The Top 10 Key Control Myths

People often buy into myths because they contain a shred of truth or seem logical at first glance. But incorrect assumptions about key management could be exposing your organization to serious security risks. Let's examine 10 common misconceptions about key control and set the record straight.

Myth 1: "We don’t need key control because we have smart locks."

While smart locks reduce dependency on traditional keys, they don't eliminate the need for key control. Many access control systems still use backup physical keys for emergencies or power outages. Additionally, most facilities have areas that haven't been converted to electronic access, including common areas, storage closets, offices, and more. 

Even with 100% digital locks, you still need to manage physical credentials like fobs and cards with the same security protocols as traditional keys. Just as you shouldn’t leave keys laying around, you shouldn’t leave fobs or cards in an easily accessible location. Electronic key control systems work alongside smart locks to manage:

• Backup keys
• Keys for traditional locks not yet converted
• Access credentials such as fobs and cards

Myth 2: "Master keys are more convenient than individual keys."

Master keys may reduce the number of keys users carry, but convenience isn't the only consideration. Ask yourself:

• If a master key goes missing, what — or who — will be at risk?
• How accurately can we track who has checked out keys, when, and why?
• If a key goes missing, how much time and money will we spend searching for that key and rekeying locks? 

It's important to balance the convenience of master keys against the higher security risk they represent. 

Myth 3: "Storing keys in a locked filing cabinet or drawer will prevent theft."

Even locked filing cabinets or desk drawers are easily compromised. With a quick search online, you’ll find countless results explaining how to pick a lock with basic tools like paperclips or nail files. Instead, store your keys in a secure key control system that:

• Authenticates authorized users automatically
• Uses tamper-resistant cabinets or drawers
• Creates a verifiable access record 

By securing your keys in a system specifically designed for key management, you'll deter unauthorized users.  

🔑 TIP: There are a few other places you should avoid storing keys. Read where →

Myth 4: "Manual key logs are a simple way to track keys."

Logbooks or spreadsheets seem like an easy, inexpensive way to track keys. But manual key control methods aren't as simple as they seem. They create significant security gaps:

• Employees could forget or choose not to update the log. Whether someone is in a hurry or simply doesn’t know the process for updating the log, there are many opportunities for errors.
  
  
• Someone could easily falsify or omit details. If someone takes or issues a key without authorization, they won’t record the transaction. If they do, they might falsify information so the transaction looks legitimate (e.g., list another user’s name or put an incorrect time).
  
  
• Someone must manually review the log to identify unreturned keys. If every checked-out key isn’t recorded or returned, locating unaccounted-for keys and reconciling the log becomes an administrative nightmare at best and a security breach at worst.

Protecting your organization means having accurate key control records. With manual key logs, 100% accuracy is virtually impossible.

Myth 5: "We have a key control policy to protect our facility."

If you have an official written key control policy, great work! It’s important to not stop there, though. Simply having a written policy doesn’t protect your facility. Ask yourself:

• Are employees familiar with the policy and trained on it regularly? If they haven’t read it or are unsure about its details, they may not follow it correctly. 
  
  
• How long would it take to realize keys haven’t been returned? It’s imperative to immediately identify and locate any overdue keys, whether by checking the key log, inspecting keys, or receiving a text alert via an electronic key control system.
  
  
• If there's a security breach, could we prove we took reasonable measures to control keys? In addition to having a key control policy, it’s important to have a verifiable key activity log.

Myth 6: "We don’t need a key control system because we have someone to manage keys."

Although it’s a good practice to have a key manager, your key control protocols shouldn’t rely on human effort alone (see #4). When someone comes to check out a key, the key manager must verify the user is authorized to use that key. If roles shift or there are multiple tiers of permissions, mistakes are inevitable. And what happens if a staff member needs a key and the appropriate person isn’t available? Can the staff member enter the key storage area? What keys can they access? If they take a key, is there any record of it? 

Without technological support, human-only protocols are vulnerable to:

• Errors in verifying user permissions

• Inconsistent application of rules

• Gaps in key access when key managers are unavailable

• Lack of accountability when keys change hands

Technology and human oversight should work together to ensure secure, consistent key control.

Myth 7: "Electronic key management systems are too complicated."

Like any technology, key control systems can be as simple or sophisticated as you make them. But don't sacrifice security for simplicity. To make your system work for you:

• Ensure it’s installed correctly.
• Set up features and reports appropriate for your business. 
• Train your employees on how to use the system. 
  
  

Myth 8: "Key control technology is too expensive."

When considering an electronic key control system’s cost, the initial investment is only one part of the equation. Also consider:

• How much would rekeying cost if keys go missing?
• How would a key security breach affect your organization's reputation?
• Would improved security reduce your insurance premiums?
• How much time and money are you losing tracking down missing keys and auditing inaccurate logs?
  
  

A thorough cost-benefit analysis often reveals electronic key control systems are worth the investment.

Myth 9: "Adding and checking out keys using an electronic key control system takes too long."

It’s understandable that you're reluctant to add new tasks to your daily workflow. While electronic systems require initial setup time, they ultimately save time by:

• Eliminating manual audits
• Quickly identifying who has checked out keys
• Reducing time spent searching for missing keys
• Automating reports

Managing a key control system is a task you can plan for and integrate into your routine. Searching for missing keys and performing unplanned key audits is not. In the end, you're going to spend time managing your keys. The question is: How will you spend that time?