How to Track Keys: Your Helpful Guide

Keeping track of keys can be an almighty task - especially if you work in an industry where key management is essential. It pays to be organised, and that’s why so many professionals in a variety of industries use key storage and other tracking systems to get a better understanding and control of their keys. 

If you’re forever losing your keys, or you have trouble monitoring the keys in your workplace, read on to find out how to track keys in our blog below. We’ve got the rundown of the importance of key tracking and how you can find the right solution for your business…

What is Key Tracking? 

Key tracking is a type of key management which helps users to oversee the status and whereabouts of keys in their business. Usually, it means either manually or digitally logging when keys are checked in and out so users can understand where each set of keys are and who has them. 

Manual vs Digital Key Tracking Systems

Manual Key Tracking Systems

Manual and digital key tracking systems have the same purpose, but manual ones rely on physical logs upheld by users to understand the whereabouts of a set of keys at any given time. 

Pros: 

• A cheaper solution
• Simple to implement
• No hardware required

Cons:

• Higher risk of human error and mistakes
• Time-consuming
• Lacks real-time visibility 

Best for:

• Small businesses with few keys and low security risks

Digital Key Tracking Systems

Unlike manual key tracking systems, digital systems use computerised processes to provide real-time tracking and automated audits of keys within a business. 

Pros:

• Real-time monitoring 
• Automated audit trails
• Increased security

Cons:

• Higher initial investment
• Reliance on technology

Best for:

• Bigger businesses with many sets of keys to manage
• Industries that require strict compliance 

Industries That Need Key Tracking the Most

Facilities & Property Management 

As control of access is needed to manage residential and commercial accommodation, it often means that the keys to these properties need to be carefully secured and managed. That’s why so many companies within this industry choose to use a digital or manual key tracking system.

Shop specific property management key cabinets ideal for keeping track of property keys.  

Automotive Businesses

To avoid loss or theft of keys, automotive businesses will use key tracking systems. Whether it’s for sales, service, or fleets, an organised process helps to streamline customer handovers and keep vehicles secure. 

Browse car key cabinets for storing and tracking car fobs and keys. 

Healthcare Operations

Businesses in the healthcare sector require the utmost management of medication and specialised equipment. As this industry is heavily regulated, key tracking helps healthcare organisations maintain compliance and keep everyone safe. 

Benefits of Using a Key Tracking System

Improves Security

Alongside high quality key cabinets and indoor/outdoor key safes, key tracking systems reassure business owners that only authorised personnel can access specific keys. This guarantees security and means the risk of theft and unauthorised entry is minimal. 

Accountability & Audit Trails

With a key tracking system, accountability of staff is upheld. As these systems can either create a digital or manual record of who took a key and when, it provides a tangible audit trail for tracking key usage. This makes it easier to find who has taken a key that may be missing. 

Improved Efficiency 

Businesses without key tracking management systems will spend a majority of their time searching for lost and misplaced keys. By having a system in place, businesses minimise the amount of time they spend on this. 

How to Choose the Right Key Tracking Solution

Assess Your Key Volume & Usage

To choose the right key tracking solution for your business, begin by considering how many keys you need to oversee and manage. If you have a smaller operation, you’ll likely only require a manual tracking system such as a peg-in peg-out board. Meanwhile, larger businesses might benefit from a digital system that enables them to understand the status of many sets of keys. 

Consider Security Requirements

Security is a critical factor to assess when choosing the right key tracking system for your business. If you’re in a heavily-regulated industry where compliance is essential, your best option might be a digital tracking solution. However, smaller operations will most likely benefit from a simple manual system. But if you’re planning to scale up, ensure you factor this into the equation. 

Integration with Existing Systems 

If you have a wider security setup, ensure you think about how your key tracking system fits into this as well. Electronic key cabinets will often integrate with other access control systems, but ask your supplier if you’re unsure. It’s important to choose a system that integrates seamlessly with existing processes to save time and reduce admin. 

Track Keys Efficiently With Safe Options

For years now, we’ve supported a number of businesses across a variety of sectors with their key storage and management. Now, we’re ready and waiting to support you. We are proud to provide a variety of high quality solutions that business owners can benefit from for many years to come. 

With a team of experts at our helm, we can help you have better control over your key storage and management. Moreover, any product from our storage solutions is ready to be delivered straight to your premises at your convenience. Get in touch today to find out more about our 5-star rated Trustpilot service.

How to Track Keys: FAQs

Can I Track Keys Without a Digital System?

Yes, it’s certainly possible to track keys without using a digital system. For example, you can use sign-out sheets or logbooks. 

However, these methods do rely on the memory of users, which can ultimately make them less  reliable and cause mistakes to occur. 

What Happens if a Key is Not Returned?

With manual systems, it can be hard to identify who had the last key and its location, as users might not provide the correct and most accurate details. 

On the other hand, digital systems make it much easier to understand who removed the key, whilst also triggering alerts for overdue returns. 

Are Key Tracking Systems Easy to Use?

Yes, key tracking systems are simple to use - no matter if you’re a tech wiz or not. Access is usually granted through PINs, cards, or even biometric scans. 

Moreover, the system will record any activity automatically, so you don’t need to worry about manually logging anything.