Many years ago a master key system changed my life. Sounds dramatic, but it’s sort of true. As an owner of a small business with several locations, I was carrying around a whole bunch of keys. Keys for external doors were all different. Keys for internal doors in each location were all different. There were office spaces, storage spaces, and shared spaces that all required securing and each had different keys! After implementing our master key system that all changed. My bunch of keys dropped to just a couple. In this article, I will share why you should consider a master key system for your business too.
The Benefit & Frustration with Keys
Keys are still the most widely used form of access control in the world. They’ve been around for centuries. They may have evolved a bit, but a physical key is still used by most of the world’s population to access and secure one or more physical locations.
The Benefits with Keys
Keys are simple. we all understand how they work. And they are reliable. I don’t need to train someone how to use one. They are universally understood. They are also an affordable and dependable way to secure access points.
The Frustration with Keys
But the problem arises when we have to secure multiple spaces in our lives. The more spaces, usually the more keys we will have. Carrying around a bunch of keys can be a pain. Firstly, you have to either tote them with you or, if you want to travel lighter, remember to take the ones you need with you, and leave those you don’t. Secondly, there’s the issue of remembering which keys open which locks.
Have you ever seen a maintenance guy carrying an enormous bunch of keys with him on his rounds? Or, maybe you’re like me. I never knew where I would end up during the course of a day, so I would have to keep my mass of keys nearby throughout the day.
A Master Key System Relieves the Frustration
A master key system is one way to relieve the frustration of having too many keys. There are other solutions too, like electronic access control readers where cards or tokens, passwords or biometrics are used to grant or deny access through doors. But that requires a lot of additional, sometimes expensive hardware that also requires power and some manner of communication through wires to a controller or via wireless means to a server or the cloud.
A master key system is a lot more basic. It’s easier to understand and also roll out, as long as you plan adequately before implementing.
Basically, a master key system will reduce the number of keys needed by each person using the system. The type of key issued to each person in the organisation will depend on that person’s access level: which doors and areas do they need access to? For me, as an owner requiring access to all areas, I have a key that allows me to do just that- access every space within my company regardless of location. That’s why the number of keys I tote has dropped significantly. And the stress of having to remember a key or going back to fetch a key when visiting a site is gone!
I have a senior manager that has access to each site using just one key. But, their key won’t allow access to private executive office areas. That’s the beauty and assurance of a master key system: it offers increased security with greater simplicity!
So How Do Master Key Systems Work?
A master key is a key that operates many different locks within a master key system, all of which are linked in some way. A school, for example, may have a master key that unlocks all classroom doors. But each classroom door could be opened by a single key that only opens that classroom door and the closet inside that classroom. That’s because one key can open several locks as long as those locks are keyed alike (KA).
Let’s assume that this school is on one campus but there is another campus across the city and both campuses use the same master key system. That means a master key called a Great Grand Master key could be cut that could access all buildings, all classrooms and all closets on both campuses. Just one key! Obviously, that would be a key assigned to the principal.
That Great Grand Master Key (GGMK) is the top-level key. It can be used to operate any lock within the system. But, every lock in the system can have its own unique key. That key only opens that single lock. Underneath the GGMK is the Grand Master Key (GMK). Unlike the GGMK, this key can only open certain doors within the system. There may be several GMK’s in the system. For example, one GMK for all doors on one campus and one for all doors on the other campus. The final, most basic layer is referred to as the Change Key (CK). A CK is one key that will usually only open one door.
Planning & Implementing a Master Key System
As you can see from above, a Master Key System can be complex. It could potentially include hundreds, perhaps thousands of separate keys. That’s why planning is so important. Having an effective key management system in place is crucial. It should comprise four components to ensure that the Master Key System and all its keys function as intended, remain secure and can be tracked.
- Keying Design – Design a logically ordered system to organize all doors and the security required for each.
- Access Permissions Policy – Outline the permissions and restrictions for users across the organization, including who will be assigned GMK and CK access.
- Key Tracking – Maintain and record the issuing of keys, the duplication of keys, to whom these keys are given or loaned, and when these keys are returned.
- Key Storage – Store and organize keys for every level of access in the system as well as every lock. Storing duplicates or backup copies is also wise.
Keying Design
The first step in developing a Key Management System (KMS) is mapping the facility you are securing. You will map all access points that will have locks. This is where a trained locksmith can help a lot. Together you can determine which access entrances will be accessible to the general public, or specific users or require higher-level permission.
The keying design will correlate to the access permissions. The result will be a chart outlining the doors and locks and their access levels.
Access Permissions Policy
Part two relates to the key holders and users of the system. Your company will outline the different groups of employees, visitors and high-level staff that will require access to the different entrances. On the flip side, it’s also vital to assign restrictions- what group(s) will not be permitted into restricted areas?
Key Tracking
You’ve seen keys stamped with serial numbers I’m sure. Well, every key in the Master Key System should also have its own number. It should be assigned to the specific access level for which is grants access. This way, your company can keep track of each key’s permission level and the person to which it’s been assigned.
When a key is being issued, a record should be kept. The information should include:
- The serial number of the key
- To Whom the key was assigned
- The person responsible for assigning the key,
- The person authorizing the access permission, if different from above.
- The date the key is issued and a place to record the date of return.
Key Storage
A secure place to store and organise the keys is crucial. A specifically designed key cabinet is a good solution. All keys, duplicates and backups can be stored in the cabinet. That way, it is easy to locate and identify keys and even take inventory to identify which are missing. These cabinets come in a variety of sizes.
You may also consider an electronic key management system. These take key storage to another level offering steel construction, and passwords or proxy cards to access the cabinet. These solutions can also record time-stamped digital records when keys are issued and to which users. Some more advanced models can even provide automated notifications when a key isn’t returned when it should.
The Final Score
If you are like I was and have way too many keys to keep track of your business, then you may want to consider implementing a Master Key System. In a small way, it did change my life and relieve stress!
Electronic access control can be a good alternative for the right type and size of business. But a Master Key System is usually a lot easier to manage for smaller businesses with a few locations, plus it’s more familiar to work with. While there is an investment upfront in cost and design time, a Master key System can relieve a lot of frustration. It will reduce the number of keys circulating among your employees and colleagues and also significantly lighten your keyring! It will also enforce tighter security policies across your business. An established reputable locksmith can offer great assistance in designing and implementing a Master Key System.
Having a multi-faceted approach to your security increases your overall protection. Physical security can be significantly enhanced with alarm systems and cameras. So consider adding these elements to your premises.
Be smart and stay safe!