Is your business still using manual logs for key control? Over the last decade, businesses have been moving toward automating business processes to lower costs, improve company efficiency and improve security controls. The benefits of moving away from manual processes are clear: "Digitizing boring, repetitive and error prone tasks can reduce cycle times," reports the Financial Post. But for some businesses, key control processes have been left untouched by the wave of automation. If your business is one of them, here are three reasons to consider using an electronic key control system to manage your key log.
It's Easier to Keep Employees AccountableManual key logs simply require a signature to retrieve a key, with no strict enforcement of accountability. Coca-Cola learned the hard way how important it is to have a reliable audit trail in place after a former supervisor stole three master key rings and used 23 keys to steal thousands of dollars from vending machines.
Automating Transactions Saves Time
You also won't have to worry about an employee forgetting to write down when they took a key. If an employee forgets, you'd have to spend time hunting down the key with no clues. An electronic system can help you track down a missing key by sending you a text or email alert of an overdue key, including the name of the employee who last checked it out and what time they took it from the system. This will save you time and ultimately provide tighter security.
Electronic Logs Provide Better Security Controls
For these reasons, consider a system that has built-in security controls. An electronic system allows users to access keys within predefined business hours, regardless of whether a key custodian is present. Because an audit trail is created when the key is removed, you reduce the likelihood of human error. Finally, if an unauthorized user attempts to access the system, some systems will deny access and issue an audible alarm and/or send a text or email alert.