Who is allowed to enter a company? Who is allowed to work in which areas? And where is special security required? These are all questions you need to ask yourself when it comes to assigning one or more company keys. It may sound simple at first, but a few things need to be taken into account when issuing keys.
Who should receive keys?
First of all, there is a need to consider who should receive a company key. The usual suspects come to mind first: owners, managing directors and usually also employees who have or should have a company key. But they may not be the only ones: if you look at operations in a company, you will be able think of more. External service providers might also require access authorisation in the form of a key. These include regular cleaning staff, service providers such as IT companies that look after the system infrastructure or suppliers who stock the warehouse themselves. Giving them a company key can make things a lot easier for everyone involved.
What keys are there?
Archive, warehouse, server room. The more you think about it, the more obvious it is that there are other areas to which company keys might be required besides typical areas such as entrance doors and possibly individual office doors. This means that there is not just a single key and the bunch of keys quickly grows in size. The more skills an employee has, the more likely it is that they will not only carry one or two keys, but will also have other company keys that need to be looked after.
What do you need to bear in mind for company keys?
Basically, you need to take the same things into account when handing over keys to a company premises as you do for other places: If key handover is not already governed in employment contracts, it should be documented as precisely as possible. You should record who exactly hands over and receives keys, how many keys are handed over and a detailed description of each key. This provides legal certainty for both sides.
If we take things a little further, it also makes sense to formulate well-defined rules in the event of a loss of a company key, so that it is clear to both sides what needs to be done should the situation arise. Questions about who is liable, how to report a loss and the consequences of losing a company key can be clarified in advance.
What happens if a company key is lost?
If one of the keys to an apartment is lost, this is already a very annoying and stressful matter. If it is a company key, the time, effort and expense are even greater. The fact that someone may have unauthorised access due to a lost company key poses a great problem. If locks and cylinders need to be replaced, the other employees can no longer use their old company keys and will need to have new ones. As you can see, losing a company key not only causes stress, but, more than anything, a great deal of expense.
What are the benefits of a digital locking system?
Anyone who opts for a digital locking system can, in principle, rely on the fact that inhibition for reporting the loss of a company key is significantly reduced. If a company key goes missing, it can simply be deactivated in the system and no further consequences can be expected. However, the word “keys” should be in quotation marks here since employees receive a digital medium such as a transponder instead of an actual company key. This credential stores all the employee’s access authorisations and can be extended to include additional locking devices at any time (and vice versa – access authorisations can also be easily revoked).