Tuesday, June 11, 2019

Is Your Dealership Inviting Organized Crime?

Lot of cars next to harborHow would you react if you discovered that five vehicles had been stolen from your dealership’s lot? What about when police tell you that organized criminals were responsible for the theft — and that those five vehicles were likely shipped overseas to be used in activities related to drug trafficking, terrorism, and other crimes?

Believe it or not, this exact scenario is happening more often, thanks to a common dealership practice: keeping keys in window-mounted lockboxes.

Why Dealers Love Lockboxes


Dealers who use window-mounted lockboxes say one of the reasons they prefer this key control method is it prevents salespeople from abandoning prospects on the lot to retrieve vehicle keys.

However, consider that 60 percent of the car-buying process happens online, with buyers spending nearly 15 hours researching their intended purchase. When prospects visit your store, they’ve already done their research and don’t want to spend time wandering the lot. Even if they did, having prospects in the middle of your sea of inventory only distracts and confuses them, delaying the sales cycle.

Having the vehicle they want to test drive already pulled up when they arrive for an appointment is going to make for a more positive experience than dragging them out to the lot to retrieve a key from the lockbox.

Why Thieves Love Lockboxes


In fact, keeping keys in lockboxes could make you a target for organized crime. Storing keys with each vehicle — as opposed to storing them in a secure location separate from your inventory — simply makes thieves’ jobs easier.

Sure, lockboxes are more secure than keeping keys inside an unlocked car, but as one Tennessee dealer realized, they’re not as foolproof as you might think. Professional thieves have ways to thwart lockboxes, such as using a master key they’ve purchased online, intercepting the fob signal, or simply smashing the box open.

How to Protect Your Inventory


To reduce the risk of theft, it’s important to implement a key control solution that meets at least the following criteria:

  • Prevents unauthorized users from removing keys
  • Keeps keys separate from vehicles
  • Allows salespeople to easily check out keys for test drives

Be sure to continually review your key security measures, especially since new vulnerabilities crop up every day.

To learn more about how organized criminals are targeting dealerships and what you can do to protect your business, download our eBook “Is Your Dealership Inviting Organized Crime?

Wednesday, June 5, 2019

Customer Tip: Create a Daily Key Control System Checklist

Daily Key Control System Checklist
There’s a reason — several, in fact — some of the most successful leaders use checklists. Not only do they help you stay organized, they also help you delegate and achieve excellence. The same principles apply to effective key management.

With a small daily time investment in your KeyTrak system, you can save time in the long run and prevent hours of headaches in the future. Use the checklist below as a starting point and feel free to customize it for your organization. There are some tasks you should perform throughout the day and others you only need to handle at the end of the day. Once you get into the habit of using this checklist, it’ll become second nature.

Throughout the Day


Inspect the Drawer(s)

Log in, open each drawer, and quickly scan the contents to make sure all keys are properly attached to the tags and all tags have been returned to a slot.

Check the System Summary Screen

Check the System Summary screen for an at-a-glance overview of recent key and user activity. This screen is continuously displayed at the bottom of the main screen, making it easy to keep tabs on system transactions.

Review Automatic Email Reports

If you haven’t already, consider setting up automatic email reports so you can conveniently monitor system activity from your desk.

Pay Attention to Pop-up Messages

If a pop-up message appears on the screen, don’t ignore it. Be sure to follow any instructions it includes. Users should be trained to contact a system administrator, their manager, or KeyTrak support if they encounter an issue.

At the End of the Day


Ensure All Keys Have Been Returned to the System

Making sure all keys have been returned to the system at the end of the day helps prevent security breaches. Use the System Summary screen to quickly see how many keys are checked out.

Run Keys Out and Tag Inventory Reports

If you see that keys are still checked out of the system at the end of the day, run Keys Out and Tag Inventory reports to see which keys haven’t been returned and which users checked them out. Keep reports on file for at least 90 days in case you need them to investigate an incident.

Perform a Backup

Back up the system via an external media device or KeyTrak Cloud Backup and ensure you have a data recovery plan. This ensures that in the event of an event such as a power outage, you’ll have a map of each drawer’s contents.

If it’s not possible to complete all these steps personally, whether you’re going to be out of the office or the business closes after you’ve left for the day, you can share any or all of these tasks with a trusted system administrator.

Taking a few minutes every day to go through your checklist and monitor your KeyTrak system will help your business be secure, efficient, and successful.