What to Expect When Implementing a Key Management System

Once you’ve selected an electronic key control system for your business, what happens next? From the initial order to long-term maintenance, understanding the entire implementation process will help you prepare. While the experience varies by technology partner, here’s an overview of what you can expect:

Order Fulfillment

After ordering your system, the process and timeline for your order to be filled depend on several factors, including:

• Customization level 
• Systems quantity
• Order fulfillment source (the supplier or a third party)
• Shipping distance
• External challenges (supply chain interruptions, shipping carrier delays, etc.)

Your technology provider can give you a better understanding of lead times.

Our Approach

We custom design all our systems. During the sales process, we’ll work with you to determine:

• Your current and future requirements
• The people who will use the system
• The environment in which the system will be used

Next, we use this information to design your system. We assemble it in-house, then run quality control tests on each piece of equipment. Once your hardware has passed inspection, we’ll arrange shipment.

Site Preparation

While you’re waiting for your system to be delivered, you’ll prepare for installation. Your technology partner should provide:

• Instructions for requesting proof of insurance, special safety equipment, or certifications (if your organization requires)
• Pertinent details to communicate to other installation locations
• Delivery logistics (e.g., lift truck or loading dock requirements)
• Site preparation instructions
• Power, networking, and environmental requirements
• Specs for building custom cabinetry for your system (if desired)
• Any special tools or equipment required

It’s important to follow these instructions closely and clarify any questions to prevent any installation delays.

Our Approach

At this stage, our team works with you to prepare for your system’s installation. We provide a site preparation guide with detailed information, and we’re available to answer any questions you might have.

Installation

Once your system arrives, it’s time to install it. Some system providers require self-installation, offering videos or manuals to walk you through it. Others provide installation services.

Our Approach

Our team installs your entire system. After it’s set up, we run thorough tests to make sure each component is functioning correctly.

Training

After your system is installed, employee training begins. If your technology partner doesn’t provide direct training, take advantage of any available training resources, such as videos or manuals, to ensure employees are up to speed. Be sure to inform them of your specific company procedures for using the system as well.

Our Approach

In addition to installing your system, our team trains your designated system manager or administrator on specific system functions, applications, and hardware. We also provide customized remote training sessions for system admins who may need refreshers.

Ongoing Maintenance

Key control technology partners offer varying levels and types of support. To keep your system running smoothly, you’ll want to stay on top of software license renewals and hardware maintenance. This entails:

• Renewing your software license
• Running software updates (if it’s not updated automatically)
• Backing up system data regularly
• Promptly troubleshooting any issues
• Replacing any malfunctioning hardware components

Many providers offer an initial warranty period and/or long-term maintenance agreements, but the scope of coverage varies.

Our Approach

We offer one year of standard support, with extended support options for long-term system maintenance. A maintenance agreement provides ongoing access to in-house technical support, software updates, and hardware assistance beyond the initial coverage period. Additional support options, such as on-site repairs, expedited replacement shipping, and cloud backup services, can help minimize downtime and ensure system reliability.

Expansions and Upgrades

Your system is a long-term investment. As your organization grows and evolves, your key management requirements may change. To meet these needs, you can add additional drawers or panels to an existing system or implement systems in separate locations or departments.

Like any technology, key control systems undergo continual development to address changing security needs, provide additional features, and optimize system performance. Periodic upgrades allow you to take advantage of these advancements.

Our Approach

Our goal is to help you get the most from your key control technology long term. As your needs change and technology evolves, we help you select the right solutions, whether that means adding hardware or upgrading to new systems. Additionally, we value customer feedback and use it to guide product enhancements.

Knowing what to expect when implementing a key control system helps you avoid surprises and be prepared at every stage. Following your technology partner’s timelines and recommendations will ensure smooth deployment and optimal system performance for years to come.