But Delaware Department of Transportation (DelDOT) employee-turned-thief Aron Johnson preferred a different approach.
After helping himself to a disabled coworker’s bank credit card, Johnson used a state vehicle to stop by multiple ATMs, where he withdrew a total of $500 in cash from the victim’s account. Johnson had just been hired by DelDOT days before and did not have authorization to be driving the vehicle.
Johnson’s story shows why it’s necessary for organizations with fleet departments to closely control and monitor who has access to vehicles. Here are three essential components of a fleet management key control policy.
Employee Access Controls
To prevent employees from accessing keys they shouldn’t have, like Johnson did, you need to store them in a secure key control system with access levels. The system should require employees to verify their identities before logging on, such as by scanning a fingerprint. For employees who have access to a finite number of keys, make sure the system allows for customizable permissions levels.
Alerts and Alarms
If an employee attempts to access the system or a specific key without the proper permissions, make sure the key control system is equipped to notify management immediately either through an audible alarm or an alert by text or email.
In a situation like Johnson’s, for instance, a manager could have been immediately notified that Johnson had removed an unauthorized key. Even if Johnson hadn’t been able to get to the key due to not having system access, a manager would have been alerted that he’d tried to log on to the system.
The key to protecting your organization from liability is to have an audit trail. By keeping detailed records of vehicle key activity, including when they were checked out, who’s using the vehicles and how many miles the vehicle has upon checkout and check-in, you can quickly identify and address any unusual or illegal activity. To avoid inaccurate or incomplete data, opt for a 100 percent automatic audit trail rather than a manual key log.
For a real-life example of how an electronic key control system can be used for fleet management, read our post “Public Safety Department Opts for Updated Key Control.”