Beyond Keys: Secure These 4 Types of Assets in Your Key Control System

No matter your industry, protecting your organization requires multiple layers of security, down to the smallest detail. Electronic key control systems play an important role in this goal by providing a verifiable key control audit trail. But don’t limit your tracking efforts to keys.

From portable devices containing sensitive data to valuable industry-specific equipment, small assets form the backbone of any organization's operations. Using ineffective, manual processes to track these items can lead to theft, loss, or unauthorized access, costing your organization time and money. In some cases, you could even endanger your employees, the public, and your organization’s reputation.

With an electronic key and asset management system, you can manage small items in individual tamper-proof lockers or specialized drawers. Automatic user authentication prevents unauthorized users from accessing assets, increasing security and accountability.

Staff will be able to get the keys and assets they need from a single system, and you’ll have comprehensive reports to help you detect and respond to security issues. 

Let’s look at four types of assets you can manage with your system: 

1. Hardware

IT hardware is a significant investment for organizations in all sectors. If you provide staff with laptops, tablets, phones, or other small devices, electronic lockers can help you keep hardware secure when it’s not in use but needs to remain readily accessible.

Newly Issued or Returned Equipment

When IT personnel set up a new laptop, tablet, or phone for an employee, they can store the device in a secure locker until the staff member picks it up. Similarly, when an employee turns in a device they no longer use, IT can store it in a locker until it’s ready to be recycled or recommissioned.

Shared Devices

Many organizations use shared devices in their daily operations. For example, medical facilities have customers fill out paperwork digitally. Hotels have customers check in on a tablet. Warehouse personnel rely on handheld scanners or mobile devices to manage inventory and process orders. Schools use tablets and VR headsets to enhance students’ learning experiences. The examples are endless. These devices can be stored securely in lockers, and the appropriate personnel can easily retrieve them when needed.

2. Industry-Specific Equipment

If employees use specialized equipment as part of their jobs, locking up these items in between shifts can help prevent unauthorized use or theft.

Law Enforcement Equipment

Police officers, corrections officers, and security guards carry an array of gear. At the end of their shifts, they can deposit their TASERs, portable breath testing devices, tint meters, body cameras, radios, and more into secure lockers.

Padlocks

Certain sectors use padlocks to protect valuable assets and ensure the integrity of security measures. For example, maintenance personnel working on equipment or machinery use lockout tagout padlocks to secure energy-isolating devices and warn other employees not to use the equipment. The military uses padlocks to secure tanks, aircraft hatches, armories, barracks, perimeter barriers, and more.

When not in use, padlocks need to be secured to prevent unauthorized tampering or removal. They can be attached to a key tag or stainless steel ring and securely stored within a key control system. Personnel can retrieve the assigned padlock, along with any necessary keys to access utility rooms or equipment.

Weapons

Police officers and armed security guards routinely carry firearms as a part of their duties. In the wrong hands, these weapons could endanger staff or the broader community. Secure lockers provide personnel a safe storage solution for their firearms when they’re not using them. They can serve both temporary and long-term needs, accommodating situations such as officers transporting an inmate from jail or assigning lockers to individual personnel. 

3. Cards and License Plates

Keeping track of thin items such as credit cards, access cards, or dealer plates is challenging. It’s not uncommon for employees to toss them in a drawer, which leads to inefficient processes. For instance, dealerships lose demo plates they need for test drives. Fleet managers face unauthorized fuel purchases due to misplaced or unsecured fuel cards. Facility managers find themselves scrambling to track down missing access cards when employees leave.

To prevent these problems, securely store dealer plates in dedicated slotted drawers designed for dealer demo plates or panels designed for cards. Your license plates or cards will be better organized, and you’ll be able to reduce the risk of lost time or money due to lost, misused, or stolen assets. 

 4. Personal Belongings 

Providing employees with a designated place to store their personal items helps improve workplace security and prevent theft. This practice is particularly important in environments where employees don’t have access to individual desks, offices, or personal spaces to keep their belongings safe. Industries such as hospitals, retail stores, gyms, and more often involve shared or open areas where employees may not have a secure place to store their personal items.

By offering a secure storage solution like electronic lockers, employees can focus on their work responsibilities with peace of mind. In turn, this simple solution promotes a positive work environment by building trust among employees and minimizing conflicts related to missing or stolen belongings.

Protecting your organization requires a comprehensive approach to security, paying attention to even the smallest details. By using an electronic key and asset management system to track both keys and assets, your organization can enhance security, accountability, and overall operational efficiency.