Monday, March 23, 2015

The Top Four Key Control Reports You Should Be Running

Report buttonNow that you have wisely implemented an electronic key management system to securely store your business's keys, it’s time to take full advantage of your investment.

Below are four of the most important reports you should be running on a regular basis.

Transaction Report

What it is: This report lists the details of each transaction performed in the system. The report shows who took which keys, why the keys were checked out, what time the keys were removed and if/when they have been returned.

Why you need it: With a verifiable real-time audit trail, it's easy for management to hold employees accountable.

Checkout Report

What it is: This report displays a list of all keys checked out, as well as the reason for the checkout.

Why you need it: This report is useful for eliminating end-of-day worry by detailing which keys are currently checked out by each user.

Overdue Report

What it is: This report includes a list of all keys that have been issued to employees and are overdue for return.

Why you need it: It's essential for management to see which keys are missing and should have already been returned.

Access Level Report

What it is: This report displays a list of authorized users and their access level assignments.

Why you need it: This report helps management monitor their employees’ access to keys of various levels of importance.

Monday, March 16, 2015

Tighten Your Dealership's Key Control to Help Secure Your Vehicles

Every business owner dreads the news that their business has been burglarized. Unfortunately one dealership owner in Roscommon County, MI received this news when two brothers committed back-to-back burglaries at his used car dealership.

lot of carsThe boys broke into the dealership and gained access to keys, which enabled them to steal several vehicles and take them for joyrides. After repeatedly crashing the cars into each other, the younger brother got trapped underneath one of the cars and had to be airlifted to a hospital for treatment.

The dealership could have prevented the thefts and reduced liability with stronger key control procedures. Keys should be stored in a secure cabinet or drawers, preferably electronic, so dealers can control who has access to keys. By setting up access levels, selecting authorized users and implementing key alerts, dealers can tighten the security of their assets while creating a more organized environment.

To determine whether or not you need to update your key control, read our post “Are You Adequately Securing Your Dealership's Keys?

Tuesday, March 3, 2015

Can You Account for All of Your Keys?

keys left on a deskAll of your keys are securely stored in your electronic key management system. You’ve set up authorization levels for your employees. Every employee has been trained on your key control procedures. But are you absolutely sure all of your keys are accounted for? 

You’ve put in a lot of time and effort into securing your keys. Here are a few things you can do to make sure it hasn’t been in vain.

Take Advantage of System Reports

If you’re going through the expense of using an electronic key monitoring system, you should be running reports to make sure all your keys are always accounted for. Running reports is a quick way to find out what keys are checked out, who checked them out and when. The most efficient way to keep a handle on your keys is to set up reports to automatically run at an interval that is convenient for you, such as at the end of each day.

Stay Alert

Even though your employees have been trained on the key-in and key-out procedures, you need to ensure that your staff is following protocol. Choose a system that offers the option for text or email alerts. You can receive immediate alerts on any phone number or email you choose if a key is overdue, someone attempts to log on to the system with someone else’s password or if someone takes an unauthorized key.

Get Your Keys Back

Every business has some turnover. If former employees neglect to return issued keys, your business becomes vulnerable to theft and other crimes. In October 2014, a Maryland couple was able to steal and heavily damage a $106,000 school bus because a spare set of keys was left in the glove box by a former driver.

Taking advantage of both system reports and email or text alerts can help you avoid this costly scenario by reassuring you that all outgoing employees have returned any issued keys or assets.

What else are you doing to account for your keys?