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3 Secrets to Improve Your Multi-Site Key Control Program

The closest a multi-site key control program can get to being perfect is on the first day it’s implemented. Over time, things can slip through the cracks and lead to a potential security compromise. Somebody may forget to keep key tracking data up to date. Errors can be made, keys can get lost, locks may get changed, and steps in procedures can get overlooked. As these things add up, your facility’s security is at a greater risk of being compromised. By following these three tips, you can keep your multi-site key control program running as well as it was on day one.


1. Follow Key Control Best Practices

It should go without saying that following best practices is the way to help ensure the best outcomes. That’s especially true when it comes to your key control system. Follow these five steps to maximize security and safety at all of your facilities.

  • Use restricted, uniquely marked keys
  • Formally define when locks in the facility should be changed
  • Develop an efficient way to change your locks
  • Utilize regular audits for keys and key holders
  • Maintain ongoing training and education

Learn more about key control program best practices.

2. Standardize and Simplify your Key Management System

Consistency is the first step in improving your key control program or key management system. Consider implementing a key control policy agreement with key holders. By ensuring every location in your business uses the same standardized practices for managing keys and key holders, you’ll have an easier time tracking keys and keeping your facility secure. 

We mentioned the use of restricted keys as part of the list of best practices. This is an important way to standardize your key control and key management protocols. Keys should be identifiable, and it should be easy for you to find out who is responsible for each key. Have a system in place to track which keys are assigned to which key holder, when it was assigned to them, and if it was returned when the keyholder left. Additionally, using restricted keys that cannot be duplicated ensures that you won’t have to change locks every time there’s turnover. You can rest easy knowing that there are no unauthorized copies that would otherwise jeopardize security. 

3. Embrace New Technology

The mechanical lock may be a tried and true, centuries-old invention, but that doesn’t mean it hasn’t changed since then. These days, user-rekeyable locks are available for your multi-site key control program. They provide long-term cost savings by eliminating the need to call a locksmith every time a key is lost or stolen. By installing user-rekeyable locks in your facilities, you can rekey a lock yourself in moments without having to wait days for the locksmith to arrive.

In addition to user-rekeyable locks, you can also optimize your key control program with the right software. Instead of manually tracking keys and key users, a cloud-based key management system allows you to seamlessly manage and update your key program data. The right key tracking software offers tracking history for your locations, locks, keys, and key holders. And it allows you to assign and reassign keys, run key audits automatically, and create reports.

By using these tips to improve your key control program, you can provide your facility with the best possible security, simplify your key management, and save money in the long run as keys change hands and locks get rekeyed.

InstaKey can help you maximize your facility’s overall security and reduce overall costs through cloud-based key management systems, re-imagined hardware solutions, and access to a professional support team. Contact us to find out how we can help you improve your multi-site key control program.

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