Get in Control

Key systems management keeps the unexpected at arm’s length

• By Lee Garver
• Aug 01, 2010

Losing control is never a good thing, especially when it comes to a building’s key system. Unfortunately, this is exactly what happens when facilities are lax in their key control policies and wait too long to re-establish order.

When this occurs, the secure, tightly managed key system that once existed is replaced by a porous line of defense with no accountability and increased exposure to security threats. Facility managers can avoid this scenario by seeking the assistance of a certified key systems professional.

Avoiding System Decay
Time seems to be the greatest adversary to a key system. Many end users are in possession of legacy key systems that were set up years ago. Over time, these systems become harder to maintain as the number of keys that are lost, stolen or unaccounted for increase to an unsustainable level.

End users who are unsure of the status of their key systems can get a good idea of their viability by pondering the following questions:

Is the key system more than 10 years old? If so, there’s a good chance a number of keys are missing.

Has the facility security objectives changed recently? If so, was the key system updated to reflect these changes?

Is the key system audited on a yearly basis? If not, there is no way of knowing if control has been maintained.

Many end users who set out to answer these questions will be shocked when they realize the number of security vulnerabilities that exist within their facility.

When this happens, it is time to call in a certified professional who has the tools and expertise to address the needs of end users in any market.

The certification process requires many hours of studying and testing to ensure proficiency in all aspects of key systems. A certified professional will know about special requirements that are mandated by specific facility types. The key system for a healthcare facility, for example, must abide by Health Insurance Portability and Accountability Act regulations, while an airport must be in compliance with Transportation Security Administration guidelines. A certified professional will know the ins and outs of industry regulations and create a key system in accordance with the laws that a facility must comply with.

In addition to being knowledgeable in their field, one desired benefit makes the services of a certified key systems stand out: accountability. The certified professional will guarantee the viability of the key system. Few non-certified individuals will offer this level of assurance.

Establishing Control
In this age of high-tech devices, a mechanical lock and key system remains the simplest form of access control. It also is an essential element of facility security, like a load-bearing pillar that supports the rest of the structure. Damage this pillar and the rest of the building—or security system—is left unstable. This most basic security measure also is highly dependable, but requires meticulous recordkeeping to track all keys. A certified professional will develop a database that allows facilities to simplify their recordkeeping.

If a key is lost or stolen, it is necessary to look back in the records and determine which locks are accessible with the missing key. The cylinders on those locks would then be replaced, and new keys would have to be issued.

Key duplication is another concern, but it can be easily rectified by selecting a patented high-security key system that offers factory protection of key blanks.

This means the manufacturer of the key system will not distribute key blanks without written permission from authorized facility staff.

Having a patent on a key system gives the manufacturer exclusive rights to produce and sell the keys. A non-patented key, commonly used in residential settings, can be purchased and duplicated without consent of the key manufacturer. That is why it is possible for a homeowner to duplicate their house key at a hardware store. This is impossible with a patented key because the store will not have the key blanks.

A certified professional can recommend a manufacturer that places strict limits on distribution of key blanks and add features that make duplication more of a challenge.

This practice of limiting key distribution and duplication, known as key control, is critical to the effectiveness of the key system. This simple and effective precaution reduces the risk of tampering by limiting and tracking the distribution of keys.

Key systems also can be used in conjunction with more evolved access control products, with the high-tech systems protecting sensitive areas and the standard cylinders securing common spaces. The combination offers high security at a lower cost. Even if electronic hardware is used, a master key override is employed on most locking systems.

A professional also will be able to recommend the appropriate level of control needed for each facility, from limited control for low-security-risk areas to absolute control for the highest level of protection. A certified professional also can educate the end user on how to maintain their new key system.

The old-fashioned key system devised more than 160 years ago is still in place because of one simple reason: it works. The pin and tumbler cylinder was designed to prevent unauthorized entry, and it does this well. When protected by strict key control, the lock delivers even greater reliability. Given its successful track record, key systems will likely be in use for generations to come.

End users need to make sure they are in control of their key system and not exposed to risk. For those who have lost or are in danger of losing control, it is time to call for certified help.

This article originally appeared in the August 2010 issue of Security Today.