2
Jan
KeyTracker’s Top 3 Tips on How to Keep Your Property Keys Organised And Secure
Organise And Secure Your Property Keys in 2025 With KeyTracker
For property managers and real estate agents, 2025 brings new ventures and increased expectations for security and efficiency. Managing dozens, if not hundreds, of property keys is not a small task. Ensuring they are kept in an organised and secure location is essential—not just to ensure that operations are running smoothly but also to protect the trust of your clients. A lost or misplaced key can lead to security risks, costly rekeying, and unhappy tenants or property owners. To help you manage this element of property management, we've compiled a list of our top three tips to keep your property keys organised and secure in 2025.1. Implement a Key Management System
Gone are the days of random drawers filled with unlabelled keys. Implementing a professional key management system is one of the most effective steps. With a wide range to choose from, you can find an affordable solution ideal for your agency. Whether you opt for a simple mechanical system or an electronic solution, you can rest easy knowing your keys can only be accessed by authorised personnel. Why it's important:- Key Monitoring: Key management systems can employ features like RFiD tags and colour-coded pegs to enforce accountability among the group. With the addition of web software, you can see who took the keys out and when.
- Enhanced Security: Keys can be stored in tamper-proof electronic key cabinets with multi-factor authentication, such as PIN codes, RFiD cards or fingerprint readers, further ensuring that only authorised individuals can access them. Alternatively, KeyTracker's secure Police-Approved Cabinet can be installed alongside a mechanical system to protect your keys from theft and prohibited access.
- Efficiency: The use of a key management system will reduce the time spent searching for or distributing keys. This will improve productivity among the staff and allow your team to focus on their work.
2. Conduct Regular Key Audits and Maintenance
Regular key audits should be part of your routine property management practices. Knowing exactly how many keys you have, who has access to them, and whether any are missing can prevent significant security breaches. Why It's Important:- Accountability: Routine checks hold staff accountable and ensure no keys go unaccounted for.
- Prolong Key Life: Regular maintenance—such as cleaning and replacing worn-out keys—ensures that all your keys are functional and in good condition.
- Quick Resolution: Spotting a discrepancy during an audit allows you to address potential issues before they escalate.
3. Ensure You Have Clear Key Management Protocols in Place
While having a key management system in place is crucial, it's only as effective as the people using them. Ensuring that your staff fully understands the key management process will prevent miscommunication and human error. Why it's important:- Monitored Key Usage: With structured systems, it becomes easier to keep track of key usage, quickly identifying any misuse or lost keys.
- Improved Key Distribution: A structured protocol saves time by simplifying the processes of issuing and returning keys.
- Regulatory Requirements: Many jurisdictions enforce strict regulations concerning key management, particularly around security and access control. Adhering to these ensures you remain compliant with the law.
- Create an Access Policy: Write detailed guidelines about who is authorised to handle keys and for what purposes.
- Training: Offer efficient training to your team on how to use the key management solution, the best practices for key handling, and the importance of security.
- Plan for Mishaps: Establish a clear action plan for misplaced or lost keys. For example, who should be notified, and what steps should be taken to re-secure the property?
Conclusion
Keeping property keys organised and secure in 2025 is both a logistical and security challenge. By making use of these top three tips—implementing a key management system, scheduling regular audits, and having clear key management protocols in place—you'll create a seamless process that saves time, protects assets, and builds trust with your clients. Want to improve the way you manage your keys? Enhance your key management and experience the future of property key management on KeyTracker's website.Share this post
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