User:McGov1258/Physical key management

Background of key management in access control:

There is a mistaken but commonly held belief that the use of traditional (physical) mechanical keys is becoming less important with the proliferation and evolution of sophisticated access control technology. The fact is that traditional mechanical keys are more commonplace than ever, and today's security awareness dictates that the possession and location of these keys be tracked, monitored, and managed effectively. Casinos, convention centers, healthcare, residential and commercial property management, educational institutions, government, transportation/delivery, auto dealerships, and prisons are among the common users of good key management systems.

A common Physical (mechanical) key management system looks like this:

•	Keys are secured in a locked (or unlocked) enclosure and each key is assigned a physical and logical location (or a hook as in the more primitive systems).

•	Each key or key bundle may be assigned to an individual whose security credentials permit the use of that key during that time period. Authority systems range from a guard identifying and issuing keys in primitive systems to automated locking, release, tracking and timing system in advanced systems.

•	Returned keys are logged in (electronically or in writing) providing management with a report of when and to whom the keys were issued and whether keys are available or remain out.

The three basic key control system methods are categorized as:

Manual/Primitive - key possession is tracked and/or controlled by a sign out sheet and the supervision of administrative and/or security personnel. This method is labor intensive susceptible to human error; there is no way of generating an automatic report in case of key non-return.

Mechanical/Electronic – Mechanical plastic/metal systems and “metal to metal” contact identification technologies have been available for over 20 years. The contact “chips” and similar systems rely upon electrical point-to-point contact points of the device attached to the key. The identifying keys are fundamentally mechanical devices subject to abuse and frequent exposure to dirt and moisture (“the mud, the blood and the beer” to paraphrase Johnny Cash). These same mechanical devices are, for secure operations, dependent upon electrical contact points which are subject to failure and high maintenance due to the normal wear and dirt acquisition of the contacts.

RFID/Contactless - The newest form of key management system is based on contactless RFID technology (similar to but more rugged than traditional prox cards). An RFID tag is embedded into an in¬destructible key fob, which is docked into a round port in the key board. RFID technology is maintenance free and the contactless identification capability of the fob can be used for additional purposes related to access and control efficiency. RFID key fobs are not affected by dirt, moisture or wearing down. The first system of this type (proxSafe®) was introduced by Deister Electronic.

Item Control vs. Access Control:

Key management may be seen as part of the broad category of “item control”, which is the cousin to “access control”. Item control is a natural step as we become more sophisticated in managing and controlling access to places, information and things. Today’s technology provides means to identifying who is getting into the building, who is accessing our information technology, and (now) who is in possession of our items and/or keys. Contactless RFID based systems as described in this article are also equally highly effective at managing safekeeping of small assets and laptops, etc. Network Architectures:

Smart Key Management is essentially an Access Control System for assets. Such systems can be configured in three different topologies:

Stand Alone - Until 4-5 years ago nearly all such systems were configured as stand alone. These systems embed an access database and log locally, and run without centralized supervision. Data and changes are periodically updated and uploaded by system management.

Networked - Multiple systems, often at multiple locations (from a short distance to halfway around the world) comprise a single overall key management and access system. Management is from a browser accessible server and the system resides on the local IT network with full web access capability. A single database governs and records events and authority for all locations. Networked systems must also have a fallback, for all systems to operate effectively in standalone mode, in the event of a temporary failure of the network.

Integrated - Key management is really access control. From a logical and administrative standpoint, a key (or key bundle) is really a kind of door object. The most advanced systems have open protocols that may be integrated into classic access control to take advantage of single databases, single management and the now far-reaching security needs of an organization.

Cost Benefit:

Misplaced keys cost organizations in North America approximately $35 billion annually in terms of inefficiency, shrinkage, liability and lock replacement costs. Just think about the cost of replacing lost keys and cylinders, time spent while locating keys, extra personnel to manage manual key systems, and you get an idea of just some of the costs that can be mediated by an effective system. Lack of effective key management also can result in lost sales revenues for properties such as assisted living and residential or commercial property management where an ineffective system would be seen as a detriment to facility security, and therefore the value of the property. Automated electronic key management systems typically have a payback of less than 12 months when all of the risks and costs are analyzed.

Electronic Access Control has become a staple of the tools available to security directors within commercial and government areas to increase and manage security requirements within their arc of responsibility. Yet relatively few of these same sophisticated executives have incorporated physical keys into their Threat Analysis. Great care is taken with access through doors to sensitive areas while some of the organization’s highest risk areas are accessible by physical keys loosely managed with a sign-out list.

Summary:

Effective key management is an increasing critical part of any comprehensive facility security plan. Several types of key management systems are available. Electronic contactless RFID key management systems offer efficiency, security, aesthetic beauty and are most cost-effective over time. As the most popular choice among users at many levels (Facility Management, Security, IT, etc.), the RFID technology method of key management is destined to be the most obvious solution for a universal realm of applications in the future.

Increasing numbers of security directors and facility executives are now assessing the risk posed by uncontrolled physical keys. This trend is changing toward much greater use of key management, in some cases in response to government mandates as FIPS 201-1. As sophisticated access control systems integrate key control into the broader access control capability set, electronic key management is destined to achieve an equivalent ubiquitous presence.

Links: 

proxSafe key management systems