Advanced key control and management systems found in many gaming facilities are a strategic element within the integrated physical security system. Access to money counting rooms, cash boxes, security control rooms or other sensitive or secure areas is highly controlled and monitored using key control and asset management systems. Cards and keys stored in the key control cabinets can only be accessed by pre-authorized personnel and all access activity is automatically recorded and tracked.

When key control and management systems are integrated with other security system devices such as access control systems or video surveillance systems, additional operational efficiencies are gained. Notifications and events can be automatically pushed to authorized personnel (i.e. when a certain key is accessed) or certain events (i.e. when a key is not returned as scheduled) can be programmed to trigger an action such as denying that individual exit from an area. Similar operational benefits are seen when key management systems are used with business systems in human resources or fleet management. For example, keys for limos, vans, cars, golf carts and maintenance vehicles used by casino staff are secured in the key cabinet and any access activity is recorded. Employees are requested to examine the vehicle prior to taking it out and make note of any scrapes, dents, etc., and do the same when returning the vehicle. When this is not done, the audit trail from the key control system can identify who last drove the car or who was responsible for any damages.

Security challenges in the casino space will always be an issue but a well strategized physical security system with key management and control provides a sound defense.

Key control cabinets store, release and track keys throughout a property. Each key is locked into place inside the key cabinet using a locking device which has an integrated chip, so a user who is pre-registered in the system can only remove a key which he or she has permission to use. Other keys stored in the cabinet remain locked in place when the user enters his or her access code or scans their card or fingerprint.

This streamlined procedure for accessing keys offers several advantages to users and management. For example, contractors, consultants and others who have been registered in the system using biometric fingerprint identification will no longer have to sign in and wait for a key to be issued. They simply place their finger on the key cabinet scanner to open the cabinet and access a key. Emergencies that occur during off hours can be more readily acted upon because contractors can access keys without having to wait for property management to arrive on scene. The system is also designed to detect any attempts of unauthorized key access and can react in the event of an incident with email or text alerts to designated personnel.

Activity reports of key usage such as movements by time, date and user code can be analyzed for improved control of access and security issues. The reporting capabilities can also act as a kind of employee or vendor time sheet, verifying hours that a contractor was on site.

Key control systems keep access to the building’s physical keys restricted to authorized users and all activity is tracked by the system software. When an authorized user needs to access a key, they simply input their pre-registered PIN code or biometric credentials to unlock the tamper-proof cabinet. Stored keys are attached to a SmartKey with an integrated identification microchip used by the system to check whether the key is in or out and where it is located in the system.

In addition to the security factor of safely storing building keys and logging an audit trail, key control systems offer a convenience factor for the school that is on a par with the security aspects of the system. Many schools today, whether public or private and at all levels, are battling budget cuts to their operational expenditures. For example, services by janitorial or maintenance staff may be shared among several schools in a district rather than being dedicated to a single school, or teaching/support staff may be assigned to more than one school.

In these instances, rather than issuing duplicate sets of keys to several employees (and potentially creating a security vunerability), a single set of keys can be stored in a key control system that is located in the building for which the keys are used. Using their pre-authorized PIN codes, visiting staff can quickly and easily access needed keys without having to go looking for them or interrupt another individual to have them dispense the needed key. All access activity is recorded and any changes to authorizations can be made quickly and easily by the system administrator.

Schools have an added responsibility for keeping the students, staff and visitors safe and a key control and asset management system can help achieve that goal.

In business, apps can now be downloaded conveniently to a smartphone or tablet to allow users to extend their productivity beyond the office or regular work environment. By integrating mobile devices with key control and asset management systems, security personnel or other authorized users can see a wide range of live information and can interact remotely with the key control system. Critical real time information such as keys in use, overdue keys, alarms and system status can be accessed easily on a smartphone or tablet and ultimately provide for a safer, more secure environment. Notifications and events can be pushed automatically to authorized personnel, further enhancing key control and security.

Key control mobile apps enable management to maintain optimum control of physical keys at any time of the day or night or when away from the primary place of business. For example, while off site at a seminar or convention, a manager can remotely release a key to an individual called in to temporarily replace another employee who has called in sick. They can also easily schedule a report to be generated on their return to the office that shows all activity during their absence.

Key control and asset management systems are a proven technology for securing and tracking keys. In addition to the convenience of mobile access, other user friendly and time-saving features of key control systems include the ability to return keys to any key cabinet in the enterprise; a friendly interface with large buttons; and touchscreen displays with step by step instructions for accessing or returning keys. For added convenience, systems can locate which key cabinet a specific key is in, or determine who has it out and when it will become overdue.

Mobile access is just the latest convenience available for today’s high tech key control and asset management systems. It’s a technology that keeps moving forward.

Software designed specifically for key control and asset management systems can help achieve this potential by delivering the right information at the right time to the right people on their choice of devices. Whether it’s a daily report listing which keys were accessed, at what times and by whom or an exception report indicating keys that were not accessed as scheduled, key control data has the ability to reveal insights that would otherwise remain hidden.

Key usage data provides a wide range of business intelligence and programmed reports are the easiest and most effective method of assembling and viewing the information. Easy to read reports are generated in portrait or landscape mode with color interspaced lines. Reports can be viewed on an as needed basis, periodically or they can be pushed to authorized personnel through the use of scheduled reports. Email delivery of customized or standard reports can be scheduled for any frequency or specific time, or they can be accessed using a smart phone app. System administrators have access to view or run reports as needed.

Programming of the software can be conveniently accomplished with an easy to use client interface. Remote functions and profile features designed to quickly assign users key and group permission levels add to the system functionality. Users can be added from a global list and all settings are automatically synchronized across the system.

Investments in key control and asset management systems are optimized with reporting software. There are clear benefits to be gained and whether the information is something management is looking for or feedback that points to a security issue, key management reports provide it all.

With a key control and management system, all building keys – including card keys, masters, keys for lock boxes and even vehicle keys are securely stored in a locked, tamper-proof automated key cabinet. Only authorized users can access keys which they have been pre-approved to use. Once the user has entered their PIN or biometric information and the identification is confirmed, the key cabinet can be opened and keys removed or returned. The system automatically records all access activity so that management has a record of who took which keys and when.

Imagine then how effective and necessary a key control system is at a venue that hosts a large trade show and where seminars are part of the daily activity. Meeting rooms must be opened for setup per the user’s instructions and then locked until needed. These rooms must also be unlocked for cleaning by the maintenance staff or opened for the catering/food service delivery. Large trade shows usually also have press rooms or vendor hospitality rooms that are open during show hours and locked after hours. Keys for these rooms and the conference meeting rooms may be obtained daily by convention center staff from the key cabinets, or a set of keys may be temporarily issued to the trade show client for the length of the show.

In either case, because the key control system automatically tracks all key usage, security management has a record of who accessed what key and when. If keys are not returned as scheduled, email alerts or text messages can be sent to appropriate management for their follow up action.

Keeping a large convention center safe and secure is no small task but automated key control and management systems help make it just a little easier.

Another design feature that makes a key control solution more convenient and also more secure is the locking mechanism that attaches to each key. Electronically monitored, color-coded and virtually tamper-proof, these stainless steel locking mechanisms communicate directly with the key control system. An ID microchip in each locking device limits access to authorized users only and stores data each time a key is accessed.

Users can only access keys from the cabinets with a correct user code. Keys can be conveniently returned to any open location in the cabinet and the system will note the new location for that individual key. Access history for each key is recorded, so you always know who has which key and when it was taken. And, as keys are discarded because of lock changes or damage, the locking mechanisms can be easily reused for new or replacement keys.

The color coding scheme allows specific keys to be grouped together or, alternately, randomly secured in the cabinet and easily identified by color. For example, in a multi-unit housing development or student dormitory, any keys attached to a red colored locking device could be designated for maintenance staff only; keys attached to a blue colored device for grounds keeping crew and so on.

In addition to securing single keys, the locking mechanisms can be used with key rings that hold large numbers of keys. Key rings that are designed specifically for use with automated key control systems allow the replacement or addition of keys quickly and easily without the need to cut the key ring apart. For added convenience and security, the key rings feature serialized/color-coded hubs to identify rings and prevent substitution.

Key locking mechanisms are a time-saving technology that helps make automated key control systems easier to use and more secure.

Property management firms using key control and management systems say they are finding increased convenience for their residents and enhanced security for the properties. High tech key cabinets automatically record the access history of each key, including user, date and time of key access/return. The system releases assigned keys only to users with the proper authorization and cannot be manipulated or easily tampered with. Authorized users can access keys for which they have been pre-programmed to use by entering their PIN code and/or biometric identification. If the criteria entered matches the information stored in the system data base, the key cabinet will unlock and the necessary key can be removed or returned.

By controlling access to the keys and knowing when they were accessed and by whom, building management – and ultimately the residents — is provided with an additional level of security.

With the success and popularity of key control systems in a luxury condo environment, solutions have been expanded to include other items to which access needs to be stored and controlled. Devices such as radios, cell phones, hand-held computers, etc., that are used by different personnel through the course of any given day are also both expensive and represent potential security breaches if stolen or misplaced. Configurable locker systems, easily added to an existing key control cabinet, provide the ideal solution for securely storing these items.

Condos and other apartment buildings do not have to be “luxury” in style to realize the benefits of a managed key control system. Today’s flexible key control systems can be readily implemented in buildings of every size and nature to offer an easy way to increase security and control.

A proven solution for controlling and safeguarding keys in any of these scenarios or countless others is a key control and asset management system. Keys are secured in a specially designed cabinet that can be configured to store any number or type of keys. Key control software allow access only to authorized users and all key access activity is automatically recorded for tracking purposes. Designed for convenience as well as security, electronic key control systems make it easy for users to access or return keys with illuminated key slots and return anywhere features. Management is also better able to control and track key usage with online monitoring. Any unscheduled activity such as a key not being returned on time or a key cabinet door left open will automatically trigger an alert and management will be notified via text or email messaging.

Compatibility with other security systems and network access offer added richness and usability to a key control and management system, while integration with existing databases saves time and money. Built-in RS-232 communication ports allow ease of use for direct connectivity to printers or other devices, or networked connectivity via Ethernet. Systems can be tailored to individual requirement, and updated as time goes on. Key control cabinets and locker modules can be added where and when as needed and each additional module can be controlled by a single console and monitored by the software.

Unsecured keys can open vulnerabilities as well as doors. A key control and management system is a cost effective and reliable solution for ensuring the safekeeping of keys.

An exception to this quandary can be found when upgrading a key control and asset management system. Whether expanding the system or implementing new technology, today’s key control and asset management systems are designed to make enhancements easier and more convenient to implement. A modular design enables configurations to be custom tailored to meet current and future requirements. Choices for modules to fill the cabinets may include a selection of key storage modules, credit card modules, lockers of various sizes or simply blank modules to be filled at a later time. The combination of modules is entirely up to the user, which provides the ability to customize and also change the system to meet growth or other specific needs.

Access to key and asset cabinets can also be upgraded as security needs change, with options including biometrics such as fingerprint readers or a magnetic or proximity card reader. And if the access control system in the organization is changed, the integrated card readers used in the automated key cabinets can often be changed as well.

If a new key control and asset management system is warranted, vendors may offer a trade-in option that allows users to benefit from newer technology at a reduced cost. In those instances where the user stays with the same brand it is often possible to transfer the data base from the old system to the new one, adding to the convenience and benefits of implementing a more advanced key control and asset management system.