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What to Consider when Developing a Key Control Policy/System

One of the essential tasks every facilities manager or loss prevention manager needs to consider is key control policy development. A proper key control policy helps to safeguard your organization, building, and employees by ensuring only authorized personnel have access to the necessary areas. However, developing a key control policy can be challenging, especially when you're new to the process. In this article, we'll explore four things you need to consider when developing a key control policy and how to implement it effectively: 

  • Decide who gets which keys.
  • Monitor use with key tracking software.
  • Use keys that can’t be duplicated.
  • Implement a key checkout system.

Decide Who Gets Which Keys

The first step in developing a key control policy is deciding who gets keys, why, and for what areas. Not everyone in the organization requires access to every room or area, so you'll need to identify which personnel require access to specific areas. Consider establishing a hierarchy of access, where certain personnel receive keys that open more doors than others. It's also essential to consider the level of access required for each area, so you can grant the appropriate level of key access to each employee.

Monitor Use With Key Tracking Software

Once you've established a hierarchy of access, the next step is to monitor key use. Implementing key management software can help track the use of keys and provide alerts when keys aren't returned on time or when an unauthorized individual attempts to use them. By using cloud-based key tracking software, you can have real-time visibility into who has what keys and where they are at all times.

Use Keys That Can’t Be Duplicated

When it comes to choosing keys for your key control policy, it's essential to select restricted key blanks that can't easily be duplicated. Restricted key blanks have a unique shape and design that only authorized locksmiths can duplicate. This ensures that unauthorized personnel cannot make copies of keys to gain access to restricted areas. Additionally, by using restricted key blanks, you can easily track key duplication and ensure that keys are only duplicated with proper authorization.

Implementing A Key Checkout System

To help manage your keys effectively, consider implementing a key checkout system. This allows you to track who has which keys, when they were checked out, and when they were returned. A key checkout system provides an additional layer of security by ensuring that keys are accounted for and can't be misplaced or stolen.

Implementing a key control policy can be a complex process, but it's an essential step in securing your organization. By considering these key points and utilizing key management software and a key checkout system, you can ensure that only authorized personnel have access to restricted areas, and keys are always accounted for.

Ready to take control of your organization's key management system? Don't hesitate to reach out to the experts at InstaKey. Our team of professionals can help guide you through the process of developing a key control policy/system that fits your organization's unique needs. Contact us today to schedule a consultation and learn more about our key management software and key checkout systems. Together, we can ensure the security of your organization's assets and personnel.