In our 30-plus years of experience in the key management industry, we’ve encountered some truly questionable advice. While some of it might seem harmless (or even logical), these practices can lead to security breaches, lost productivity, and expensive mistakes. Here are some of the worst key management recommendations we’ve come across — and what to do instead.
Using specialized devices, thieves can intercept a vehicle’s fob signal to unlock and start vehicles. To protect fobs from these types of attacks, some people recommend storing keys in a fridge or microwave since metal blocks the fobs’ RFID signals.
Exposure to extreme cold reduces the battery’s lifespan. And if someone accidentally turns on the microwave with a key fob inside, they’ll not only ruin the key but potentially start a fire.
For your organization’s vehicle keys, implement a dedicated key management system that only authorized users can access. Install the system in a secure area, ideally several feet away from publicly accessible spaces to prevent signal interception.
To protect your personal vehicle keys, you can use a Faraday pouch to block RFID signals without damaging the key. However, they're not practical in business environments due to tracking challenges and the inefficiency of constantly removing keys throughout the workday.
The whiteboard key tracking method is common in small to mid-sized businesses. The setup is simple: Draw a grid, add key details, and have employees write and erase their names when checking keys in and out. This strategy is appealing because it requires minimal investment and is easy to set up.
Whiteboards are easy to erase, whether accidentally or intentionally. There’s no historical audit trail and no alerts when keys aren’t returned on time.
Implement an electronic key tracking system that logs every check-in and checkout automatically. Smaller organizations can look for a compact key control system designed for managing fewer keys. This type of system creates verifiable, tamper-proof audit trails, ensuring accountability. Plus, you can see data going back for months.
🔑 TIP: Avoid logbooks and Excel sheets too. Read why →
Labeling keys with specific locations makes identification quick and easy for staff, which is why many organizations still do it.
If a key is lost or stolen, labels provide a roadmap for unauthorized access. A key marked with “Server Room,” “Executive Suite,” or “Apartment 101" explicitly tells anyone who finds it what the key is for.
Use a key control system that assigns unique identifiers to keys rather than location-specific labels. Some systems can print QR codes for each key tag, which you can scan with your key control provider's mobile app to instantly identify the key without revealing sensitive information to unauthorized people. This approach maintains efficiency without compromising security.
QR Code Key Identification
Some people might think it’s a good idea to make personal copies of work keys in case they lose the primary copy. When one person posted online after they lost a master key at work, a commenter responded, “This is why you always make copies of keys you get from work.” The reasoning, of course, is if you lose one key, you have another one as a backup.
Making unauthorized copies of work keys creates serious security vulnerabilities affecting the entire organization. If keys are duplicated without authorization, there's no way to know how many copies exist or who has access to them.
Establish clear key control policies that explicitly prohibit unauthorized duplication. To make copying keys difficult without detection, implement an electronic key management solution with tamper-resistant key tags. These systems maintain a comprehensive digital record of all key activity, creating accountability that discourages unauthorized duplication.
“Handing out master keys like Halloween candy,” as one person put it, is quick and convenient. It simplifies access without having to track separate sets of keys or manage detailed permissions.
Granting unlimited access to people who don’t require it eliminates accountability and creates unnecessary security risks. Master keys often access sensitive areas containing valuable assets or confidential information that most employees have no business reason to enter. When a security breach occurs, the investigation pool includes every keyholder.
For example, one Reddit user commented in a thread that the museum they work for gives everyone master keys that open every door on the property. Even “friends” of the museum receive master keys. Not surprisingly, items have repeatedly gone missing.
Follow the principle of least privilege, only giving employees access to areas necessary for their specific job functions. Document these guidelines in a comprehensive key control policy, and secure all keys in an electronic key management system that restricts access based on user authorization levels. The system also automatically tracks who checks out which keys, when, and why. Set up overdue key alerts to immediately detect when someone doesn’t return a key on schedule.
To keep similar keys together, some organizations put keys in plastic baggies, sometimes labeling the bags with departments or locations. They then hang the bags on hooks or store them in drawers.
Keys Stored in Plastic Baggies
This solution is neither sophisticated nor secure. Someone can remove keys without authorization, and there’s no way to verify who accessed which keys when.
If you need to keep like keys together, use a key control system that allows you to attach multiple keys to a single tag or secure ring. This maintains the convenience of grouping while providing crucial security features like user access control, automatic logging, and overdue key alerts.
When organizations face key control challenges, someone inevitably suggests, “Just ditch the keys and get smart locks.”
While digital solutions offer some benefits, they often introduce new vulnerabilities. Smart locks can be hacked, batteries fail, and system-wide outages can lock everyone out. And implementation across an entire facility is expensive and disruptive.
In addition, eliminating physical keys is rarely achievable in practice. Chances are, you’ll still have keys somewhere, whether they’re backups for smart locks or locks you haven’t retrofitted. That means you’ll still need a strategy for managing physical keys.
Clearly define the problems you're trying to solve. Is it accountability? Convenience? Reducing lost keys? Then evaluate solutions based on your security requirements, budget constraints, and operational needs. A comprehensive key control system often addresses many common issues without the expense and disruption of replacing all locks. If you do implement electronic access control, do so strategically, and have a plan to secure and track your remaining physical keys.
Some of this key management advice might seem absurd, but it’s more common than you’d think. Steer clear of manual methods, DIY solutions, and blind reliance on smart technology. Investing in an electronic key control system tailored to your organization’s needs eliminates workarounds and ensures your operations stay secure and efficient.