Concerned that your community has too much fluidity with its key control? Here are some ways to strengthen multifamily key control policy and restrict access:
Keep the keys secure
Keys should be kept in a strong, tamper-proof, locked cabinet that can only be unlocked through a series of protocols.
Implement multi-step access
Make sure your employees go through several steps before a key is issued to them. For example, the employee may need to scan a badge and input a PIN number before the box opens. Better yet, implement a biometric system that reads fingerprints.
Employees should input which key(s) they are taking, at what time, and for what purpose — and they should check keys back in by a similar process.
Enforce restricted access points
For enhanced security, certain employees should only access certain keys for certain parts of the building or community. They may only be allowed to check out specific physical keys, or their card keys may be coded for access to certain rooms.
Streamline your reporting
Management should be able to view reports at any given time that can show how many keys are out, who has them, which buildings/units have been accessed and at what time. This type of monitoring may be crucial to identifying potential violations because unusual activity can be identified easily.
Establish an audit trail
Reports should be backed up offsite to prevent any attempts to manipulate the data.
Train employees with a consistent protocol
Every employee should be properly trained in the procedure for obtaining and returning keys, and check-out/check-in occurs exactly the same way every time.
Advantages of a Strong Key Control Policy
Making improvements to your key control policy can do the following:
● Help you quickly identify and correct violations for heightened security
● Help you prevent an intrusion from happening in the first place
● Help you pinpoint suspicious activity in the unlikely event of a break-in
● Give you and your residents greater peace of mind
Keys provide virtually untraceable access, making them your greatest potential vulnerability. This means that your keys must be accompanied by the highest levels of security and oversight.