Facts about key control and management systems.

In a world marked by increasing crime rates and costly litigation settlements, key control has become a critical issue for multifamily communities. Key control and management systems make up a new product category of systems developed to store and control access to keys. And for most communities, identifying and evaluating key control vendors has not been easy.

As with any emerging product, key control systems are becoming increasingly diverse and offer many unique features. For example, all key control systems are designed to release keys only to authorized users, but better systems can also automatically track all key usage, generate reports and provide profit-building software tools. This article will help to sort out the clutter of products by focusing on a few features that no key control system should be without. Be sure to arm yourself with the facts before making an investment that is so crucial to the well-being of your property and your residents.

Pick a Slot, Any Slot

In manual key control systems, a key that is always placed on the same pegboard hook or in the same key box location is easily identifiable. Identifiable keys represent a real security breach because an aspiring thief can learn the location and easily pick out a key to the unit of his choice. A good key control system should eliminate this problem entirely. The logical means of preventing this potential hazard is with a feature called "Automatic Key Rotation."

Simply put, Automatic Key Rotation allows users to return a key to any location in the system. The system then automatically records the key's location for the next authorized user. Some products still rely upon manual procedures and require users to physically rotate their keys on a regular basis in order to protect their location from unrecorded removals. In addition to being extremely inefficient and cumbersome, this system can actually cause keys to be lost or stolen - a self-defeating characteristic of a key control system.

Caught You Red-Handed

If a burglar asked you for the key to Unit 101, would you unlock the key cabinet. hand him the key and make absolutely no record of it? As unbelievable as it may sound, many key control products essentially do just that. Most brands rely upon your employees to manually enter all key removals into their systems. Make sure any system that you are considering is equipped with" Automatic-Accountability. "Top-flight key control systems feature advanced technologies that will instantly and automatically tell the system when any key has been removed. This process ensures that you have a record of all key transactions, not just the ones your employees remember to enter or want you to know about.

Beware of the Dog

The terrier in Unit 284 has an appetite for strangers. The couple in Unit 705 insists that the maintenance man take off his shoes before entering their unit. The gentleman in Unit 410 works nights and does not like to be awakened. Should one of your employees attempt to enter a unit without first learning any of this information, you risk infuriating your residents (or worse, their snarling pets). Look for your key control system to integrate a "notes" feature that will automatically point out these "red flags" before a key can be accessed, and prominently display the information. When it comes to your residents' happiness and employee safety, a little information can go a long way.

SneakerNet Provider: Internal Reporting

Reporting should be an essential feature of any key control system. For example, key transaction histories can monitor your leasing agents' activity performance readily and easily. This type of information should be available to you at the touch of a button in order to maximize its utility. Good key control systems completely integrate reporting functions. They have no need for external peripherals of any kind in order to access information. Beware of products whose idea of "easy" reporting involves a PC and/or other equipment that are not part of the key control product itself. Downloading data to a floppy disk or external PC for use with special reporting software takes even longer than reading through logbooks. And always make sure that your key control system offers fully internal reporting. This feature will save valuable time and energy, leaving you to more profitable pursuits.

Secure Key Tags

Naturally, all of the fancy gadgets and features discussed above are of little value if keys can be easily removed from a ring. Coupled with the absence of automatic rotation and automatic accountability, you could be left with a transaction that was not recorded and an enterprising thief on the loose. Take note of the construction of the key tags included with each system. Keys should be firmly secured to each tag, and the better systems rivet the keys securely to key tags. Lesser products tend to employ flimsy, unsecured key rings. Always remember, an unsecured tag equals an unsecured system.

Back Up the Brinks Truck

The best key control systems will combine rigid key control with expansive profit-building software. The ideal key control system can serve not only as a gatekeeper and protector of your investments, but as a powerful profit-enhancing agent that will help to improve the way your property does business. Well-rounded products will offer a variety of tools for bulking up your bottom line. They will include things like unit inventory software that will keep track of the warranty expiration dates of every appliance; prospecting programs that can capture 100 percent of your prospects, ensuring that nobody "falls through the cracks"; work order modules that will take the "work" out of the work order process: and time clock software that can electronically manage and control employee time sheets. With this tool you will only pay your staff for hours they actually worked - no more "phantom punch-ins" and false overtime.

Key control is an investment that can have a dramatic impact upon the management and profitability of your properties. Take the time to fully examine the features, benefits and drawbacks of your alternatives. A bit more expense on the front-end for a comprehensive and reliable system can more than pay for itself within a very short time. When selected properly, a key control system is an investment that will pay for itself many times over with years of dependable and profitable performance.