Monday, January 19, 2015

Multifamily Key Control Systems: Best Practices for Maintaining Residential Data

By Mark Briles, KeyTrak Sales Support

The last thing you want as a property manager is to find out that your key management system is being misused or improperly maintained. Managing residential data within the key control system is key to ensuring audit trails are up to date and accurate. To simplify the process of maintaining your key control database, use the guidelines below.

Determine the Events That Trigger Database Updates


Stack of boxes
The first step to keeping your key control database current is to determine what events typically trigger updates in your property management system (e.g., when a resident moves in or out, changes their name due to marriage or divorce, purchases a new vehicle or starts working for a new company).

It’s extremely important that the information in your key control database mirror the data in your property management system. If a key control system report is found to be inaccurate even 1 percent of the time, your business can be negatively impacted. Here are a few specific examples of scenarios in which having up-to-date data is important:

  • Your key control system sends email notifications to residents when keys to their apartments are accessed. Resident files must be updated in the key control system regularly in order to make sure you have current email addresses for each resident.
  • Your business periodically conducts audits of the key control database. For the audit to be effective, residential and key usage data must be accurate.
  • Your key control system uses package tracking software that sends residents email notifications when their packages are delivered. System data needs to be up to date to ensure emails are sent to the correct resident. Otherwise, packages might not get delivered correctly or on time.


Sync Database Updates


Visual representation of data systemNext you should assess whether or not you need to streamline the update process, especially if your property managers are spending too much time updating residential data and key control reports are becoming less accurate.

To sync data, see if your property is able to network your key control system to your management firm’s local area network (LAN). Some key control companies can facilitate this process through integration software that automates the residential database file update.

If networking isn’t possible or is too complicated, your key control provider should also offer the option to use external media such as thumb drives to mass import residential data from your primary database to the key control system.

Create a Written Policy for Updating Your Key Control System


Once you establish the types of events that trigger database updates and decide on a method for syncing data, create best practices documentation that addresses proper maintenance of the key control database.

When it comes to managing your residential databases, remember that simpler is better. Each of these steps exists to help you reduce the time spent and errors made while updating and maintaining key control data.

For more multifamily key control best practices, download our white paper "Six Common Key Control Mistakes Property Owners Make."

4 comments:

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