Key control and management solutions provide an added layer of security in both control and accountability by providing electronic storage and automated tracking of keys, including Folger Adam keys. Keys held in the key control cabinet are secured with special, tamper-proof stainless steel key locking rings for additional security and functionality. The key control system will sound an alarm if a user tries to force the cabinet door open or dislodge a key with force.

Guards and other authorized users have access to 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 or have access to keys which they are not authorized to use, such as pharmacy or medical areas. Personnel cannot simply exchange keys with one another during or at the end of a shift; they always have to return keys to the cabinet because otherwise the system will record that a key was not returned or that it was returned by a different user.

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

The additional use of key control management software allows management to more easily control the system and maximize its reporting and programmable access capabilities. Key control software can run activity reports, sort based on different criteria, view and print reports and more, making it possible to generate useful and practical information to help maintain maximum control of access and security issues.

Key control and asset management systems are a cost-effective and proven security solution for today’s correctional institution management.

Key control systems can readily answer the twin demands of risk management and increased accountability by securing keys in a tamper-proof cabinet, releasing them only to authorized users and providing pertinent usage information to management. For example, automated key control systems can help reduce costs associated with lost keys or unmanaged access, since management will always know who removed or returned any key and when. A user who can be held individually accountable for actions is less likely to disregard procedures or take other actions that might compromise operations.

Security breaches, which have the potential for creating several kinds of losses, can also be minimized with the use of key control systems when they are integrated with a building’s access control system or video surveillance system. With computerized key storage systems, individual keys need not be labeled as to their purpose. If a key is lost, not only does the system flag the missing key, but it also eliminates any immediate identity issues.

The same benefits are seen with key control systems configured with lockers. Smaller items such as notebook computers, cell phones or even weapons can be safely stored in a security locker and accessed only by authorized personnel. These asset management systems can be configured with biometric identification protocols or additional security features to help maintain the integrity of the system.

Today’s updated approach to key management security is one of the most simple yet effective measures that can be implemented in any organization when the goal is to provide a safer and more secure environment.

In multiple housing units, securing master keys in an automated, tamper-proof cabinet helps to ensure that tenant homes are protected from intruders. Key cabinets and specialized tamper proof key rings can help eliminate any problems by maintaining accountability for the 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. The automated record keeping can help to reduce the number of man hours spent searching for keys or following up on incidents that may occur more frequently over the holidays.

Churches, temples and other places of worship can also be particularly vulnerable during the holidays. When building and room keys or cash box keys are securely guarded in a locked key cabinet, an extra layer of protection for personnel, property and facilities is ensured. For added protection, key control systems can also alert management when something is wrong. An overdue key, an open door or even the misuse of the keypad will trigger an alarm and event recording in the log file.

Key management solutions offer key control and accountability by providing electronic storage and tracking of keys. Authorized users have access to keys only as approved by the system administrator. For example, cleaning staff for a casino or hotel who are assigned to the day shift would not be able to access keys outside of their regularly scheduled working hours. Personnel also cannot exchange keys directly between themselves during or at the end of a shift because the key control system will notate that a key was not returned or that it was returned by another user.

Whether it’s over the holidays or throughout the year, sound key control measures can bring peace of mind.

For example, automated key control cabinets can be designed for users to log in with an access card, fingerprint reader or hand reader. These optional user interfaces can be integrated directly into the key control cabinet for easy accessibility or they may be designed as a separate but connected, stand-alone configuration. In either design, users can only access keys which they have been authorized to remove or return.

Biometric scanning devices such as fingerprint or hand readers authenticate an individual’s identity. In other words, it compares the biometric characteristics with the information stored in the key control system’s data base and if there is a match, allows the individual to access the key control cabinet. Biometric devices are non-invasive and work well even with dirty hands.

Key control systems that integrate card readers for access can often utilize the same access control cards that are already in use throughout the organization. The electronic key control system grants access based on the information embedded in the access card and read by the card reader. Changes to an individual’s access authorization can be made instantly by program administrators, allowing or dis-allowing individuals to access the key control cabinet.

Whether the key control system is designed with a keypad, access card, fingerprint or hand reader, all transactions are recorded by the system – helping to ensure the safekeeping of the secured keys.

Out-of-the-box key control systems do not require supplemental purchases such as operating systems or additional memory. They can be readily custom tailored to match key quantity requirements, key types (i.e. mechanical, keys plastic access cards, key rings or Folger Adam keys) or number of sites. Multiple cabinets can form a single fully integrated system to hold hundreds of keys and other items in multiple locations. For system options such as lockers that are used for securing valuable items (i.e. cell phones, laptops, money boxes, etc.) or remote boxes that are used to add an additional layer of security, these additions are easily configured into the system at the beginning or later, as needed.

The same ease applies to integrating the key control system with other building or operational physical security systems. When key control systems are engineered for interactivity with other security systems, fully functional key management solutions can be implemented without costly upgrades or overhauls. For example, out-of-the-box key control systems utilizing proximity cards or biometric identification can be integrated with access control systems that feature the same user identification technology. Key control systems featuring alarm and relay inputs/outputs and Ethernet and USB capability help to ensure system compatibility and integration.

Richly featured, fully functional out-of-the-box key control systems are easier to configure, implement and manage and best of all, can improve the physical security of a facility.

With the recent advancements in key control and management technology, the functionality of the key control system described in this scenario is now possible. Using enterprise-level key control systems with state-of-the-art security technology, keys can be returned to any key cabinet located anywhere on the system. The system will automatically send the transaction information back to a central server, enabling users to view the location of the key in real time. Additional available information includes keys available for access, which keys have not been returned, when a key will become overdue and the location of a specified key. Reservations for use of a particular key can also be entered at the site as well as any comments (i.e. dog in apartment 103).

Key control and asset management systems can help improve the physical security and safeguarding of a facility or campus. Now, with these advanced features, key control systems are more powerful and offer even more value.

The first step is to catalog every access point and every piece of door hardware. This process is followed by the task of identifying the keys that fit each of the locks, then determining which individuals have keys, what keys they have and what doors they access. Without this preliminary audit, it’s almost impossible to know what size and type of key cabinets will best fit your needs and where the key control systems should be located.

Next, review operational needs to understand how the facility works on a day-to-day basis so that use of a key control and management system is optimized and daily operations are disrupted as little as possible. Whether intended for a hospital, a dormitory, a hotel or an office building, having a comprehensive grasp of daily activity will help in implementing the efficient use of a key control and management system and will also help in minimizing the trade-off between security and convenience.

Finally, a simple but strong set of guidelines for administration and use of the key control system will help to define areas of responsibility and enable better control of the keys. Also, key control systems that automatically record the access history of each key, including user, date and time of checkout/return and release assigned keys only to users with the proper authorization code help to ensure adherence to the established policies and procedures.

By sitting down and examining what the key control needs are today and what they are projected to be down the road, a major misstep can be avoided. Automated key control systems can be configured to exact needs, so it’s important to know what yours are. This includes determining who will be using the system to access keys, who will be administering the system and where the key cabinets will be located, in addition to knowing what other assets will need to be kept secure in addition to keys. If growth is planned for, systems can be seamlessly integrated with common usage of the data base. When they are designed as scalable systems, new key and asset modules can be added when needed.

The next step is research. And more research. Attend trade shows, explore vendor websites, get referrals and see actual product demonstrations. Key control systems are available in all shapes and sizes, from simple single key modules to those with lockers to enterprise-level systems and with features ranging from biometric identification access to illuminated color-coded key slots and user prompts. Accompanying key control and tracking software can also enhance the value of a key control and management system and should be part of the research process.

Working with a reputable vendor/installer can help ease the selection and implementation of a key control and management system. A vendor/installer partner will verify the system, and troubleshoot any issues prior to turning the system over. They will also offer support after the installation with ongoing preventive maintenance, software upgrades and regular communication.

Key control systems are more than just a way to control keys and other assets. They are an important security tool that can improve the safety and security of a facility. Knowing how to choose the system that is right for you makes all the difference when it comes to return on investment.

A key control and management operational plan includes identification of all locking units and keys in the facility; operational needs of the staff; and an audit trail of user access. With this comprehensive plan in place, key control can be more readily upgraded or adjusted to meet new situations and help maintain the safety and security of a facility.

Automated key control and management systems play a critical role in a key control solution because they help eliminate vulnerability. Keys are stored in a locked key cabinet and can only be accessed by authorized users. Key control systems can be custom designed to fit almost any requirement and can be easily added to as needs grow. The key cabinets can be located anywhere they are needed and offer user convenience features such as the ability to return keys to any key cabinet and step by step instructions. Key control software enables management to easily accommodate the operational needs of the staff or quickly make changes as employees leave or join the organization.

Key control systems also help to reduce the costs that are associated with lost keys or unmanaged access because the automated system provides an audit trail of who accessed any key and when it was taken/returned. Key control and accountability is assured even if employees hand keys to one another without returning them to the cabinet, because the key control system will note that the key was not returned or that it was returned by a different user.

Ultimately, improving key control to keep pace with organizational changes and growth is more easily achieved with an automated key control and management system, supported by a key control policy.

This easy-to-use functionality has also been commonly implemented in commercial and professional products. And while the touchscreen technology used in consumer applications is typically resistive technology, professional applications like automated key control and management require the more robust functionality delivered by projective capacitive technology (PCT). Unlike other touchscreen technologies, the active PCT sensor is behind the glass front cover lens which provides increased scratch protection and a true, durable 7 Mohs hardness. There are no moving parts that can fail and it offers outstanding clarity and improved resistance to tampering. It also only requires an activation force of little more than 0 grams for operation.

Advanced key control and asset management systems that use PCT touchscreen technology and high tech Thin Film Transistor (TFT) flat-screen LCD displays as a user interface enable authorized users to more quickly and efficiently access the keys or other stored items from the key or locker cabinet. Products built with PCT/LCD solutions additionally require less service and maintenance because of the technology’s advanced design that incorporates maximum durability and reliability.

Operation is easy with instructions clearly visible on the backlit LCD screen and viewable from a wide angle. Queries such as which keys are available for access, when keys are due for return, locations of specific keys and so on are easily entered and answers easily read on a bright, 7” LCD touchscreen display. PCT/LCD designs are an exciting new advancement for automated key control and management systems and provide a step up in operation and security.

Here at Morse Watchmans, we recently introduced the KeyWatcher Touch which integrates touch screen security into our already reliable and state-of-the-art key control cabinet.