key control

Physical key management is important in today’s business world, although oftentimes overlooked and approached with levity. Effective key control is key for security, managing risks, and protecting assets of your organization. Whether it’s about logging and tracking issued keys, the principle of key management will play significant role in the overall security of your organization. By practicing standardized key control businesses would prevent potential security risks associated with porous practices. Organizations must be strategic in managing their building and office keys. Being tools for security protection, any compromise has potential to put critical and confidential business assets to avoidable risks. Let’s explore, simple and easy to adapt practices to keep organization office keys protected. That is, protecting the protector. Physical Key Management Practices Have policy, standard and procedure: starting point for office key management is to have policy in place. Such will make the organization’s intent known towards this direction. Following policy should be standards and procedures that would highlight step by step method of managing these keys. Staff and stakeholders must be notified, and periodically re-iterated. Establish authorized user: office keys must not be allowed to move freely from hand to hand. There should be clarity about who is an authorized user and under what condition will such authority be exercised. For example, authorized user of a particular office should have specified days and timeframe they are authorized to access key for official purpose. Create tiered access: users must be tiered. This means that authorization to use should be relative to roles, responsibilities and function. Principle of least privilege is recommended. A user can access only the office key required to perform their duties. Automate key tracking: automation of key tracking will enable managers know exactly who has what key per time. The system should also indicate when such key is been used beyond acceptable duration relative to programming. Alternate manual key log: where automation is not applicable, manual key log should be activated as substitute. Have master or valet key: your organization should endeavor to have master or valet key in place. This will come handy in the event of misplacement or loss of primary key. Store key secured: office key should be kept securely in a fire-resistant key rack. The rack location must be visible and constantly monitor directly or remotely. That is, protecting the protector. Code keys: office key should be coded with associated manifest, not labelled. Coding will conceal identity of users and prevent target unauthorized access. Simplify issuance and tracking: efforts must be made to simplify request, authorization, issue and tracking of this asset. This would eliminate drudging frustration usually associated with this exercise. Do periodic audit: ensure periodic audit is carried out. This is necessary for check and balance and accountability. Establish protocol for lost key: a lost key is a compromised key; as such protocol for lost key will ensure timely reporting, investigation and possible recovery or overhaul replacement. Building and office keys hold access to locations where vital business assets are kept. To protect these assets well; the protector must be protected. This can be achieved through simple procedures encoded into practices driven by organization’s policy. ALSO READ: Embracing Diversity and Inclusion: The Key to a Prospering Workplace Culture