Fleet key management is a topic that many business owners will initially overlook. The reality is that key management is a complex task that can require extensive planning, and it will inevitably become a problem if ignored for too long.
There are a number of highly effective solutions that can be implemented to optimise fleet key control management, and it’s worth doing some research on which options could suit your business the best. Let’s look at what an optimised system might look like.
The starting point for most key control management solutions will be having a standardised storage location across all of your premises. Solutions from companies like Keyper Systems are specifically designed to facilitate sustainable, scalable key storage no matter the business.
It’s worth choosing an advanced solution early on rather than just waiting until some later date when a more haphazard solution no longer works. These storage solutions offer far more than a storage solution - they often also facilitate the kinds of management processes listed below.
Another core aspect of key control management lies in access control. This is closely linked to how those keys are stored, and it extends beyond storage as well. With electronic storage solutions, you can ensure that only people with a certain code can take a key out of the cabinet, massively decreasing the chances of unauthorised access.
Beyond that, there are also ways of ensuring that electronic keys only function during certain timeframes, such as during a specific shift. By limiting the functionality of the key outside of these timeframes, access can be further controlled, keeping your fleet even safer.
It can also be important to have live tracking processes so that you can see where a key is at any point in time. This allows for further monitoring of your fleet and can complement other vehicle tracking solutions.
Of course, it’s important to also be aware of any privacy laws that could be applicable here. For example, if an employee has to take the key around with them outside of work hours, you will have to ensure that their location is adequately protected.
Lastly, you’ll want a way to store all of the important historical data related to key control. At some later date, you may need to find out who had control of a vehicle at a certain point in time, for example, to investigate an incident or process some kind of insurance-related issue.
You’ll want to choose a data storage solution that makes accessing that information quick and easy, and the sooner you choose a solution, the easier these kinds of tasks will be to complete in the future.
Putting a key management solution in place like this shouldn’t be too difficult, and it can massively simplify a range of different processes you would still need to carry out. As a result, you’ll likely see a quick ROI, even just in the time you save your employees.