Why proper key management is vital for every security company
There's no doubt that when it comes to security companies their reputation is one of the most valuable things they have. Just take a look at the G4S Olympic scandal. While not being able to fill the terms of their contract with Locog is estimated to have cost G4S £50 million, there's no doubt that the long-term damage done to the company will cost much more. This is because potential clients are wary of dealing with a company that has promised the world and then failed to deliver.
It's this same principle that makes proper key management absolutely vital for any security company that wants to project a professional image. Keys are responsible for everything from access to rooms, facilities and files, to activating equipment and vehicles. Misplace, lose, or have a key stolen and the problems will begin to mount. In the short term the damage done by the loss of sensitive information or expensive equipment may be minimised, but in the long term your reputation will suffer. When it comes to contract renewals your clients may begin to look elsewhere.
Every security company knows just how important the proper management of keys is, so it's surprising how many companies are complacent enough to implement primitive key management systems. Sometimes all that is needed for someone to take out a key is a signature on a piece of paper. If signatures are illegible or the paper is destroyed or goes missing keys could end up in anybody's possession, and nobody would have an idea where they went. An electronic system that logs who took out which key and when it was returned is a safeguard against the possibility of human error, and also ensures that staff know they are accountable for the keys they use. This is made possible because everyone who has access to keys has a unique ID.
Another problem associated with primitive key management systems is the fact that the keys often have to be labelled since otherwise there is too much risk of them getting mixed up with other keys. This means that if they are lost or misplaced someone who finds them knows exactly what they're used for. An intelligent key management system again has a solution for this problem. The key is attached to a special electronic fob that will only fit into its own special place in a key cabinet. The key's use is labelled here and nowhere else, meaning that if it is lost there is time to change locks or increase security to prevent the worst from happening.
One final major benefit of electronic key management systems is the ability to limit when keys can be accessed. This has a use in a number of circumstances - for example, you could restrict cleaning staff from accessing keys outside of certain hours. Trying to get a human to manage what keys staff has access to will all too often lead to confusion and security breaches. These breaches could end up costing you a fortune. A key management system is too affordable to risk this.