Skip to content

3 Benefits of Tracking Your Master Key, Locks, & Key Holders

3 Benefits of Tracking Your Master Key, Locks, & Key Holders

After you've established your physical security and your master key system, you need a way to track your master keys, locks, and user keys. It's the last step in maintaining key control. Poor key tracking will cost you in the long run. In this article, we will discuss what a master key is and three benefits of using key tracking software to track your master key, lock, and key holders.

What is a Master Key?

In a physical key security system, you can divide keys into two categories: User keys and master keys. A user key is a key that operates one lock and one lock only. A master key locks and unlocks multiple locks within the system. Physical key security systems vary in complexity and tiers of security clearance depending on the size of the organization. So a master key system could be broken down into tiers:

  • Grand Master Key: This key operates all the locks for all master key systems in the organization.
  • Master Key: The master key locks and unlocks all user key locks within one of the organization’s master key systems.
  • User Key: This key can only operate a single lock.

3 Benefits of Key Tracking Software for your Master Key, Lock & Key Holders.

Imagine a regional manager for a multi-location company has a keyring with a grand master key. That grand master key locks and unlocks every branch location in his/her region. At the next level down, the manager for one branch location has their own keyring with a master key. That master key locks and unlocks every door at his/her specific location. Below that level, you have employees at each branch location with a user key that locks and unlocks only a specific door at that location. As you can imagine, that’s a lot of keys, locks, and key holders to keep track of using just a spreadsheet or paper files. A better way to keep track of everything is with key tracking software. 

1. Efficient, Scalable Key Tracking

A master key system is far too complex to track with simple spreadsheets and paper files. And as an organization grows, its security system becomes more complicated and time-consuming to track with tools that weren’t built for the task. 

Key tracking software is designed to manage master keys, locks, and key holders at virtually any level of security, large or small. Software like by InstaKey is scalable, meaning that as your organization grows in size and complexity, InstaKey’s key tracking software grows to meet your security needs.

2. Real-Time, Remote Access to Key Tracking Records

It's easy to fall behind on updating key access records when using spreadsheets or paper files to track your master key, locks, and key holders. Paper receipts can get lost and people can forget to update records whenever there’s employee turnover. This can open your organization up to risks such as missing keys, unauthorized duplicates, and potential security breaches. 

With cloud-based key tracking software, you can access your security records remotely from any location at any time. All you need is a tablet or smartphone and the right security credentials.

3. Asset Protection from a Security Breach

Security breaches don’t wait for you to be at your desk in the office, so you need to be prepared for them at all times. Dealing with a security breach when your key management system is based on spreadsheets and paper files is far more difficult than it needs to be. When a breach occurs, you need the latest, most accurate information on the status of every master key, lock, and user key in your system, as well as who is assigned to each key and what that key access. With the right key tracking software, you can find this information quickly and easily without rushing to the office or rummaging through a filing cabinet. 

When it comes to managing your master key system, key tracking software is vital for keeping your records up-to-date and quickly dealing with a security breach. 

Learn Key Tracking System Best Practices with our Guide