Their main purpose of restricting certain areas from unauthorized access, is what makes keys a security concern. Because of their small size, keys are easily misplaced, stolen and even duplicated without the owner’s knowledge. While it may be simple to take care of a bunch of household keys, it is an entirely different scenario for the commercial world.

Keys in the commercial space are meant to grant access to certain rooms, departments, entire floors, machinery, company automobiles, and other company assets usually in constant threat to unauthorized access. Large companies with hundreds, perhaps thousands of employees, need to constantly control which keys are given to who. This is best done using a key management system.

What is a key management system?

It refers to a controlled environment in which a company issues keys to its commercial premises, controls access to the said keys and keeps a record of when the keys are used, by whom the keys were used and when the keys are returned to the holding environment. Key management systems are highly sophisticated and are best developed and installed by a Winnipeg commercial locksmith.

Why invest in a key management system?

Most companies want to have full control of access to their facility. They want to control which personnel has access to which office, department or which floors. They also want to keep certain areas only accessible by personnel of a certain rank or management level. This could be to improve on functionality, to protect sensitive information and to account for every action taken by its personnel.

However, a company with even a couple hundred employees may find it hard tracking each and every key they issue. A key management system gives a company full control of how to issue, handle and even rotate keys in times of reshuffling or hiring and firing of employees.

Advantages of a key management system

  • Restricted access

An institution with different departments spread over an entire commercial building will need to grant access to certain areas only to those who are meant to have that access. For instance, access to labs is only meant for that personnel working in the labs. A key management system allows controlled access through key control, job description, management levels or bureaucratic systems.

  • Accountability

All keys used in an institution are given a unique serial number which helps the key management system identify and manage how the specific key is used. This means that the institution’s security knows who has access to which areas. In case of any inconsistencies, the institution’s security can always refer to the key management system for answers.

  • Curbs duplication

A key can easily be duplicated to grant unauthorized access to certain persons in a commercial set up. If someone attempts to take the key out of the out of the commercial building for duplication, the serial numbers engraved in each key acts like a barcode, preventing the move.

  • Facilitates re-keying, rotation, and emergency response

A key management system makes key rotation easy to do due to key tracking. Additionally, the system facilitates faster re-keying process in case the institution decides to adjust their operational structure. In case of emergencies, the key management system may grant access to urgently needed services even when the holder of the key is unavailable. This is of course done through the security officers.

In a world where information is increasingly getting more valuable, a key management system is a necessary investment to protect your firm’s resources.