Putting Key Control in Your Hands

Controlling keys is your first line of defense, mechanical locks and keys are still the most used and first step in securing facilities. Basically, key control is:

  • Secure hardware and keys that cannot be duplicated by unauthorized people
  • Knowledge of installed hardware and locations
  • Knowledge of master key systems and keys
  • Knowledge of all existing key duplicates and status
  • Knowledge of all key holders

Obviously, controlling keys for large-scale facilities with multiple buildings and systems can quickly become a challenge. To succeed, you need a strong key control policy and discipline at maintaining accurate records. SimpleK offers an ideal solution to keep and securely share all relevant information as well as to record all daily transactions and provide detailed reports.

Installed Hardware & Locations

  • Do you have a list of all your buildings, doors and installed hardware?
  • Can you quickly tell which keys operate a selected door and who have access?

Use SimpleK to maintain records about your buildings, doors, associated keys, door hardware, etc. Multiple fields are available and you can link documents such as pictures or PDF files.

If you already have existing data (csv, spreadsheets, database, etc), tools are offered to transfer them directly in SimpleK.

If you need to do onsite surveys or assessments, SimpleK also offer tools such as a “Door Survey Template” to facilitate the data entry process.

Furthermore, you can integrate your floor plans with door icons to quickly get the full detailed door record with precise location.

Master Key Systems & Keys

  • How are your master key systems structured? Which buildings and departments do they operate? How can you manage their expansion?
  • Do you have the complete list of key codes and combinations? Do you know which keys operate which doors?

With SimpleK you can manage all the data about your master key systems and keys, with system structure (tree view), keying levels, combinations, functions, types, hook numbers, associated cylinders and doors, number of existing duplicates, historical data, etc.

Existing list of keys and combinations can be imported with SimpleK’s tools.

(See the Master Key and Institutional Locksmithing section for more info on how to create and manage systems)

Key Duplicates & Status

  • How many duplicates of each key are there? Where are these duplicates: issued, stored, on key rings, etc.? How many have been lost?
  • Who are the key holders? Who should return their keys or have overdue keys?

By identifying each single key duplicate with a unique sequence number (can be automatically generated by SimpleK and is configurable by system) and recording all transactions (issuance, returns, lost, etc.) you will get highly accurate knowledge of who have access to your buildings.

Existing list of People, and Distributed Key Duplicates can be imported with SimpleK’s tools. For People records, a periodic data feed can even be implemented from a source database to SimpleK.

Key Issuances & Returns

One obstacle of accurate key record keeping in large scale facility is the number of daily transactions and people involved. SimpleK easily integrates in your processes and gives many ways of recording issuances, returns and other changes. For instance, in a multi-user environment the employee at the service desk could use the “Key Delivery Wizard” to record issuance transactions, get holders’ signatures, generate agreement forms and print or email them automatically. Other tools are available to prepare the key duplicates, get them returned, proceed with audits, etc.

Managing Deposits & Refunds

SimpleK has integrated Deposits, Fees and Refunds functions. For instance, Deposits can be automatically required by key type or employee type. Lost key fees can be registered. Refund transaction can be processed and a refund slip generated. All these transactions are also monitored in the historical database and multiple reports can be produced.

Reports & History

One of the preeminent strength of a relational database over spreadsheets or paper records is the ability to quickly process cross-referenced queries. For example, you can quickly have the detailed report of who have access to a selected door; SimpleK will search all keys operating that door (change keys, masters, cross-keys), then all duplicates of these keys, all holders or key ring holders of these duplicates and will displays them as a clear report, ready to be printed, saved as pdf, xls or sent by email. Many other reports like this one are also available, by systems, keys, duplicate status, due dates, buildings, holders, doors, hardware, etc.

While the database gives you the current information, the historical database keeps all past transactions such as key issuances, returns, core changes, requests, etc. You can do many searches and reports from the historical database.

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