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Budget-friendly Key Management

budget-friendly key management systemsFor organizations both large and small, the ongoing expense of lost keys can be glaring. In addition to incurring unnecessary replacement costs, missing keys leave properties exposed to various security threats that can result in costly premises liability settlements. As the low-cost leader in key management, HandyTrac offers a number of budget-friendly key management systems and features that keep costs to a minimum while drastically improving property security.

Automated Management

Our electronic key management systems help to eliminate the problem of lost or misplaced keys through automated management. Keys are stored in tamper-proof cabinets that can only be accessed by authorized users with pre-programmed PIN codes, access cards or biometrics. All access activity is automatically logged including time, date and identity of the individual accessing the cabinet. Additional information such as when a key is scheduled to be returned or the location of a stored key (i.e. which key cabinet in the system) is also available.

Physical Keys

The use of physical keys is exceptionally cost effective; therefore, the ability to store and track said keys provides an immediate and affordable improvement to a property’s security policy, while reigning in management costs – an important factor when preparing or reviewing budget costs.

Does your property use RFID key cards? No need to worry, HandyTrac can accommodate keys of all types.

Integration

Our key management systems can also be integrated into an overall security system for additional savings and protection. With HandyTrac, administrators can access, program and monitor the system from any internet-enabled device. This convenience allows managers to access reports, change users, establish permission levels, and more from virtually any location. Additionally, upon request, Yardi users with a HandyTrac Premium Touch system have the ability to customize their experience through the use of a unique and secure work order system. Features like service order and staff data importation allow managers to quickly review staff data and execute assigned work orders directly via the Premium Touch datalog.

With a budget-friendly key management system like HandyTrac in place, operational expenses can be better controlled and budget planning can be made easier. Contact us today to learn more.

Crime Prevention Tips for Multifamily Property Managers

crime preventionAnnual events such as National Crime Prevention Month and National Night Out have long served as valuable reminders that crime is ever-present, and apartment communities are certainly not immune. With the main drivers of crime in multifamily being drugs, firearms and gangs, property managers must be aware of the problem signs and put a sustainable crime prevention plan into action.

Here are 5 crime prevention tips for multifamily property managers that can help boost retention and promote resident safety.

Make community staff easily identifiable

Property staff including leasing agents and maintenance personnel should carry a picture ID badge at all times to ensure that they are easily identifiable by residents. Additionally, all maintenance personnel should wear the same uniform. In many cases, criminals who use tools and equipment to enter residences are mistaken for maintenance staff if attire isn’t standardized.

Improve security systems

Without an effective community security policy in place, resident retention and resulting damages can become costly. Security tools such as CCTV monitoring, restricted entry systems, and electronic key control systems can make a world of difference. If you already have security systems in place, make sure they are in working order and provide community-wide coverage. Additionally, give perpetrators nowhere to hide by ensuring public walkways and parking areas are well lit.

Screen potential residents and employees

If individuals with an extensive criminal record are denied access to your community from the get-go, the likelihood of criminal activity occurring in the future is significantly reduced. Screening residents and employees can also provide current and future residents with peace of mind knowing they live in a community that values safety.

Educate your residents

Your community can be a powerful ally against crime if enabled. Remind residents to keep doors and windows locked and to report any suspicious activity. Establishing a designated email address or telephone number for community crime tips can help in streamlining the process.

Partner with local law enforcement

A partnership with your local police department can be mutually beneficial. As a property manager, you know where the crime is and what problems exist in your community. Using a your insider knowledge, local law enforcement officers can quickly establish a presence and remove wanted individuals from the community. To maintain a crime-free community, multifamily crime prevention programs and local training seminars are also available.

HandyTrac is Coming to a City Near You

multifamily trade showsWith spring nearly upon us, we’re looking forward to another fantastic season of multifamily trade shows! Visit our booth at one of the shows below for a demo, and see firsthand how our systems uniquely manage keys and prevent premises liability. We hope to see you there!

Select an upcoming trade show below for more information:

Apartment Association of Greater Dallas – 3/20/2019

Texas Apartment Association – 4/10 – 4/12/2019

Washington Multifamily Housing Association – 4/17/2019

Apartment Association of Greater Orlando – 4/24/2019

Utah Apartment Association – 4/24/2019

Indiana Apartment Association Reverse Show – 5/9/2019

Bay Area Apartment Association – 5/9/2019

Arizona Multihousing Association – 5/9/2019

Atlanta Apartment Association – 5/15/2019

Houston Apartment Association – 5/16/2019

Austin Apartment Association – 5/23/2019

Apartment Association of Metro Denver – 5/23/2019


For over 20 years HandyTrac has been the low-cost leader in multifamily, student and military housing key security; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reports and provide the ability to manage community keys with a single login through a computer or smart phone.

To learn more about our key security systems, contact us today.

3 Key Management Features That Improve Property Security

Effective key management requires set processes, organization and dedication. Utilizing these innovative key management features, property owners can conveniently improve security, reduce liability and gain valuable peace of mind:

key management1. Audit trail maintenance and reporting

Protecting and monitoring the use of keys is one of the most important parts of keeping residents safe — and also one of the aspects most likely to be targeted for negligence. Not only do the keys need to be safeguarded, their use needs to be tracked and documented. HandyTrac’s computerized key management system maintains a real-time log of all key activity and provides property owners with customized reports, accessible from any internet-enabled device.

2. Multi-step authentication

Recently implemented by IoT (Internet of Things) technologies, multi-step authentication protects highly sensitive information and equipment through the use of layered identification processes. With HandyTrac, users are required to swipe a badge and type in a code — or better yet, provide biometric identification before keys are made accessible.

3. Anonymization and automated rotation

Taking property security one step further, electronic key management systems from HandyTrac anonymize property keys, and utilize a state of the art bar-coded system. HandyTrac systems also prevent users from memorizing where specific keys are hung using “random rotation”. This automated process hangs keys in random locations in the box, making it impossible for users to identify specific keys.

With two secure key management systems to choose from, HandyTrac is an affordable and sensible solution for any community or facility.

For more information about our systems, contact us today.

The Importance of Key Security in Multifamily Housing

key securityFound in nearly every municipality across the country, multifamily communities offer housing to millions of people from all walks of life. While every community is unique, each shares a need for effective key security.

The ability to track key activity is critical for maintaining a high level of security and reducing the chance of premises security liability. Designed as a replacement for manual tracking and storage of keys, electronic key control systems are virtually tamper-proof, monitor the access and return of keys through various online reporting features, and offer biometric integration options for improved security. With HandyTrac’s electronic key security systems, property managers can see who pulled a key, for what purpose, when it was pulled, for how long, and when it was returned from any interned-enabled device.

Key Security Options for Every Multifamily Housing Community

For over 20 years HandyTrac has been the low-cost leader in multifamily, student and military housing key security; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reports and provide the ability to manage community keys with a single login through a computer or smart phone.

To learn more about our key security systems, contact us today.

5 Essential Characteristics of a Secure Key Management System

key management systemA secure key management system is organized and formal, and addresses both access and control of a multifamily community’s keys. When deciding which key management system best suits your needs, keep these 5 essential characteristics in mind:

Secure

A truly secure key management system should do more than just restrict key access. With a secure key management system like HandyTrac, key transactions are instantly noted and reported in numerous insightful formats for review. For added protection, secure key management systems implement multi-step verification procedures, allowing key access only to authorized users with preset PIN codes, access cards, and biometrics, depending on the model.

Scalable

If your needs grow, your key management system should have the ability to accommodate more keys. At HandyTrac we offer both single and double cabinet options for all our key management systems.

Convenient

A secure key management system should be easy to use and accommodating. HandyTrac key management systems are capable of storing a variety of keys, and offer user-friendly features including: biometric fingerprint verification, touch screen display and lighted cabinets. Additionally, through the use of HandyTrac Online, property managers can review key activity reports from any internet-enabled device.

Reliable

No matter how secure the key management system is designed to be, it’s not actually secure if it breaks down, or if you don’t receive proper training and support in using it. HandyTrac provides customers with an ironclad warranty, as well as ongoing training and support.

Intuitive

Well designed key management systems make key control easy for all users. With two secure key management systems to choose from, HandyTrac systems offer a variety of features that streamline key management and provide maximum security.

To learn more about our systems, contact us today.

What Are RFID Key Cards and How Do They Work?

rfid key cardsIn an age when building and community security are more important than ever, many facilities are doing away with physical, mechanical keys in favor of electronically-read RFID key cards. These key cards are programmable, customizable and far more secure than mechanical keys, for a variety of reasons. Let’s explore this technology to see how it can make your apartment community, campus or facility more secure.

What Is RFID?

RFID stands for “Radio Frequency Identification,” and as with most modern technology today, it is associated with a chip. Specifically, objects equipped with RFID contain a small chip programmed with data, along with a tiny antenna that transmits that data via a weak signal to nearby receivers. As a more secure technology, RFID is rapidly replacing barcodes and magnetic strips that used to contain similar information to be read by scanners. We see it on our credit cards which are now trading the familiar magnetic strip for enhanced chip technology. We also use RFID in key cards which can be programmed to unlock doors when the card is placed near a receiver at the entry point. In the context of key control, the RFID card replaces the standard lock-and-key system for entry. You place the card on or near the reader, the reader identifies the signal as belonging to an authorized user, and the door unlocks.

How Are RFID Key Cards Safer?

RFID key cards offer many advantages over physical keys and even barcode technology — both of which can be easily copied. Here are just a few of the advantages replacing conventional lock-and-key systems with an RFID key card system:

● Difficult to copy or hack. A radio signal can’t be “copied,” and the signal itself can be encrypted so other devices can’t decipher the data.

● Customizable and programmable. An RFID key card can be programmed to open only specific doors (or only one) for a specific amount of time. (Hotels use keycards to authorize their guests only to access their hotel room and the fitness center, set to stop working the morning of checkout.) This system allows management to restrict employee access only to specific authorized areas of the facility for certain amounts of time.

● Anonymous. With no identifying marks on the key card, only the authorized user and the computer may know which door(s) the card will unlock.

● Easily deactivated. If a keycard is lost or stolen, the system can easily deauthorize its identification signal — or the card may simply be allowed expire.

● More cost-effective security. When physical keys are lost or compromised, the lock must be changed to restore security. When a key card is lost, it can be deauthorized, making it effectively disposable. No need to change the locks!

A Management Solution for All Key Types

While RFID keycards are generally more secure than physical keys, their implementation is meaningless without a secure electronic key control system. Acting as a reinforced shield for your keys, HandyTrac offers two secure key control solutions that are accommodating to keys of all types. In addition to keeping your keys secure, HandyTrac archives an audit trail, and streamlines reporting to provide property managers with a complete key management solution.

For more tips on effective key control or information about our systems, contact us today.

The Elements of a Strong Multifamily Key Control Policy

multifamily key control policyConcerned 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.

Enforce accountability

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.

Secure 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.

HandyTrac offers a variety of key control solutions designed to enhance your company’s key control policy, making it easy to monitor, track, and secure your keys. To learn more, contact us today.

How to Improve Multifamily Property Efficiency with Electronic Key Control

property efficiencyIf you haven’t already implemented an electronic key control system in your multifamily community, your property may be at risk. An electronic key control system ensures accountability, while improving security and limiting liability for property managers. Take a look at some of the features an electronic key control system offers to improve security and boost property efficiency:

Streamline the Key Access Procedure

The best way to track keys is to store them in one secure, centralized location where employees can check out and return them. Without this feature, keys can get misplaced or stolen simply because no one really knows where they’re supposed to be when not in use.

Track Keys in Real Time

In real time, the system records key whereabouts and access history. Additionally, a variety of reports are readily available to provide management with data regarding the status and location of every key.

Control Key Access

With HandyTrac, the access and return of keys is controlled by a multi-step verification procedure. If, for example, an employee is able to check out a key by simply swiping his/her badge, criminals can gain access by stealing or copying the badge. But if that employee must swipe the badge and type in a code — or better yet, use a fingerprint identification — the risk of theft goes down exponentially. HandyTrac also allows property managers to prevent employees from gaining access to certain units.

To learn more about how our secure key control systems improve property efficiency and security, contact us today!

Why an Electronic Key Control System is Essential for Every Multifamily Housing Community

electronic key control systemMultifamily housing communities without an electronic key control system face lost productivity, wasted money, and reduced security. Here are three reasons why an electronic key control system is essential to any multifamily, student or military housing community:

Reason #1: Where are the Keys?

The primary issue with non-electronic key control systems is missing keys. Missing keys are a huge source of stress and conflict at any property. Here’s why:

– A potential resident is waiting to view an apartment home. You could lose the prospect if the key hunt takes too long. “I’ll come back later,” will likely never happen and lost prospects hurt your occupancy rate.

– An employee needs to inspect a unit or make a repair. Every minute spent searching for the key kills productivity and wastes money.

– A missing key leads to theft and assault in your community. Without an audit trail, your company could be held legally liable.

Properties that use an electronic key control system versus a non-electronic alternative are more efficient for those reasons and more.

Reason #2: Accountability

When there is no accountability, it is easy to shirk responsibility:

– An employee is working with a potential resident. Someone interrupts and asks where keys are. It’s easiest to say, “I don’t know” and go back to the task at hand. If the employee shifts attention or starts rummaging around for keys, he or she might lose the sale or do the paperwork incorrectly. Looking for keys is inefficient.

– That key might have been accidentally taken home. Best to keep one’s mouth shut and quietly return it the next day. Or the next time a showing is scheduled, which could be in a couple of days. Otherwise, a trip back to work to return a key will take away free time.

– Someone forgot to return the key and it’s in a desk drawer or left on a random countertop. This person is out on the lot, on lunch break, or got called away. Digging through the desk drawer or office will violate privacy; not digging will mean a lost sale or lost productivity.

– A vacant apartment home is left unlocked after a showing and is vandalized overnight. No one owns up. This costs money to repair.

– Keys are lost and truly missing. The property has to pay for a replacement, wasting money.

An electronic key management system can instantly reveal who last checked out a specific key. The system can also run a report of the key’s checkout history. Instead of hassling everyone, only this single employee is contacted. Employees will immediately understand that they are responsible for all keys they check out. A key control system creates a culture of accountability. A non-electronic alternative doesn’t.

Reason #3: Reporting

By running a report about key checkouts, managers can quickly answer the following questions:

– At the end of a shift and close to closing time, which keys are still checked out? Go round up any that should get checked in!

– How many times has a specific apartment home been viewed? Who has checked out the keys, and when?

– What is a specific employee doing? What keys have they recently taken out and why?

With HandyTrac’s reports, managers are more knowledgeable and able to make better decisions.

HandyTrac offers two excellent electronic key management systems including the new HandyTrac Touch Premium; featuring a large touch screen display and biometric technology for added security. Contact us for a quote and build a culture of accountability at your community today!