FEATURE LOCK AND KEY
Driving for work is one of the riskiest daily activities for employees, according to the British Safety Council, with a recent study by National Highways and RoadSafe showing nearly 30% of road fatalities and 21% of casualties involve driving-for-work incidents. Managers responsible for vehicle fleets and teams face risks if they lack secure storage and accurate audit trails showing which driver had access to which keys. Without this information, businesses may face liabilities like corporate manslaughter charges, operational disruptions, and reputational damage.
ENHANCING SAFETY Unfortunately, many companies still rely on outdated
or unsecured key storage solutions, such as key hooks, unlocked cabinets, or even placing keys in a drawer, making them freely accessible to anyone. This lack of control increases security and safety risks, as lost or misused keys can lead to unauthorised vehicle use and endanger employees, colleagues and other road users.
Modern key management systems help to mitigate these risks by restricting key access, ensuring that only qualified and authorised employees can get them. Advanced systems enable fleet managers to set specific rules, allowing access based on factors such as job role or possession of certain licences. By doing so, businesses reduce the chances of people accessing and using vehicles that they shouldn’t, cutting the risk of potential accidents.
These systems also streamline operations. With a reliable management system, teams always know that all keys are secure in their correct position, or who has every set of keys that are in use, which reduces time spent searching for them, as well as keeping vehicle use organised and traceable. On top of this, the ability to track the exact time a key was used, and by whom, adds transparency, ensuring that the right people are held accountable.
CUSTOMISED SOLUTIONS Customisable, electronic key management systems
offer several access tools, including pin codes, biometric fingerprints, or swipe cards. This adaptability allows companies to choose the method best suited to their needs, whether for static key management for buildings or on-the-go management for fleets. Such systems enable managers to control which keys employees can withdraw based on certain criteria. For example, if an employee doesn’t hold a Heavy Goods Vehicle (HGV) licence, they can be restricted from accessing keys for those vehicles.
Tracking and accountability are also improved through these systems. When a key is taken out or not returned, managers can receive notifications,
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Andy Smith, Director of KeyTracker, explores how implementing modern key management systems is a practical step towards achieving a safer, more efficient, accountable and smoothly operating fleet.
helping ensure safe returns and fast tracking if a key goes missing, by fully searchable, quick reports. Cloud software retains all this information, which is easy to access from any internet device, with automated back- ups and updates.
ALTERNATIVE SOLUTIONS For companies looking for a more straightforward
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solution, mechanical key systems offer a practical alternative. These secure peg-in, peg-out systems can be tailored to match operational needs, such as any number of employees, vehicles, or sites. While reporting capabilities are limited compared to electronic systems, access can be limited to a select group of authorised employees to maintain safety and security.
Modern mechanical systems come in different styles, such as self-closing, push-button, mirrored-front cabinets, which provide an extra layer of security by allowing users to see if anyone is behind them. This option can be suitable for smaller businesses or those with budget constraints.
SELECTING THE RIGHT SYSTEM As companies grow, securely managing keys and other
assets becomes increasingly complex. When exploring new key management options, businesses should prioritise solutions offering robust support services, including installation assessments, ease of use, staff training, and ongoing maintenance. For example, site surveys can determine which system best matches the business’ layout and operations, while regular health checks ensure the system is working well to avoid any disruptions.
A SAFETY-FIRST CULTURE Effective key management goes beyond simple
record keeping; it’s a fundamental step in building a safety-first culture within any business fleet. Fleet News’ ’Running a Safe Fleet‘ report highlights how such a culture can drive other benefits, including improved driver behaviour and a stronger sense of responsibility among employees. While no system can completely eliminate the risk of driving-related incidents, controlling and monitoring key access provides companies with the tools to build a safer, more efficient fleet and a more responsible workforce.
www.keytracker.com
www.tomorrowshs.com
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