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Key Control – Is it Necessary?

key-to-lockTwenty years ago, the term ‘key control’ brought to mind a key cabinet with labeled keys and a master key. Only a handful of companies—among them Archon, Camden Property Trust and JPI—had started using computerized key control systems.

Today, most large companies and some smaller operators in the apartment industry have installed computerized systems, which code, secure and organize duplicate unit keys used by management for maintenance, pest control and lockouts. Online systems enhance operational efficiency.

Key control systems may reduce liability by preventing apartment keys from falling into the wrong hands. Significant monetary judgments have been awarded against owners and management companies based on premises liability—where there was an “unforced entry” by a perpetrator who used a key to gain entry for criminal purposes.

Laurie Baker, Regional Vice President, Camden Property Trust, said Camden made the decision to purchase an internet based key control system for the security it provides, ease of use and “the ability to have vital information at our fingertips, at properties and at other locations, like my office.”


For apartment owners and managers who are considering purchasing a key control system, here are things to consider:

Ease of use: Is the system being considered easy to use and easy to train on, including maintenance and security, in the case of dealing with being locked out at night? How quickly can a key be requested and pulled?

Security: Is access granted to only authorized employees with badge and PIN number, password or biometric screening?

Internet-Based: Is the system tied into the Internet so a property manager can get a community’s key control status and management reports online? Does the system send automatic alerts when exceptions occur, such as keys not being returned in a timely manner? Can reports be accumulated and analyzed on a portfolio basis?

Audit Trail: Does the system automatically provide key status and usage reports and back them up so audit trail is preserved? It is important to have good documentation in case of litigation.

Cost: System prices range from $15 to $50 per unit. Careful analysis is necessary to determine whether all features offered are necessary for a particular community.

Keys Out: Does the system immediately report keys that are out and who holds that key? It is important to know quickly if a key is needed, for example, to show an available apartment.

Coded Keys: Are keys coded so that if a key is lost it cannot be matched to a unit? Power. Is the system energy efficient? How long can the system operate with battery backup?

Space: How much floor space does the system take? Will it fit into what is sometimes a crowded leasing office?

Two Keys: Does the system track both a primary key set and a duplicate key set, should the key get lost?

Making an investment in key control is a complex decision. The cost of potential litigation defense may be reduced. Good key management and the ability to analyze key usage data and enforce policy on a portfolio basis contribute to operational efficiency. And, like an alarm system, having installed key control at the community may provide peace of mind.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.


Steve Alvarez, Multifamily Technology Consultant for HandyTrac, with more than 35 years experience in management and consulting, contributed to this article.

Originally written for Units Magazine.

3 Reasons to Replace Your Key Hook Board with an Electronic Key Control System

peg-board-circleThe traditional key hook board has become a thing of the past. A multifamily property’s key hook board system results in lost productivity, wasted money, and reduced security.

Here are three reasons why an electronic key control system is essential to any multifamily or military housing community:

Reason #1: Where are the Keys?

The primary problem with key hook board systems is missing keys. Missing keys are a huge source of stress and conflict at any property. Why?

 – A potential resident is waiting to view an apartment home. You could lose the prospect if the key hunt takes too long. “I’ll come back later,” will likely never happen and lost prospects hurt your occupancy rate.

 – An employee needs to inspect a unit or make a repair. Every minute spent searching for the key kills productivity and wastes money.

Employee resentment builds when keys go missing. Everyone dislikes the exhaustive search. Unhappy, frustrated employees are more likely to quit. Hiring and training new employees is expensive; the value of a contented workforce is priceless.

Properties that use an electronic key control system versus a key hook board are more efficient for those reasons and more.


Reason #2: Accountability

When there is no accountability, it is easy to shirk responsibility:

 – An employee is working with a potential resident. Someone interrupts and asks where keys are. It’s easiest to say, “I don’t know” and go back to the task at hand. If the employee shifts attention or starts rummaging around for keys, he or she might lose the sale or do the paperwork incorrectly. Looking for keys is inefficient.

 – That key might have been accidentally taken home. Best to keep one’s mouth shut and quietly return it the next day. Or the next time a showing is scheduled, which could be in a couple of days. Otherwise, a trip back to work to return a key will take away free time.

 – Someone forgot to return the key and it’s in a desk drawer or left on a random countertop. This person is out on the lot, on lunch break, or got called away. Digging through the desk drawer or office will violate privacy; not digging will mean a lost sale or lost productivity.

 – A vacant apartment home is left unlocked after a showing and is vandalized overnight. No one owns up. This costs money to repair.

 – Keys are lost and truly missing. The property has to pay for a replacement, wasting money.

An electronic key management system can instantly reveal who last checked out a specific key. The system can also run a report of the key’s checkout history. Instead of hassling everyone, only this single employee is contacted. Employees will immediately understand that they are responsible for all keys they check out. A key control system creates a culture of accountability. A key hook board doesn’t.


Reason #3: Reports

By running a report about key checkouts, managers can quickly see:

– At the end of a shift and close to closing time, which keys are still checked out? Go round up any that should get checked in!

– How many times has a specific apartment home been viewed? Who has checked out the keys, and when?

– What is a specific employee doing? What keys have they recently taken out and why?

With HandyTrac’s reports, managers are more knowledgeable and able to make better decisions.

HandyTrac offers several excellent electronic key management systems including the new HandyTrac Touch; featuring a large touch screen display and biometric technology for added security. Ask us for a quote and build a culture of accountability at your community today!


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.


Originally posted by Key Control Systems – a supplier of car dealership key solutions

The Need for Better Key Control

keys-on-ring-circleHere are 6 facts about the reality of key loss and why you should take preventive measures to avoid the risk and cost associated with losing keys.

1 – Re-keying a multi-tenant high-rise can cost upwards of $80,000 and take several weeks to finish. Even with insurance, an average deductible would run $25,000.

2 – Key loss is not only a security and cost issue – it’s also a credibility and integrity issue for security firms and property management companies.

3 – The majority of keys today are simply protected by the traditional key ring attached to a belt loop. This method of key control has remained unchanged for well over 100 years.

4 – During the London 2012 Olympics, a set of keys was lost for Wembley Stadium, a major sporting venue. Replacing keys and locks costs tens of thousands of dollars.

5 – Re-keying the buildings on a typical college campus can cost up to $100,000. Last January, USA Today reported that the loss of keys costed College of William and Mary close to $500,000.

6 – G4S was forced to spend £500,000 changing ALL the locks at prison after guards lost the keys.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.


Written by Shannon Arnold. Originally posted here.

The Basics of Key Management and Control

marcela-using-ht-touchIt’s never too late – or too early – to implement a key control and management strategy. A good key control and management system is organized and formal, and addresses both access to and control of a property’s keys.

When deciding which system best suits your needs, keep these 8 basics in mind:

1. Tracking: A tracking system lets you know where keys are and who has them. The system records who took keys, when and for how long.

2. Cost: An electronic key management system can pay for itself when compared to the cost of loss and/or replacing keys on a regular basis in addition to the ROI gained from improved security.

3. Security: Key management systems are designed so that only authorized users can access keys and the management of keys is controlled.

4. Scalability: As your needs grow, the system can be expanded to accommodate more key cabinets. HandyTrac offers single and double cab options for all it’s key control systems.

5. Convenience: A key management and control system is easy to use and can accommodate a variety of keys. Biometric fingerprint verification, touch screen display and lighted cabinets add to the ease of use.

6. Integrity: Rugged 18 gauge steel cabinets and tamper-proof doors enhance the reliability of the system.

7. Access: PINs, access control cards, biometrics or any combination of the three are the most commonly used methods for accessing keys.

8. Aesthetics: Well designed key systems and cabinets make key management simple for all users. The HandyTrac Touch features a large touch screen display, biometric reader and badge reader for ease of use and maximum security.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.


This article was originally posted by Key Control Systems

Why All Multifamily Properties Should Have Key Control

keysonatableApplications for key security, control and asset management are limited only by one’s imagination. In any situation where there is a need to control access to keys, a key security system can be deployed. One of the most common and practical implementations though is in the multifamily industry.

Just think about it. Multifamily housing developments are found in nearly every municipality across the country and offer housing to thousands of people. Due to high tenant turnover and lack of technology, theft is a worsening issue.

Key control systems were designed as a replacement for manual tracking and storage of keys. Keys are filed in a cabinet that is virtually tamper proof and access and return of keys is electronically monitored. This type of locking system is intended to put a stop to thieves attempting to steal unit keys. In other cases, key control with electronic monitoring will prevent an employee from inadvertently taking a key home at the end of the day instead of returning it.

2016-report-by-employeeKey control can offer further value to multifamily because the systems can also provide management with secure, archived audit trails. For example, reports can be generated to help determine when a key was pulled and for what reason. The ability to track who took a key, for what purpose, when, for how long, and when it was returned is critical for maintaining a reasonable level of security, and reducing the chance of premises security liability.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smart phone.

How to Shop for Key Control Systems

ht-website-shoppingShopping for and selecting a key control and management system can be a challenging experience. But it doesn’t have to be if a few simple guidelines are followed. First, determine what your needs are now and in the future. Next, research and compare what’s available. Finally, work with a reputable vendor.

By sitting down and examining what the key control needs are today and what they are projected to be down the road, a major misstep can be avoided. Automated key control systems can be configured to exact needs, so it’s important to know what yours are. This includes determining who will be using the system to access keys, who will be administering the system and where the key cabinets will be located, in addition to knowing what other assets will need to be kept secure in addition to keys.

The next step is research. And more research. Attend trade shows, explore vendor websites, get referrals and see actual product demonstrations. Key control systems are available in all shapes and sizes, from simple single key modules to those with lockers to enterprise-level systems and with features ranging from biometric identification access to Android based touch pads.

Working with a reputable vendor can help ease the selection and implementation of a key control and management system. Key control providers like HandyTrac offer years of experience and can assist you in every step of the process to ensure your complete satisfaction.

Key control systems are more than just a way to control keys and other assets. They are an important security tool that can improve the safety and security of a facility. Knowing how to choose the system that is right for you makes all the difference when it comes to return on investment.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smart phone.


This article was originally posted by Key Control Systems

HandyTrac Sells 10,000th Key-Control System

alvarezApril 19th, 2016 – After a record-breaking start to 2016, Steve Alvarez, Vice

President and Partner at HandyTrac Systems, LLC sold the company’s

10,000th key-control system. “As a Certified Apartment Property Supervisor,

Certified Manager of Housing, and multifamily veteran, Steve has played a

major role in HandyTrac’s success for over 20 years. We’d like to thank,

and congratulate him today on this milestone,” says John Lie-Nielsen, CEO of

HandyTrac.

Founded by apartment industry veterans, HandyTrac has utilized its industry experience and

insight to build a loyal base of customers who demand a high tech, yet affordable, method of

managing and safe-guarding their keys.

“Our success has been built upon our company mission: to create high quality products that

combine first-rate security with intuitive controls and cost efficiency,” says Lie-Nielsen. “Over

the years, through the new technologies we implement and the customer service we provide,

we’ve built a name that people know and trust.”


HandyTrac Touch: Key Control Will Never Feel The Same

Integrating secure and reliable biometric technology with an easy-to-use touch screen, the

HandyTrac Touch streamlines the key control process for both staff and managers alike.

Features include:

  • Biometric technology and a large display in one unit to offer the highest level of

    security, reporting, and flexibility.

  • Instant reports showing keys out, reasons, and other transactions completed by staff.

  • Ability to review individual work orders with one touch.

  • Visual codes that eliminate typing errors, while streamlining the entire process.

  • Integration of Android’s One Touch Building Pull:

    • Lists units for each building, allowing for quick and easy access when pulling

      multiple keys.

  • Easy to use and doesn’t require additional desktop or wall space.

  • Ability to use bar code employee badges if desired.

  • Built-in WiFi connection available.

With over 3 million keys secured, you can trust HandyTrac for your key control needs. For more

information, visit www.handytrac.com or call 800-665-9994.


About HandyTrac

The HandyTrac Key Control System provides apartment industry key control, as well as student

housing and military housing with a secure, low cost, key control and key tracking system. Their

patented online key management system is the first and only key control solution that ensures

all of clients’ data are backed up with an audit trail.

HandyTrac’s Key Control System Just Got Even Better

admin-ajaxIn 1995, HandyTrac CEO John Lie-Nielsen set out to secure his first key control contract with Alexander Properties in Atlanta for his start-up product, the HandyTrac Classic. Today, HandyTrac protects over 5 million units nationwide, and is the leading key management and control system in the multi-housing and commercial property industry.

After experiencing remarkable success with the HandyTrac Classic, Lie-Nielsen decided to take property security one step further with the HandyTrac Biometric; a system that enhances audit trail credibility and security while eliminating the frustration of lost or damaged employee badges. This system would quickly become the most trusted system in the country, but Lie-Nielsen still felt there was work to be done.

Introducing the HandyTrac Premium Touch. Integrating secure and reliable biometric technology with an easy-to-use touch screen, the HandyTrac Premium Touch streamlines the key control process for both staff and managers alike. With the HandyTrac Premium Touch, key control will never feel the same.

Features include:

– Biometric technology and a large display in one unit to offer the highest level of security,
reporting, and flexibility.

– Instant reports showing keys out, reasons, and other transactions completed by staff.

– Ability to review individual work orders with one touch.

– Visual codes that eliminate typing errors, while streamlining the entire process.

– Integration of Android’s One Touch Building Pull.

         – Lists units for each building, allowing for quick and easy access when pulling multiple keys.

– Easy to use and doesn’t require additional desktop or wall space.

– Ability to use bar code employee badges if desired.

– Built-in WiFi connection available.

With over 5 million keys secured, you can trust HandyTrac for your key control needs. For more information, visit www.handytrac.com or call 800-665-9994.