precious time, especially in an office setting with the user first looking for the lost key and then processing a request to have it replaced.

Improved workflow

Keys are important to workflows as they allow access to certain areas of the property. Losing a key to a room that needs to be accessed immediately will disrupt the workflow and end up costing the business lost hours.

Key tracking helps keep the keys safe and allows you to monitor and control their use. This way, their chances of getting lost or stolen are significantly reduced.

HOW TO CHOOSE THE BEST KEY TRACKING SYSTEM?

When choosing the best key tracking system, there are a few things to consider such as:

Key tracking method

Key tracking systems can use various types of methods for identity verification. Out of them, the most common ones are RFID (radio frequency identification) and metal contact.

Metal contact key tags work by authenticating key rings when they are inserted into a slot in the key cabinet. RFID key tags, on the other hand, are contactless and only need close proximity to verify the identity of the user.

Metal tags may deteriorate over time due to dirt and grease built-up and will require regular cleaning and maintenance. This method has been used for key tracking for a long time and is less expensive than its modern counterpart.

RFID tags are much more durable and do not need regular upkeep as with metal tags. They are more expensive but also offer faster transaction times than metal tag systems.

Access control options

If you have an electronic access control system installed on your property, you need to look for a key tracking system that can integrate with it.

These may use authentication methods such as PIN codes, access cards, mobile apps, and biometrics such as fingerprint or retina scans.

Service and support

Key tracking and management systems require regular upkeep and maintenance. You can’t just set it up and then forget about it.

For this reason, it is very important to choose a key tracking system that offers support and after-sales services. If it offers customisation features, then that’s an added bonus.

MASTER KEY SYSTEMS

A master key system refers to a locking system for mechanical keys where one key can access multiple locks in a building. It uses a multi-tiered framework to grant individuals different levels of access within an organisation and is a great way to grant or limit access to different locked areas within a building or complex.

At the most basic level, you need to know that a master key system allows you to open two or more locks using the same key, and to make this work, pin tumbler locks are often used.

Pin tumbler locks consist of a driver pin and a key pin, both of which are lifted so that they rest on the opposite side of the shear line when the right key is inserted. A key must have the right set of grooves in it to lift the key pins to the required height.

If you wish to convert a standard pin tumbler to accommodate a master key system, you will need to add a master wafer in between the driver pin and key pin.

There are several levels of a master key system and there may be several sub-master keys other than the master key.

Since the system works on a key distribution hierarchy, the sub-master keys will have more access than a regular key used to access a singular lock, but will not have the same level of access as the grand master key or the great grand master keys, which are the highest-level keys in the hierarchy.

Master key systems are mostly used for:

• High-security multi-occupational buildings and complexes
• Schools and universities
• Offices
• Hospitals and care homes
• Cleaning services
• Security guards

Due to the complex nature of master key systems, they require careful planning and key management and tracking to ensure a safe and reliable locking system.

KEY TRACKING ON MASTER KEY SYSTEMS

Depending on the size and nature of the organisation, key management for master key systems can be complex and may include hundreds and thousands of keys.

Keeping a track of the keys is an important part of key management, especially for master keys. Knowing who has access to which keys and when, and which doors they open, is needed to maintain security and manage costs within the organisation.

To ensure effective key management, there are a few important aspects that need to be considered in order to keep track of all the keys required to access different areas of the property. They include:

Hardware keying design

This is the first step in designing an effective key management system and is directly related to the structure of the facility.

It involves determining the various entry points that require keyed locks and creating a security hierarchy that includes each access point.

The hardware keying design corresponds to the access permissions within the organisation and requires you to determine whether the entry points will be allowed access to the general public, limited users, or require high-security access control.

Access permission policies

The access permission policies refer to the second part of setting up an effective key management system and apply to the key holders and users within the system.

It involves outlining the different categories of users and assigning access permissions based on their role in the organisation. The users may include residents, employees, staff, visitors, and others.

Access restrictions also need to be determined along with the access permissions so that the users know where they are not allowed to enter.

Key tracking

Key tracking for master key systems is the same as for regular key systems and allows the property owners to keep a record of all the key access permissions along with the person(s) responsible for them.

Every key in the system is stamped with a unique serial number and is assigned to a particular access level. A key tracking software may be used to make it easier to control and manage key usage.

This record-keeping allows you to keep track of who the keys are given to along with the dates of issuance and return.

Key storage

This refers to proper key storage that provides a secure place to keep the keys, their duplicates, as well as their backup copies.

As mentioned earlier, there are different types of storage cabinets depending on the number of keys included in the system, all of which make it possible to locate the keys, identify if any are missing, and track who is responsible for each one.

In order to ensure continued reliance on the system, it is very important to perform regular audits on the master key system.

If your system has multiple master key holders or several levels of master keys, such as the sub-masters and grand-master keys, performing audits will keep you updated and guarantee that the master keys with high-level access aren’t missing and are limited to authorised users only.

In the end, if something doesn’t add up or the users can’t account for all the keys, it is recommended to get the locks rekeyed for security purposes.

CONTACT CALDER SECURITY

Calder Security has been in the security industry since 1976 and is a member of the Master Locksmith Association (MLA).

We provide all kinds of security solutions designed bespoke to your property’s requirements and are experts in both master key systems as well as electronic and keyless access control systems.

Our expert team of SSAIB-approved installers can help you assess your security needs and offer the right master key system or different types of access control systems including intercom, proximity fob, card swipe, keypad, and biometric systems that work with fingerprints or retina scans.

We are experienced in creating sophisticated access control systems for residential properties, large-scale commercial enterprises, as well as smaller businesses.

We offer expert key-cutting services from our Lock and Safe Shop in Wakefield where you can get your keys cut while you wait. We can cut virtually any key to a high degree of accuracy without having to send them away to be cut using our state-of-the-art digital equipment and key-cutting machinery.

We can also work on a wide range of locking mechanisms, are specialists in wooden, UPVC, and aluminium doors, and are the official suppliers for leading lock brands including Chubb, Yale, Securikey, and Garrison.

Contact us here or call us on 0800 612 9799 to talk to our professional locksmiths right away for key tracking and management systems!

Photo by Jozsef Hocza on Unsplash