Business profile
occurred. Not only does this help us manage the depot and our equipment, but this kind of auditing is a major benefit when it comes to issues such as insurance. When you are managing so many vehicles and various electrical tools, insurance is a major part of life and Traka has helped us ensure we are meeting standards.” Implementation itself was completed in only a matter of hours, with aTraka engineer coming to Southeastern’s depot to install the system and conduct staff training. This hands-on approach from Traka ensured that Southeastern staff immediately knew how to use the solution and could begin to reap the benefits of the access management system immediately. Following the success of the access management system, Southeastern
to get something in place that would fit with the fast speed of life here at the depot. We are still heavily reliant on physical keys but manual processes were holding us back. Traka’s key management system is a way of combining old and new by bringing in twenty-first century automation and accountability.’ The solution Traka developed is a bespoke access management system in which keys are permanently attached to an iFob containing an electronic chip, giving each a unique identity. Thus, the keys attached to each iFob are electronically tagged. With keys attached, each iFob locks into an automated key dispensing machine. Alongside this is Traka’s software through which Southeastern uploads user profiles for all staff. This then ensures keys are locked in place in the cabinet until released by an authorised user. In addition, the system automatically records when a key is used and by whom on a central database. This information is available via the cabinet’s data display or on an administrator’s PC which means Southeastern can produce a report for each key showing when it has been used, by whom, and when it was returned. It can also alert management if a key is not returned.
Reaping the rewards of audited access management
Since implementing the system two years ago, Southeastern has seen numerous benefits. Firstly, control over keys has been significantly improved. Unauthorised personnel simply cannot access keys to equipment they are not meant to be using. As such managers no longer have to worry about untrained staff using powerful tools that could risk their safety.
In addition, key allocation is now far
quicker, with staff no longer needing to manually sign out keys. Furthermore, keys are very rarely misplaced because if an employee takes a key, it must be returned within a set amount of time. If it is not returned, the employee is alerted to that fact, as is their manager. It has also encouraged more responsible use of vehicles and equipment by staff. ‘It’s all about accountability,’ explained Cook. “Members of staff know that when they take a key, the system logs that to their employee record – so if they lose it, we’ll know. That encourages them to return keys on time and also to leave vehicles and tools in good condition. If a vehicle is damaged, we can look back at who last accessed the relevant key and speak to them about how the damage
has begun to look at additional Traka technologies. The depot will soon install laptop lockers which enable staff to store and charge laptops securely in intelligent lockers. These are linked to Traka’s software so a similar audit of ‘who accessed laptops and when’ can be produced.
‘The key management system has become as critical to everyday life in the depot as the tools it is helping us manage,’ added Cook. ‘It’s quick and easy to use and most importantly, it has boosted security, improved staff safety, reduced wasted time and even benefited wider processes such as insurance. We are now looking forward to getting the laptop lockers in place and will enjoy reaping similar rewards.’
Tel 01234 712345 |
www.traka.com • October 2013 Page 95
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