3 Types of Human Error in Key Management

Human error plays a significant role in workplace incidents. It’s a factor in:  

• 95% of data breaches 

• 80% to 90% of all accidents 

• Major data outages at 40% of organizations
    

1. Slips and Lapses  

When employees are distracted, stressed, or fatigued, they might skip required steps (errors of omission) or make mistakes despite good intentions (errors of commission). For instance, an apartment maintenance technician once forgot a key in a resident’s door. The technician probably didn’t mean to leave the resident’s home at risk and was likely feeling rushed and overwhelmed. 

Other Examples  

• Not returning a key on time 
• Leaving out key log details (e.g., user name, time/date, checkout reason)
• Accidentally selecting the wrong key tag from a drawer 

• Replace manual key control methods with a system that automatically records  transactions. 
• Set up system reminders, such as overdue key alerts. 
• Require users to choose a checkout reason before removing a key. 
• Use a system designed to help prevent users removing the wrong key, such as lighted key tags or total lockdown.  

 
2. Knowledge Gaps and Decision Errors  

Employees who aren’t properly trained or don’t fully understand your key control policies are more likely to make avoidable mistakes. For example, at one state prison, employees received inadequate key control training, leading to incomplete key logs. 

Cognitive biases can also lead to judgment errors. In the prison example above, employees likely became used to doing things incorrectly out of habit, which is a common cognitive bias.  

Other Examples  

• Failing to follow established key checkout procedures
• Defaulting to habits that don’t follow policies and procedures
• Making assumptions about access permissions or responsibilities 
  
  

Prevention Tips  

• Provide regular training that appeals to different learning types.  
• Document key control procedures and ensure they’re easily accessible.
• Implement a user-friendly key control system. 
  
  

3. Intentional Errors  

Errors aren’t always accidental. Sometimes employees ignore protocols, often to save time. For example, when Russell & Smith Automotive Group implemented a mechanized, pegboard-style key control system, then-CFO Dan Chernault said, “As I understand it, the salespeople figured out how to compromise it 10 minutes after we bought it.” That’s how the dealership determined an electronic key control system was a better option. 



Employees may also bypass policies and procedures for personal gain, whether it’s to steal something or use assets without permission. Regardless of the motive, these deliberate actions are classic examples of insider threats and can put your business at serious risk. 

Other Examples  

• Sharing keys without logging the transaction to avoid delays
• Using a company vehicle after hours  
• Accessing sensitive assets or areas without authorization  
  
  

Prevention Tips 

• Use a mobile app that allows employees to transfer keys to each other on the go while maintaining the audit trail.
• Require unique system logins and set up access levels to hold employees accountable.
• Set up after-hours alerts.  

Mitigating Human Error in Key Management  

Human error is a major factor in workplace accidents and security incidents — and the consequences are severe. While you can’t eliminate mistakes completely, you can pinpoint where they’re most likely to occur and proactively address any vulnerabilities. With the right combination of training, policies, and key control technology, it’s possible to catch small mistakes before they snowball into costly incidents. The more you prepare for human error, the better you can protect your people, property, and assets.