We've listed a few benefits below to demonstrate how electronic key control can help your property on a daily basis.
Installing an electronic key control system will make employees more accountable for their actions. Each person must log in to the system with a password, proximity card or fingerprint in order to access a key. The name of the person accessing the key is then stored electronically along with the date and time the key was taken. If a key is lost, you will quickly discover the person responsible.
You can also hold employees accountable for the length of time they possess a key. An electronic key control system would allow you to set up email and text alerts to let you know when a key has been checked out for longer than its time limit. This will allow you to make sure that employees only use the key for a specific duty and don't have time to use the key maliciously.
Accurate record keeping is often an overlooked benefit of electronic key control. When employees check out a key, the time and date as well as the purpose for using the key are recorded. This creates a verifiable audit trail for you to reference in case of a mishap.
For example, a report can be generated showing the number of times a specific key was needed for maintenance. If items go missing when a particular worker handles jobs, there may be a problem. A Toms River, NJ property experienced this firsthand when they discovered their maintenance man stole more than 100 items from tenants' apartments over the course of several years. If reports had been automatically generated and regularly checked, this might have been discovered sooner.
One of the greatest advantages of having a key control system is the increased simplicity. When the complexity of finding the right key is removed, workers will be able to save time and move on to their next job more quickly.
Key control systems can also help with complex maintenance problems. Built-in work order tracking features will list the maintenance task, the parts needed, the parts available and the employee responsible for completing the job. When each duty is laid out clearly, maintenance workers' jobs are much simpler.
By implementing an electronic key control system, you can improve your business in these ways and many more. If you've experienced key control successes at your property, let us know in the comments below.