Full control of every key. At any time.

Stop losing keys. Start managing them.

What you need to know & what

to think about key management

A key management system should be modern both in terms of functionality and security. Despite having high capacity, the system should feel simple to use, while also being able to scale and grow with the organisation over time.

The key management system should be able to reflect the timeline of each key and user throughout the organisation. And, of course, anonymisation should be standard in order to comply with legal and regulatory requirements.

The three most important aspects when it comes to the development and use of a key management system are, of course, the factors that create security, efficiency, and effectiveness:

01

Flexibility

It should be possible to set different rules for different parts of the system — otherwise the necessary flexibility is missing.

By allowing dates and times to be configured flexibly, it becomes easy to ensure the correct access and maintain strong security.

The system should also make it possible to manage both internal and external users who collect, borrow, or book keys.

In addition, it should of course be able to handle keys stored in digital key cabinets as well as keys kept as backups in other storage locations or loaned out for extended periods.

02

Speed

In addition to the system naturally needing to perform quickly in terms of user experience and event display, it must also make it possible to access advanced system support rapidly.

Group management for both keys and users should be a given.

Exception management should be a key focus, and it should be easy to create clear overviews and timelines for both user activity and key usage.

As little time as possible should need to be spent in the system — therefore, notification handling for exceptions should be included as standard.

03

Security

There are many aspects to security — storage, communication, and updates are just a few of them.

When it comes to login, it is of course essential that security levels are sufficiently high.

Furthermore, data should only be made available where it is required to complete work tasks. Permissions must reflect the internal organisational structure.

In most cases, it is both more cost-effective and more secure to allow the chosen partner to host and operate the system, ensuring that both communication and data storage are handled properly.

Does this sound familiar?

  • Lost or unreturned keys?
  • No record of who took what?
  • Time wasted searching for keys?
  • Security risks from uncontrolled duplicates?
  • Manual logbook that no one updates?

"When keys are shared without control, the organisation is exposed to unnecessary risks — both operationally and legally.

It doesn’t have to be that way.”

A Modern Key Management System Is Essential

It is important that a key management system is built using modern technology that addresses the challenges faced in IT, security, operations, and administration. A system that is not modern today is unlikely to remain modern in the future.

A strong and effective key management system also includes digital key cabinets. This ensures that security requirements are met while enabling full efficiency and automatic traceability. Manual solutions can address some needs, but it is always important to consider the full spectrum of requirements and expectations before making such a choice.

How it works

Smart key handling - simple & secure

Business success and achievement icons

Choose wisely

As requirements evolve over time — both internally and externally — it is crucial that the key management system you choose comes from a reliable partner that keeps pace with these developments.

A key requirement should naturally be that the partner develops and owns its own products, and therefore understands key management at its core. Ideally, they should also have extensive experience guiding different organisations and be able to offer relevant services as part of a complete solution. There is always a risk in turning to intermediaries.

Users authenticate

It provides complete traceability. See exactly who took a key — and when.

Authorized individual get access automatically

Only authorised users are granted access. Security is increased as access is restricted to scheduled times, helping to minimise costly incidents caused by unauthorised access.

All events are logged automatically.

A real-time overview provides full control and reduces administrative work. You’ll also receive notifications if anything unusual occurs.
System speed
97%
Product quality
92%
Partner knowledge
98%

What does lack of control cost?

Think about:

  • How much time is spent searching for keys?
  • What a lock replacement costs?
  • The true cost of a security incident?
One system for several organisations

How a key management system is best used depends on the organisation’s priorities and, of course, how the keys are used. In other words, the sector the organisation belongs to is not the deciding factor. The best key management system, together with the best digital key cabinets, is suitable for the following industries — and many more besides:

Infrastructur

When disruptions occur, the right people must quickly access the right facility — with secure, 24/7 key access and full traceability.

Real Estate

Centralized key management with automatic logs makes it easier to meet security requirements and internal controls.

Security

The right keys for alarms, patrols, or emergency responses, with clear documentation for incidents, customer follow-ups, and audits – automatically.

Social Care

To the right care recipient, at the right time, with the right medication. The health and social care sector is life-critical, and therefore requires highly precise access to keys.
“A key is small, but the responsibility it unlocks is immense.”

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Questions And Answers

At its core, key management consists of software that tracks events and some form of smart storage that sends information about what happens to all keys. Make sure that:

  • the software can be updated, integrated, and expanded, and that the interface provides a clear overview of all events.

  • the hardware can handle the demands of your environment, is sufficiently secure, and is of high quality.

  • the supplier you choose has strong expertise and provides reliable support for both the software and the hardware, so you can get help quickly when needed.

A modern system is designed so that management can take place regardless of location. It is global. Some systems can also display maps of your locations to provide a clear overview.

In a well-designed key management system, the number is unlimited. However, check whether additional costs apply if you expand your number of keys, users, or add more administrators.

Both options are available on the market.

With a subscription, a complete service is typically included—software, hardware, services, and support—for a fixed cost.

With a one-time purchase, you buy the product as it is. Services such as maintenance, operation, updates, support, and other services are usually added separately on an ongoing basis.

No. With a good supplier, the installation and startup are handled by the provider, who also advises and supports you throughout the entire process

Most suppliers offer support, but the level of support can vary significantly. Be sure to check what is included and what level of support you are willing to pay for when choosing your provider. 

There are many advantages to avoiding the need to manage the same data in multiple systems. Integrating a key management system with other operational systems can lead to more efficient administration, improved security, and more automated processes. However, it is important to ensure that the integration is carried out in a secure and structured way.

Make sure that the partner you choose has strong expertise in how the key management system handles integrations and that it does not interfere with other systems

A hosted system often means lower startup costs, faster deployment, less operational responsibility, better scalability, and easier access. In contrast, an on-premise server installation provides greater control but requires more resources for operation and maintenance, often resulting in higher costs and longer lead times.

Don't waste anymore time!

Decide to take control today – organize your key management.

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