The Top 10 Key Control Mistakes Organizations Make

Making mistakes in the workplace is normal. But when it comes to managing keys, even small errors can lead to lost or stolen keys, jeopardizing your security and operations. To protect your organization, make sure you’re not making any of the following 10 key control mistakes:

1. Failing to Implement a Written Policy

It may seem obvious, but if there’s no documented key control policy, it’s hard to ensure users handle keys appropriately and consistently. In addition, users should have easy access to this policy to ensure they’re familiar with it. Regularly review and update your key management protocol to account for emerging security threats, both physical and digital.

To help users follow the policy, use technology to automatically reinforce certain rules. For example, if your protocol requires two people to check out a specific key, you can use your key control system’s dual authentication feature, which will prompt each of the two users to enter their credentials to check out that key.

2. Storing Keys Improperly

If an unauthorized user can access keys, your key security is at risk. Some common examples of improper storage include:

• In drawers (even if they’re locked)
• Hanging on pegboards
• In or near the locks they open

This practice applies to spare keys too. You might secure most of your keys in a key control system, but if you don’t do the same for spare keys, you’re still opening yourself up to security risks.      

Ideally, secure your keys in an electronic key control system that’s only accessible to authorized users. For added convenience, you can use a fingerprint reader to log in quickly. By using a key control system that allows you to return keys to any open slot and has lighted key tags to help users quickly find a key in the system, you’ll enhance the user experience without compromising security.

3. Relying on Manual Methods

Think about how many manual steps your key control process involves. These could include filling out a key log, visually inspecting a pegboard to account for every key, or scanning a key tag to update a digital log. When your process involves manual steps, it’s susceptible to human error and manipulation. If there are errors in your key log, that can lead to keys going missing undetected or even compliance issues. Instead, consider replacing your manual procedures with a system that automatically authenticates users and records each key transaction the moment someone removes a key.

4. Neglecting to Standardize Procedures

Do you use different key control methods across different departments or locations within your business? That could include a pegboard in one department and an electronic key control system in another, or even two different key control systems from different providers within the same organization. Lack of consistency can lead to confusion, inefficiencies, and increased vulnerabilities. Here are some specific challenges with inconsistent key control methods:

Different Key Storage Practices

Various departments or locations may use different methods for storing keys, such as key cabinets, safes, or even unsecured locations.

Conflicting Policies

If different departments or locations have conflicting policies or procedures related to key management, that creates confusion and inefficiency.

Inconsistent Reporting

Not using standardized key management practices across the organization can lead to inconsistent reporting, making it difficult to get an accurate picture of key activity across departments or locations.

By standardizing your processes, you minimize confusion and security gaps. Appointing a key control officer to oversee standardization efforts across the organization can make this an intentional effort.

5. Underestimating Insider Threats

While there are significant security risks from external factors, don’t discount threats from the people who have access to your facilities every day. In fact, 40% of insider incidents involve an employee with access privileges. When it’s easy for employees to use keys undetected, the risk of insider threats increases. If you’re unsure how susceptible your organization is to insider threats, ask yourself the following questions:

Are Employees' Duties Separated?

If one person is responsible for managing keys and users, this lack of accountability makes it easier for misconduct to go unnoticed. As with any sensitive business processes, checks and balances are essential.

Can Key Logs Be Easily Manipulated?

If your key log requires someone to manually enter each transaction, or if the key log can be edited with no audit trail of changes, it’s easier for someone to use a key without authorization and cover their tracks.

Can Employees Share System Credentials or Keys?

If someone lets another person use their login credentials, that increases your risk of insider threats. In addition, an employee handing off a key to someone else without updating the key log makes it difficult to track key activity accurately.

To address these issues and hold employees accountable, designate more than one system administrator, set up access levels using the principle of least privilege, require users to use unique access credentials, establish a process for securely transferring keys, and take advantage of alerts and alarms.
         

6. Mishandling Employee Turnover

When an employee leaves the organization, having them retain access to keys puts your organization at risk — particularly if they left on poor terms. Immediately retrieving keys from former employees can help prevent them from accessing your organization’s building and assets. If you have an electronic key control system, run a report to see which keys the user has checked out.

If visitors or seasonal employees need key access, you can make the key retrieval process easier by scheduling a deactivation date for their key control system account.

7. Forgetting Proper Training

Failing to provide adequate training can lead to misunderstandings about your organization’s processes and procedures. In addition, not knowing how to use key control systems leads to inefficiency.

Providing regular training helps ensure your employees are aware of proper key control procedures and know how to use your key control technology. To make the training process more engaging and memorable for participants, use gamification, incorporate hands-on exercises, or provide access to short tutorial videos.

8. Skipping Regular Key Audits

Audits help you determine when keys are missing and identify any suspicious key activity. If you don’t have a specific audit cadence in place, missing keys or suspicious activity could go undetected for too long. With an electronic key control system, audits don’t have to take as long as they would with manual key control processes, because the system can identify keys still checked out of the system and will list out where every key is in the system.

9. Disregarding Organizational Growth

It’s inevitable that your organization will evolve, and failing to plan for growth could leave you with inadequate key storage or outdated systems. When implementing a key control system, ensure it has the capacity for future expansion.

10. Overlooking Disaster Recovery Planning

Disaster recovery planning is essential for all the technology your organization uses. Failing to account for key control in your disaster recovery plan could leave you without access to your keys and key logs. To prepare for power outages, natural disasters, and other catastrophic scenarios, follow best practices such as backing up your data and connecting your key control system to an uninterruptible power supply.

By addressing these 10 common weak spots, you’ll reinforce your key control strategy and enhance your organization’s overall security.