TRY THIS
KEY
By Lance Naismith
that misplaced key, but solvable with a little legwork and possibly payment for a replacement. Of course, there is sticker shock when
E
you go to replace the key for your new car. But that sticker shock is minimal in com- parison to the costs to a large corporation or small business if one of their keys goes missing, either via theft, negligence or just plain forgetfulness. This is where key management comes
into play. Key management helps ensure keys are only taken by authorized staff, and that every key taken is accounted for. It provides a safe, organized way to house keys for a multitude of applications, in- cluding car dealerships, apartment com- munities, hospitals, military bases, government facilities, hotels, schools and commercial properties. Richard Battle, president of KeyTrak,
points out that the old “honour system” made keys available to everyone within a company and some felt that a more re- strictive and accountable system implied that employees were no longer trusted. However, he notes, in the older system everyone was a suspect, while today’s more sophisticated systems can eliminate the innocent and let companies focus on those responsible for the key.
When considering a key management system, Battle believes companies need to ask themselves certain questions: Will the benefits be greater than the cost? Will it reduce the number of lost keys and be more efficient to find lost keys? Key management should also address the liability issues of someone taking a key and using it illegally or stealing assets. As an example, Battle uses the resulting lia-
36 SECURITY MATTERS • MAY/JUNE 2010
veryone has experienced it: the lost key to a car, home or office. As an in- dividual it is very inconvenient to find
The costs associated with losing a key go beyond simply making a replacement, which is why businesses might want to explore the organized world of key management
Deister Electronics U.S.A. “The second most important advancement is in the use of RFID technology to identify the user. This can be as simple as a proximity access control card to a more complex biometrics solution that is integrated to the system.” He also believes companies should use contactless RFID chips to identify keys (or key bunches), which allow for low mainte- nance and support costs, not to mention accuracy in identifying the selected key. “Intelligent electronic key management systems have increased accountability by excuse proofing key management,” adds Bill Nuffer, president of Deister Electronics. With these systems, he points out,
bility if a car is stolen from a car dealership and someone gets killed. Resulting law- suits will be affected by the “due diligence” shown by that dealership’s key manage- ment. Ultimately, how responsible was that dealership in controlling the keys? In managing a facility’s keying system, it
is imperative that it is organized and formal, and that the system implemented truly ad- dresses control of master keys and all copies. When designing the system, re- member to take into account the various critical elements: physical keys, key holders and physical locations. Ultimately, the system should be able to identify key assets, locate them and identify who has them. The system must be able to reduce the indis- criminate loaning of keys, poor tracking records, too many master keys being is- sued, lost and stolen keys, and an ineffec- tive return policy to name just a few issues. “The most important advancement is the
use of software to provide an accurate audit and reporting of usage,” says Leon Chlimper, vice president of sales and marketing for
users can virtually eliminate lost keys, dis- allow unauthorized removal and sharing and keep an accurate record for tracking and liability issues. Most importantly, they add an expectation of the key being a valuable asset. Like physical access controls, key man- agement has also become computerized. Nuffer says networking has allowed key management to become an integral part of physical access controls and thus ac- countability.
When evaluating a key management system, Battle recommends companies conduct a very thorough investigation of their respective key management needs, watch demonstrations of the different so- lutions offered and evaluate references. One thing is for sure when it comes to key management, whatever system is chosen, it needs to offer transparent ac- countability and ease of use.
Lance Naismith is a freelance writer in Oakville, Ont.
SOURCES
Deister Electronics U.S.A. •
www.deister.com KeyTrak •
www.keytrak.com
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