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Poor Key Management

Key management

Why key management?

Enabling you to restrict who can access your keys - with full control, monitoring and recording functions - the use of keys for any physical asset, including buildings, facilities, equipment and vehicles can be much better managed with Traka's intelligent, electronic, key management systems. Traka systems also maintain a simple to use, yet effective, fully audited history of all your conventional key transactions which are made available for quick display via the software reporting function.

Managing conventional keys

The problem with conventional keys is that they are hard to manage and track - at best they will be behind a security desk where staff will issue them, making notes and collecting signatures (many quite illegible). But often, in less security minded complexes, they will be in a managers cupboard, left hanging on hooks or even locked in a desk drawer. Who controls who can get access to these keys - and, more importantly, the buildings, facilities, equipment, confidential paperwork or vehicles that they give access to?

'Clever keys' vs conventional keys

Traka's solution is simple. Keys, or keysets, are permanently attached using a tamper proof security seal to a metal iFob. The iFob is an extremely strong nickel plated brass cylinder, which contains an electronic chip, giving it a unique identity. Thus, the keys are effectively electronically tagged. The iFob, with keys attached, locks into a receptor strip within the key cabinet until released by an authorised user.

Two immediate benefits:

  • Keys no longer need to be labelled - so if they get dropped or lost, there is no immediate identity issue and security risks are minimised.
  • Keys are available 24/7 but to authorised staff only - so there is no issue about leaving keys unattended should the manager be off-duty or away on holiday.

Restricting access to authorised users

Once the appropriate user profiles and key details have been entered into the software, Traka ensures that only authorised staff are allowed access to the key cabinet - and only then, to designated keys. The system automatically records when a key is used and by whom on a central database. This information is available via the cabinet's data display or on an administrators PC.

Using the system

Employees request access to the key cabinet by using a PIN code, magnetic ID card, proximity token or by biometrics fingerprint recognition. If the request is valid, the cabinet door will open, and the keys permitted for use by that user will be illuminated. By pressing the release button next to a permitted key, it will be released and the transaction written to system memory - who, which key and, at what time.

To return the key, the holder must again secure admission to the cabinet and then replace the iFob in its designated position. If this is not done, the system will prompt the user to move the iFob to its correct position. All information is again logged - and if any key is returned by a user who is different to the person who took it, it is immediately flagged-up as a warning.

Local or remote

Multiple key management cabinets can be controlled from the same administrators PC - you may have several cabinets in one building, or many cabinets networked together from a number of remote sites. Knowing who has a key at any instant in time is easy - either check using the real time Traka32 software or simply go to the cabinet and enquire at the on-line data display.

 

"It's quite amazing how quickly keys get returned when users know they are both accountable and traceable."

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