{"id":1052,"date":"2021-09-27T22:00:07","date_gmt":"2021-09-27T22:00:07","guid":{"rendered":"https:\/\/torus-technology.com\/?p=1052"},"modified":"2025-08-19T06:16:55","modified_gmt":"2025-08-19T06:16:55","slug":"dodge-the-pitfalls-of-poor-key-control-with-these-simple-steps","status":"publish","type":"post","link":"https:\/\/torus-technology.com\/beta\/dodge-the-pitfalls-of-poor-key-control-with-these-simple-steps\/","title":{"rendered":"Dodge the pitfalls of poor key control with these simple steps"},"content":{"rendered":"

Is poor key management plaguing your workplace?<\/h3>

If so, it could be costing your organisation a lot more than you think.<\/h3>

Just for starters, having to replace individual keys regularly is annoying, and those small outlays start to add up.<\/p>

But what happens when master keys get lost? You could find yourself spending tens of thousands of dollars re-keying an entire site.<\/p>

And what about all that time your personnel spend chasing, handling, and replacing keys, day in, day out?<\/p>

From physically searching for keys to scouring manual records to traveling between work sites, there\u2019s no doubt about it: poor key control saps staff productivity.<\/p>

On top of this, there are the massive safety and security risks of keys falling into the wrong hands. Overnight, your business could be exposed to theft, property damage, or data privacy breaches.<\/p>

But it doesn\u2019t have to be this way.<\/p>

By following the three steps in this guide, you can cut these costs and reduce those risks.<\/p>

Let\u2019s go.<\/p>

Step 1: Conduct a Key Audit<\/h2>

If you\u2019re serious about getting your keys under control at your workplace, there\u2019s only one place to start: a \u2018key audit\u2019.<\/p>

We know that any kind of audit sounds like hard, painstaking work. But like anything in life or business, you must<\/em> understand the status quo before you have any chance of moving forward.<\/p>

Whether you have just one site or many sites, conducting a key audit will allow you to see exactly where the gaps are \u2013 and what processes you need to refine.<\/p>

Here\u2019s a simple step-by-step outline for your key audit:<\/p>

1. Track down and retrieve as many keys as you can<\/strong><\/h3>

To do this, you will need to list and get in touch with all the personnel, contractors, and service providers who carry keys regularly, and ensure they have all the keys they\u2019re supposed to have.<\/p>

2. Make a note of all your communal keys<\/strong><\/h3>

These are the ones that don\u2019t belong to anyone in particular but are used as needed on a temporary basis.<\/p>

3. Make a note of all your spare and emergency keys that might be locked away<\/strong><\/h3>

Do they ever get used? Do they even work?<\/p>

During this process, you\u2019ll likely discover that many keys are missing \u2013 and that some initial lock replacement is in order.<\/p>

Or, if you have too many missing keys, you may well need to re-key everything.<\/p>

Not sure what that entails? Read on.<\/p>

Step 2: Re-key like a master<\/h2>

If too many keys have gone AWOL, the safest move is to install a new key system<\/a>.<\/p>

This involves two main steps:<\/p>

1. Changing and replacing all locks<\/strong><\/p>

2. Creating a clear key hierarchy<\/strong><\/p>

A key hierarchy is a powerful way to organise your keys. It involves building a system in which the grandmaster key can decrypt all the other keys.<\/p>

Here\u2019s an example of what it could look like:<\/p>

\"\"<\/a><\/figure>

When creating your new key system, make sure it\u2019s patented \u2013 that is, individualised.<\/p>

In a patented key system, a manufacturer will design locks and keys specifically for your business. This way, your keys can\u2019t be duplicated if the wrong person gets their hands on them.<\/p>

Follow these steps, and you\u2019ll have a solid foundation to create top-notch key control, so you never have to re-key again.<\/p>

And speaking of top-notch key control\u2026<\/p>

Step 3: Plan and introduce strict policies<\/h2>

A key control system is only as strong as the protocols it\u2019s built on. That\u2019s why you need to create clear ground rules for key control from here on in.<\/p>

Here are a few big ones to get you started.<\/p>

Introduce a sign-in, sign-out system<\/h3>

Are your workplace keys being handed in and out each day with no or minimal recordkeeping?<\/p>

If so, it\u2019s time to introduce a formal sign-in, sign-out system. One that will be monitored and adhered to \u2013 always<\/em>.<\/p>

What that system looks like will depend on the size of your workplace and the number of keys on hand. At the very minimum, start with a manual logbook or spreadsheet that\u2019s easy for everyone to maintain and access.<\/p>

But, of course, the larger your workplace, the more keys you manage \u2013 and the more sophisticated your system needs to be.<\/p>

Ideally, you\u2019ll want an automated system<\/a> to reduce human error as much as possible.<\/p>

Whatever recordkeeping process you start with, you\u2019ll be much better placed to determine who has what keys at any point in time.<\/p>

This will instantly make your staff, contractors, and other visitors more accountable.<\/p>

And for shift workers, this means there\u2019s one less thing to communicate (or forget to communicate). Staff will now know the status of any keys they need, without the guesswork.<\/p>

Keep your people close, and your keys even closer<\/h2>

If your staff and contractors are having to travel from one destination to another, just to collect a key<\/em> \u2013 that\u2019s a lot of unnecessary downtime.<\/p>

Just as worryingly, though, the more distance your keys travel, the higher the risk of loss or non-return.<\/p>

That\u2019s why it\u2019s crucial to store keys on the same sites where they\u2019re actually needed.<\/p>

And, of course, they should be kept securely, with reliable sign-in and sign-out processes on each site.<\/p>

Don\u2019t be a Key Copycat<\/h2>

If the same people are regularly visiting the same sites, it can be tempting to give them copies of the keys they need\u2026 to have and to hold, until the end of time.<\/p>

But the more copies you have floating around, the less control you have. Keys and locks will inevitably need replacing. And the risk of a key falling into the wrong hands is high.<\/p>

So what\u2019s the alternative?<\/p>

Fewer copies paired with a reliable key control system on each site, so you can track the movement of each and every key with certainty<\/em>.<\/p>

Get Logical with Key Bunching<\/h2>

Bunching keys together can be a help or a hindrance to your key management processes. It all depends on how you do it.<\/p>

If you haven\u2019t already, combine your keys logically and strategically so that the right people have all the keys they need in a single bunch.<\/p>

For example, you may have a bunch, especially for your cleaning contractors. And another one, especially for tradespeople.<\/p>

Consider what\u2019s holding your keys together, too. They might seem insignificant, but key rings are\u2026 well, key.<\/p>

Although traditional \u2018rings\u2019 may seem convenient (because you can add and remove easily), they give you a lot less control over key loss.<\/p>

Instead, consider using specialised key rings that permanently stay together. There are many types on the market, with different features.<\/p>

Some things to bear in mind when choosing a key ring are:<\/p>

    \r\n
  • The ring\u2019s size (how many keys need to fit on each set?)<\/li>\r\n
  • The ring\u2019s thickness (some keys, especially vehicle keys, have a small hole)<\/li>\r\n
  • Whether it\u2019s tamper-evident (will you know if someone substitutes the keys?)<\/li>\r\n
  • Ease of identification (does each ring have a serial number?)<\/li>\r\n
  • Ease of use (how easy is it to seal or cut?)<\/li>\r\n<\/ul>

    Have designated bunches of keys ready to go \u2013 and stored exactly where they\u2019re needed \u2013 and everyone\u2019s day will get that much easier.<\/p>

    Ready for smarter key control in your workplace?<\/h4>

    Quick and easy to install, Torus will elevate efficiency, security, and precision in your workplace.<\/p>","protected":false},"excerpt":{"rendered":"

    Is poor key management plaguing your workplace? If so, it could be costing your organisation a lot more than you think. Just for starters, having…<\/p>\n","protected":false},"author":1,"featured_media":1066,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-1052","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blogs"],"acf":[],"yoast_head":"\nDodge Key Control Pitfalls: 3 Simple Steps for Better Security | Torus<\/title>\n<meta name=\"description\" content=\"Avoid lost keys and security breaches. 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