What are key management systems?
While a lot of businesses are going remote, most companies still involve the management of a physical site. Multiple strategies are necessary in order to ensure the safety of that site, which may contain expensive equipment and sensitive data.
One of the main threats to the safety of premises, which might seem relatively benign at first, is who has access to keys. Here, we explore a way of tracking who has key access to sensitive locations, via the use of something called a key management system.
Key management refers to the processes surrounding the tracking and protecting of mechanical keys. Controlling these types of assets can be carried out using a wide range of different systems.
Typically, the systems aim to record which individuals currently have a physical key, so that management can identify key holders at any moment in time. Which system is most appropriate will depend on your specific industry.
Why use a key management system?
There are multiple reasons why businesses should use a key management system:
It enables accountability
Without a key management system, it can be almost impossible to track who has access to certain spaces and the information contained in those spaces. While this is obviously a massive issue in the case that a data breach or material theft were to occur, it also means that it can be impossible to meet certain industry compliance standards.
With key management systems, you can ensure that only certain individuals have access to sensitive spaces, allowing for increased control and accountability.
Without an effective key management system in place, it’s far more likely that employees will lose those keys. Over time, the costs associated with replacing those keys can build up to substantial amounts. While the direct costs are significant, the indirect costs associated with the time spent looking for that key are far more substantial.
In addition to replacing keys, with some extra-sensitive locations, it may be necessary to replace the whole lock, especially if it contains sensitive client-related information. Key management systems reduce the probability of a key getting lost in the first place, and make finding that key a lot easier in the case that a loss was to occur.
Enable control of access
If keys are handed out to employees with no control system in place, it’s almost impossible to track who has access to certain spaces. Employees might give the key to their colleague, or simply forget to give the key back to their manager after they’re done with it. Key management systems enable effective access control, and in doing so helping to avoid security breaches.
For more information on which system is most appropriate for your business, reach out to KEYper systems, the key management specialist. They have a variety of solutions for both mechanical and digital security assets, and will be able to suggest and potentially implement the most effective solution for your environment.