Key Security That Sticks: 5 Helpful Habits to Hone

How much do your personal work habits affect the security of the keys you handle? More than you think. Simply leaving a key on your desk while you make a quick coffee run can lead to a disastrous security breach. Everyone has a role to play in security — and that includes key control. Implementing an electronic key management system is an important step, but forming good habits for using that technology is imperative. By building simple, actionable habits into your routine, you’ll enhance your individual contribution to your organization’s security.

What Key Control Habits Should You Focus On?

Whether you’re a manager, key control system administrator, or end user, prioritize the following simple practices:

Only Check Out the Keys You Need

To reduce the chances of keys being lost or stolen, only check out the keys you need when you need them. If you anticipate needing a key at a certain time and want to make sure it’s available, reserve the key in your key control system.

In addition, only check out the keys you personally need. Checking out keys for other people is not only a security risk to the organization but a liability risk for you. By having the keys tied your name in the system, you’re accepting responsibility for whatever happens to the key while it’s out of the system.

Checking out keys for other people is not only a security risk to the organization but a liability risk for you.

Follow the Right Process for Transferring Keys

If someone needs a key you have, make sure you transfer ownership of that key to them. Again, even if you hand off a key to someone else, you’re still responsible for it as long as your name is assigned to it in the key control system.

To transfer a key, check a key back into the system and have the other person check it out. If you use KeyTrak’s key control app, you can save a few steps (both literally and figuratively) by completing the key transfer process within the app.

Return Keys on Time

Just as it’s important to only remove the keys you need when you need them, you should return them as soon as you’re done with them. You’ll reduce the chance of them being lost or stolen, and they’ll be available for anyone else who might need them.

Check System Alerts

To prevent issues like an open drawer or overdue key escalating into a larger problem, pay attention to system alerts and address them promptly. These notifications might be pop-ups on the system itself or texts or emails sent directly to you.

Review Reports

If you oversee any other key users or are responsible for assets requiring keys (such as vehicles), take the time to review key control reports to pinpoint any suspicious key activity patterns. To make this process easier, have them sent directly to your inbox. If you’re struggling with information overload, consider adjusting the frequency, type, or number of reports you receive.

If you’re struggling with information overload, consider adjusting the frequency, type, or number of reports you receive.

How Do You Make Key Control Habits Stick?

Like most people, you probably have the best intentions when implementing a new habit, but how do you make it stick? When it comes to incorporating good key control habits into your routine, the following tips can set the right foundation:

Know What Motivates You

Knowing your personality and motivations is a helpful tool in building new habits. For example:

Are you a conscientious person who values being a good employee? Remind yourself how following key control protocol reflects your commitment to being a dependable, trustworthy team member.
Do you thrive on teamwork and collaboration? Consider how removing only the keys you need promotes cooperation by ensuring keys are readily available for your colleagues.
Does competition fuel your drive? Set personal records for yourself, like reducing overdue key instances. Challenge yourself to consistently outperform your own metrics.

Whether it's a commitment to professionalism, a dedication to teamwork, or the thrill of competition, leveraging your motivations can help you build long-term habits.

Be Persistent

You might have heard that it takes 21 days to form a habit. But the truth is there is no magic number. The key is to keep repeating the desired behavior until it sticks. If you forget to return a key return or overlook an alert, view it as an opportunity to learn and adjust. With consistent effort, each repetition brings you closer to a lasting behavior change.

The more you incorporate effective key control habits into your daily routine, the more instinctive they’ll become. By prioritizing these habits, you're not just following protocols — you're doing your part to create a more secure and resilient organization.