Controlling Access — 4 Tips for any Company with Keys
People come and go from your brick and mortar business every day. How exactly are you controlling all that coming and going? Many companies issue keys or have a monitored access system. Whether you’re a small firm in an office setting or a retail outlet, it’s best to limit the number of keys in circulation. But, it’s often necessary to have multiple key holders to accommodate varying schedules and often long hours of operation.
While a lock and key were once the only way, today there are many options on the market for securing entrances. Key cards, fobs, restricted keys, passcodes, biometric scanning, the technology is ever-evolving. While the new and improved ways do provide benefits, these upgrades are an investment. At the end of the day, the old lock and key still do the job.
If you’re a key issuing company, it’s important to remember you can never be certain whose hands your keys fall into. That’s why we’re here to share 4 tips to help businesses control access points. These simple tips are applicable to all businesses.
Use Restricted Keys
The ‘do not duplicate’ message engraved on a standard key just isn’t enough. While a reputable locksmith will abide by the message, the key can still be duplicated by a malicious person. Keys can be stolen, lost, or misplaced — if this happens, replace locks and issue new keys.
There’s a simple solution to avoid key duplication — it’s restricted keys or security keys. Not familiar? A regular key has a simple cut-out profile where a restricted key has unique features and added intricate detail making them very difficult if not impossible to copy. Duplication is limited to the original manufacturer. We suggest keeping your business local in case you need additional keys cut.
While we all want to have faith in those we’ve entrusted with keys, it’s simply a reality that theft is a common occurrence from within. CNBC recently reported that workplace theft costs US businesses $50 billion each year.
Have key questions? Here are a few reputable locksmiths in our SE Minnesota service regions:
Do others outside your company have keys? Don’t forget about them! Personal security officers, contractors, and specific vendors are often provided access privileges. Providing personal security officers with keys allows for quick and thorough access under all circumstances.
Pro tip: When a guard is authorized to provide or deny access, the number of keys in rotation can often be reduced. This is a great way to improve company security measures. You also eliminate the picking and choosing associated with handing out keys.
2. Create a Log
Whether you have a few keys or dozens, a log should be maintained. The log can be simple but should include the following details:
Issue date
Keyholders name
Company-specific details (department, title, or other employee identification)
Signature
Return date
The log is often reviewed or maintained by a company owner, specified manager, or human resources.
Pro tip: Keep the process clear and simple by keeping all logs in a binder in a designated location. Create a new log for each specific key. This makes training simple and assures your keyholders the process is adhered to.
3. Make regular changes
We’ve all probably lost a key in our day. Did it simply fall between your car seat and center council? Or did someone swipe them while you were distracted? You simply don’t know.
While there’s no need to assume all lost keys will turn into crime, it is good practice to have a procedure in place for such scenarios. Replacing the lock is best practice so all existing keys become obsolete.
Pro tip: Start fresh! If you have several keys in circulation, change your locks on a schedule, for good measure. This is also a good practice if you’re just implementing a log or key process after using the same keys for many years. The same goes if you move — personally or professionally.
Apply the same procedure to codes, key cards, or fobs. Make regular changes and disconnect accessibility promptly when applicable.
4. Upgrade Your Level of Security
It might be time for an upgrade if you’re still passing around the old janitor style key-ring. The technology associated with key cards and other technology deters criminals as they know activity is traceable. Key cards and fobs are easily disconnected if they are lost. Key codes and biometric screening provide the best of both worlds — they can’t be lost and access privileges are easily monitored and changed.
Regardless of how you lock the door, adding personal security is a great way to level up when it comes to access control. Here are the benefits:
Eliminate the stress from your employees having to deny access.
Equipping your security officer with access control reduces the number of keys in circulation (especially for outside contractors, vendors, delivery personnel, etc.)
Access control is often just one of many tasks a personal security officer provides. Considering security? Check out our recent article on determining if your company needs a security officer. For a personalized review — give us a call: 507-252-1577.
Further Readings:
The Intricacies of Securing Buildings & Commercial Property
We’re Proud to be a Patriotic Employer
Take a Proactive Approach to Security