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Common Reasons for Missing Keys on a Multifamily Property

multifamily key controlA potential resident arrives at your community to tour a unit, but the unit key is missing without a trace. Where is the key? How quickly can you find the key? Who in the community might have the key? Has there been a security breach? How long is the customer willing to wait while you search?

This scenario happens daily at multifamily, student and military housing communities that attempt to operate without an electronic key management system. The key is either on-site, off-site, or stolen. In most cases, the key will be recovered within a few minutes; however, without an audit trail, the key could be missing forever.

Missing Key Reason #1: The key is on-site

Most of the time, the unit key is somewhere on-site with an authorized employee. He or she has left it in their pocket, bag, sticking out of a lock, or on a countertop in the unit. Meanwhile, the entire community is suddenly engaged in a search to find the key.

Unlike hook boards and standard key cabinets, electronic key control systems offer thorough key management reports allowing property managers to quickly identify who withdrew the key last.

Missing Key Reason #2: The key is off-site

If an employee accidentally takes a key home and your community uses a hook board, there is no way to track it down. With an electronic key control system, you can prevent keys from being accidentally taken by running a keys out report on your smartphone or computer near the end of each shift. With the report in hand, you can contact the employees who still have keys and remind them to return the keys before clocking out.

Missing Key Reason #3: The key has been stolen

If the key is still missing after your search, it is possible that it has been stolen. If community keys are easily accessible or often left out, the culprit could be just about anyone. Without an electronic key control system, you not only have to worry about resident safety, but also premises liability in the event of criminal activity as a result of poor key management.

An electronic key control system like HandyTrac holds users accountable for every key removed, and integrates multi-step verification to prevent keys from falling into the wrong hands.

At HandyTrac, we specialize in multifamily key control and offer three secure, easy-to-use electronic key management systems designed for properties large and small. Contact us today for more information.

Electronic Key Management Options for Military Housing

military housingMilitary housing communities without an effective key control system can be particularly vulnerable due to lost, misplaced or misappropriated keys, increasing the risk of theft and other crimes. Fortunately, there are solutions for streamlining key management that help keep military families safe. Let’s explore some key control features beneficial to military housing communities.

Restricted Access Systems

While community keys provide access, they also represent the greatest security vulnerability because they can be used to enter with no sign of intrusion. Protect your keys by keeping them, theoretically speaking, under lock-and-key. A restricted access unit keeps all keys in one place, locked in a secure box that can only be accessed by authorized personnel.

Computerized Access with Multi-Step Authorization

Computerized access to your key control unit allows you to implement multi-step authorization. Authorized personnel may activate the unit using an employee badge, for example, followed by entering a security code, and then a reason code for pulling the key. Only when these protocols are input does the cabinet open.

Automated Reports

A computerized key control system also makes it easy to generate and transmit instant reports via email or internet access. At any time, you can find out which keys have been checked out to whom, and for what purpose. In this manner, unusual activity can be quickly identified, and lost keys can easily be traced.

Random Key Rotation

Another security step in electronic key management is to use a bar-coded system with random positioning, both to mask key identification and to prevent people from memorizing where specific keys are hung. The unit only reveals the key location when the employee successfully logs into the system.

Biometric Authorization

For even greater security, consider installing a key management system with biometric capabilities. This system utilizes a fingerprint reader to identify and grant access to rather than ID badges which may be stolen. This way, you’re ensured that only authorized personnel are accessing keys.

Implementing an electronic key management system for your military housing community is one of the best ways to keep service people, their families and their belongings safe. To learn more about how key control systems can benefit your base, contact us today.