Guard tour systems are designed to computerize the reporting procedures and to offer ease of use and efficiency for the guards. Using handheld tools such as an interactive guard tour system with an LCD and keypad, an officer can communicate incident reports for situations that require immediate action by simply entering in an incident code on the keypad.

For example, if there is ice on a walkway, a coffeepot is left on or a light in the stairwell is broken, the guard can assign a numerical code and transmit information about the incident to management so that the problem can be quickly resolved. As well, by inputting the information directly to the recorder while on site rather than filling out paper work at the end of the tour, a necessary but routine activity can be made more efficient.

Guard tour systems can offer even more efficiency and productivity benefits when reporting software is included in the system. Sorting software converts the tour information into printable reports which may be customized by time, day, week and month for a more comprehensive and timely overview of the facility’s security situation. And because the information can be custom organized, management can more readily identify infractions and take the necessary action to resolve the situation.

In today’s environment of extreme liability and accountability, automated guard tour systems and sorting software can be a tremendous benefit to any kind of facility or business.

View Morse Watchmans’ guard tour system and reporting softwear called PowerCheck.

A reliable and proven method of helping to secure a facility from within is a key control and key management system. More efficient than manual procedures, automated key control systems with tracking capability can help to ensure the deterrence and detection of unwarranted access to controlled areas within the hospital or medical care facility. A key control and management system is also a step toward compliance with various government regulations such as JCAHO (Joint Commission on the Accreditation of Healthcare Organizations) and IAHSS (International Association for Healthcare Security & Safety).

Key control and management systems are designed to record the access history of each key, including user, date and time of checkout and return. Using PIN codes or biometric authentication, these systems make it easier for authorized users to access keys when needed and for security management to perform forensic audits when necessary. And, also important in a public space, key control systems are virtually tamper proof and will sound an alarm if a user tries to force the cabinet door open or dislodge a key with force. For added convenience, key control systems can also be integrated with other hospital security measures such as card access systems and connected to the network via Ethernet for faster and easier administration.

Many hospitals and healthcare facilities are also designing their key control cabinets with automated asset control lockers. These are used to store and protect valuable electronic items such as laptop computers and cell phones, etc. They may also be used to safeguard objects belonging to patients brought in to emergency or for temporarily storing a handgun or taser belonging to law enforcement officers.

Whatever the need, key control and asset management systems offer intensive care solutions to hospitals and other healthcare facilities.

Read Morse Watchmans’ case studies on implementing key control and asset management in hospitals, healthcare facilities and other industries.

Once you have identified your needs, configuring a key control solution begins with selecting a cabinet size and, if more than one cabinet is required, choosing either a linear (side-by-side) or a stacked arrangement. Next up is selecting the modules to fill the cabinets. Choices may include a selection of mechanical key storage modules, key card-style 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 specific needs.

For example, facilities such as a university campus where control of both key cards (i.e. card access) and mechanical keys is required might design a system that consists of those two types of modules. Campus security may additionally include a locker for storage of two-way radios, laptop computers and other valuable items.

For additional security and functionality, the key modules may be equipped with smart key fobs that feature steel locking rings with an identification chip. Each individual key is secured on the key locking ring and when the fob is inserted into or removed from the key slot, identification data is stored and can be retrieved for tracking purposes. For storing large groups of keys or larger keys like Folger Adam keys, key ring systems are available.

Access to the keys and/or other stored valuables is physically accomplished through a user interface with options ranging from keypads to biometric solutions to access control cards. If language and/or ease of use issues are a problem, key management systems with biometric identification access should be included in the system build. The user interface can be designed into the key cabinet for easy accessibility or it may be designed in a stand-alone configuration. Users can only access keys or open lockers for which they have an authorized user code.

To further enhance control and maximize reporting capabilities, management software can be installed. This allows permission levels for each user code to be established and data can be monitored from any desktop connected to the network. The software can run activity reports, sort based on different criteria, view and print reports and more. Additionally, when the system is networked, users have the optional advantage of adding single modules anywhere required.  For instance, if a new building or area is added to the facility, a single key module can be installed at that location which will allow local access to the building/area keys rather than having staff walk to a central site to access keys.

An orderly and secure system for the management of keys and other valuable assets that is custom designed for the application is a cost effective way to help ensure the security in any facility or area.

Customize your own key management system now using the Morse Watchmans KeyWatcher Configurator.

Regardless of the size or type (i.e. detention center, prison, etc.) of institution, certain daily procedures such as inmate counting and movement remain as manual tasks. For others, such as key control and asset management, administrators have been able to take advantage of technology and upgrade from manual log systems to more secure and accountable electronic key cabinet and locker systems.

Key management solutions offer key control and accountability by providing electronic storage and tracking of keys. Guards and other authorized users have access to specific keys only as approved by the system administrator. For example, day shift personnel are not able to access keys outside of their regularly scheduled working hours and they do not have access to keys to which they are not authorized such as the pharmacy or medical areas. Keys must always be returned to the cabinet; they can never be exchanged between personnel, because the system will notate that a key was not returned or that it was returned by another user.

New technology has also allowed multiple keys to be stored on a single key ring. Tamper-proof locking mechanisms and unique identification systems offer the flexibility to add or remove keys without destroying the key ring. The key rings can also be conveniently stored in key control and management systems for access by authorized users with their assigned pass codes.

Storage locker cabinets operate under the same premise as the key storage systems. Available in various sizes and configurations, they are becoming more common in correctional institutions as a method of securing, controlling and tracking valuable items such as weapons, notebook-type computers, cell phones, etc.

Safe and secure key control and asset control are fundamental practices in any correctional facility, and now technology is helping to achieve that goal.

To design your own key storage cabinet/locker system, click here!

Lost or stolen keys are a significant problem that adversely affects the bottom line. Having to re-key doors and re-cut keys takes time and money, and in multiple housing communities such as military bases or university campuses, the sheer numbers can be staggering. High-tech key cabinets and specialized key rings can help eliminate these problems by maintaining accountability for keys so property managers will always know who has which key and when it was taken.

Similarly, in office complexes key management is an integral part of property management responsibility. In a computerized key storage system, access to keys is under the complete control of management and only authorized users are permitted to remove keys. For example, electronic key storage systems can be programmed to allow cleaning staff to remove certain keys at specific times and for limited amounts of time. As part of the system, the automated record keeping can also serve to monitor an employee’s work schedule and productivity or help to eliminate false overtime claims. Automated record keeping can also help to reduce the number of man hours spent searching for keys or following up on incidents.

Whether it’s a high rise office building or apartment complex, key control systems provide tenants and property management with improved security measures, increased convenience and time saving procedures. It’s a technology tool that helps property management achieve its goals.

Through innovation driven by the end user’s needs, modern, high-tech key control systems are an integral component of a multi-faceted security system. Gone are the days when keys were hung on pegs in the building manager’s office or thrown casually in a desk drawer. Gone is the manual paper and pencil log used to determine who last accessed a particular key or the laborious tracking of its whereabouts. Even lockable metal key boxes or cabinets used for securing keys are a thing of the past; they’ve been replaced by advanced storage systems with computerized control and real-time digital accountability.

Where old-style key boxes were in danger of being jimmied open and having keys stolen, modern key management systems offer a variety of secure access options, including PIN codes, biometrics and ID card entry. To better resist abuse, today’s best key lockers are constructed of stainless steel and wired with tamper-proof systems. Network-enabled key management and control systems provide real-time information remotely to management to monitor and record who accesses keys. Additional functions enabled by network connectivity include alarm notifications and the ability to configure the system to allow access to certain individuals at certain times.

While the tradition of a single “keeper of the keys” has a place in history, today’s security landscape demands state-of-the-art technology. Key control and key management systems deliver measurable value to any security strategy and have quickly become a higher level management tool.

Keys are a fundamental component of security, and even mechanical keys are as relevant today as they were 50 years ago. Securing rooms, people, or valuables with lock and key not only provides an actual, physical confirmation of safety and security, but a psychological one as well. While other technologies, like card access systems or biometric entry systems, offer a similar function, the physical act of locking a door and securing the key often provides further reassurance.

But locking a door is only part of the equation. Controlling access to keys is an equally important component of security, as is tracking who removed which keys and when. Key control and management systems that provide this function make use of advanced technology that automatically records all activity concerning each and every key.

Key management systems can also be optimized with specialized software to provide remote access capabilities, from allowing management to establish separate permission levels for each user code to monitoring data from any computer connected to the system. Best-in-breed systems will even send priority email alerts to help keep management advised of specific situations such as if a key has not been returned in time.

By controlling access, monitoring data, and providing flexibility, key control systems give management a level of security beyond what is provided by mechanical keys. Their use will continue to make lock and key systems an integral part of security operations now and in the future.

View Morse Watchmans’ key and access control and mangement products here.

Just think about it. Auto campuses and used car lots are found in every municipality across the country, with an inventory of hundreds of cars waiting to be sold. The temptation for theft is great and dealerships have learned how to protect their inventory using a variety of creative means, including watch dogs and security guards as well as with technology such as a key management or key bank system with tracking software.

Key bank systems were designed as a replacement for manual tracking and storage of keys. Keys are attached to a locking mechanism that is virtually tamper proof and access and return of keys is electronically monitored. This type of locking system is intended to put a stop to the thief who would attempt to keep the key after test driving a demo car and replace it with a counterfeit key, the purpose being to return later and drive off with the demo car. In other cases, key banks with electronic monitoring will prevent an employee from inadvertently taking a key home at the end of the day instead of returning it.

Having easy and reliable access to keys can also help with sales. When keys are stored in a secure, central location, there’s less chance of a customer changing their mind and walking out the door while the sales person quickly retrieves the demo car keys as compared to if that sales person had to run around and look for a set of keys.

Key banks can offer further value to the dealership because the systems can also provide management with data regarding the status and location of vehicle inventory. For example, vehicle history reports can be generated to help analyze sales force performance on demos, fast/slow movers and even track the source of mystery mileage.

Dogs and security guards may provide a security presence but key management and asset control systems are an equally pro-active approach to deterring nefarious activity.

In no particular order, the three most important elements in designing a key control system are scalability, access and tracking. While other features such as ruggedness, modularity, interoperability, ergonomics and so on are also very important, if the first three are not addressed in the initial design of the system it could spell future problems in implementation and usage of the system.

Scalability refers to the capability for growth of the system. What may seem adequate today could well be insufficient storage if your needs change or your business grows. Having the ability to add on the exact components you need or change modules where and when you need helps protect your investment. Imagine having to rip and replace an entire key control system because you need a secure way to store lap top computers and your current system does not offer that capability. Or because you are not able to integrate the key security system with the new access control system that’s just been installed.

Access refers to how authorized individuals can gain admittance to the cabinet to retrieve or return a key. The most common design is a keypad, with biometric fingerprints and access cards becoming more common. Ease of use plays a big role in access and ultimately in a successful deployment. Illuminated key slots to locate keys; random return; messages and user prompt screen; and mounting options are just a few of the ways that accessibility and convenience can be taken into account when designing a key control system.

Tracking refers to the audit trail which indicates the time and date of every key accessed by every user in a given time parameter. Having fast and easy access to the information can save hours of time when there is an incident, or simply to get a snapshot of who is using which keys at what time. A better system will allow the user to set up priority policy-based email alerts to security management when the system is connected to the network.

Once these three issues – scalability, access and tracking – have been addressed, designing the system will more easily fall into place.

Laptop computers, notepad-type computers and other valuable mobile computing devices are prime targets for thieves. In fact, a Computer Security Institute survey indicates that laptop theft ranks second only to viruses as a computer crime. Several ingenious devices are available to physically secure laptops and other portable computing devices used while working in an office, but many organizations today are also adding computer lockers to their arsenal of technology solutions as part of an asset management system. If it can’t be seen then there is less chance it will be stolen.

In addition to safely securing a laptop, computer lockers also provide the advantage of being able to store sensitive data disks, thumb drives or valuable accessories such as battery packs or other peripherals. Simply connecting a security cable to the laptop may help prevent the theft of the laptop that has been left on a desk, but it does nothing to prevent removal of these other kinds of items.

For increased protection, computer lockers are permanently installed and users can only open lockers for which they have an authorized user code. An open door, the use of force to gain access, a power failure or even the misuse of the keypad will trigger an alarm and record the event in the log file. The data trail can assist management by providing valuable information as to when and who with regard to any incidents.

In addition to using secure lockers, you should use best practices with valuable devices. Laptops and other mobile devices should be clearly labeled with the individual’s name or the name of the company; laptops should be kept in sight or close at hand and never left unattended; and placed in the computer locker when not in use.