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The Basics of Electronic Key Management and Control

Posted on by clapointe

electronic key managementIt’s never too late – or too early – to implement a key control and management strategy. A good electronic key management and control system is organized and formal, and addresses both access to and control of a property’s keys.

When deciding which system best suits your needs, keep these 8 basics in mind:

1. Tracking

A tracking system lets you know where keys are and who has them. The system records who took keys, when and for how long.

2. Cost

An electronic key management system can pay for itself when compared to the cost of loss and/or replacing keys on a regular basis in addition to the ROI gained from improved security.

3. Security

Key management systems are designed so that only authorized users can access keys and the management of keys is controlled.

4. Scalability

As your needs grow, the system can be expanded to accommodate more key cabinets. HandyTrac offers single and double cab options for all it’s key control systems.

5. Convenience

A key management and control system is easy to use and can accommodate a variety of keys. Biometric fingerprint verification, touch screen display and lighted cabinets add to the ease of use.

6. Integrity

Rugged 18 gauge steel cabinets and tamper-proof doors enhance the reliability of the system.

7. Access

PINs, access control cards, biometrics or any combination of the three are the most commonly used methods for accessing keys.

8. Aesthetics

Well designed key systems and cabinets make key management simple for all users. The Premium Touch key control system features a large touch screen display, biometric reader and badge reader for ease-of-use and maximum security.

To learn more about HandyTrac’s electronic key management and control systems, contact us today!

4 Key Management Reports Provided by HandyTrac

Posted on by clapointe

For multifamily dwellings, student and military housing, having a proper key management system in place is essential to ensuring the safety and security of your tenants. Of course, that’s only half the battle. It’s just as important to have key management reports that show you which keys were checked out, when, and by whom. This “paper trail” is critical, not just for protecting your tenants and keeping your employees accountable, but also to protect your company and to prove due diligence.

Logging key check-in and check-out can be a full-time job in and of itself, which is why HandyTrac simplifies the process by keeping track for you and generating four different types of key management reports. Let’s look at them one by one.

1. Reports by Housing Unit

This report focuses on each individual unit in your complex, documenting how many times keys were checked out for that unit during the report period, as well as who checked them out, and for what purpose. If a specific tenant has expressed concerns about entry into their unit, you’ll easily be able to identify any discrepancies.

key management

2. Reports by Functional Activity

This report sorts all key management activity in your facility according to reason code (e.g., preventative maintenance or a unit inspection). This feature helps you keep track of things like ongoing maintenance functions as well as providing documentation for compliance purposes.

key management

3. Keys Out Report

Find out at any time which keys are checked out, by whom and for what reason. Pull this report anytime you want a snapshot of current activity on your property, or have a keys out report emailed to you daily. This way, you can easily track employee activity on the grounds to make sure everyone is where they should be — and be alerted if anyone is where they shouldn’t be.

key management

4. Report by Employee

This report identifies each employee’s key in-and-out activity during the specified report period, useful for tracking with job performance as well as identifying any unusual activity. These four key management reports can be accessed online from any authorized device, sent to any printer in your network and/or emailed to pertinent staff, making it easy to pull and access reports anytime you need them.

key management

To learn more about HandyTrac’s key management reporting features, contact us today!

What is Premises Security Liability?

Posted on by clapointe

security liabilityIn any type of multifamily housing — be it apartment communities, student or military housing — the safety of your residents is an ongoing point of concern. Without proper security measures in place, if someone becomes a victim of a crime while on your property, that person could potentially hold your company legally responsible on the grounds of premises security liability.

Simply put, premises security liability means that as a property owner/manager, you are expected to have reasonable security measures in place, and if you are found negligent on that front, you could be legally liable for any harm or damage deriving from a crime. This article in Justia explains further:

“An injured person is able to bring a negligent security suit based on the duty imposed on landowners and possessors of property to offer reasonable security measures and protect lawful visitors from foreseeable crimes of third parties. Negligent security assumes that the crime could have been prevented or at least made less likely by using appropriate security measures.”

The Hidden Weakness: Key Control

Most multifamily housing communities understand and implement basic security measures to reduce the risk of crime — for example, installing security cameras and gated entry systems, or implementing ample lighting across the premises. However, proper key control is one aspect of premises security that can be easily overlooked.

With a large number of home invasions, robberies, burglaries and sexual assaults, the predator didn’t need to break in because they were able to obtain a key. In fact, as we mention here, one of the biggest jury awards given in a premises security liability case was one in which a rapist broke into the management office and found the key to his victim’s apartment clearly labeled.

Since the management oversees keys to all units, protecting and monitoring the use of those keys is one of the most important parts of keeping residents safe — and also one of the aspects most likely to be targeted for negligence. Not only do the keys need to be kept secure, but their use needs to be tracked. You need an audit trail — you need to be able to document and trace who had use of the keys, when they obtained them and when they were returned.

Obviously, not all crimes can be prevented, but one of the best ways you can improve safety for your residents is by implementing a secure system for key control. This also serves as a tremendous safeguard against premises security liability.

HandyTrac offers a variety of state-of-the-art key control systems that keep keys secure while generating a reliable audit trail. To learn more, contact us today.

How to Ensure Resident Safety in Multifamily Housing

Posted on by clapointe

tenant safetyWhen you own or manage any type of multifamily housing, resident safety must always be a top priority. Understandably, the larger the community, the more challenging it becomes to keep people and property safe. With more units, more keys and more employees also come more opportunities for lapses in security, possibly resulting in one or more residents becoming victims of theft, vandalism or even more violent crimes.

Fortunately, by thinking proactively, there are a number of ways you can implement a security structure to help ensure resident safety in even the largest multifamily communities. Let’s look at a few key ways to accomplish this goal.

Surveillance Cameras

One of the first and best deterrents to criminal activity is the use of 24-7 surveillance through the use of video cameras. Thieves and other criminals don’t like to be identified, and a well-placed set of video cameras helps fill in the gaps where your security staff can’t physically be present. Many surveillance systems today can even be monitored and controlled from anywhere via Internet access.

Key Control Systems

One of the most common vulnerabilities in any multifamily residence is the proliferation of keys to the units. A properly designed key control system like HandyTrac solves this problem by keeping unit keys guarded and monitored by a computerized system accessible only by employees. These systems may be activated either by employee badge or by fingerprint, and accurate logs are kept regarding which keys are pulled, when they are pulled and when they are returned. This protocol helps keep all employees accountable, as well as keeping tenants and their property safe.

Proper Lighting

All public areas of your property should be well-lit, and the bulbs should be changed out regularly to prevent outages. Pay special attention to common parking areas and breezeways as these often provide hiding places for predators to lurk. Also, make sure all unit entrances are appropriately lit, as tenants can become vulnerable when fumbling for their keys.

Gated Entrances and Secure Parking Decks

If your multifamily housing community can accommodate a secure gated entry, this feature provides an excellent layer of safety for your residents. Likewise, if your community or building includes a parking garage, consider installing an automatic door that residents alone may open remotely.

Background Checks and Screening of Employees

Another way to ensure resident safety is to require criminal background checks on every employee in the community prior to hiring them. Thieves and other predators often like to come on board as employees to gain an in, especially when the community is otherwise secured. Background checks provide yet another deterrent to these criminals. Most or all of your applicants will pass background checks; those with felonies on their records most likely won’t even apply.

Property Staff Training

Beyond screening your employees, the next step is to train those employees in proper safety protocols. You would do well to make sure every member of your staff receives training in the following areas:

● CPR and other life saving techniques

● Water safety certification (if your complex has a pool or spa)

● Basic first aid

● Basic maintenance training in property systems (e.g., heating, electrical and water systems)

● Emergency protocols for fire, natural gas smell and other hazards

● Security protocols for reporting suspicious characters or unidentified persons

● Basic self-defense techniques

Some cities offer this type of training as a service; check with your local offices to see what courses may be available for your employees.

Smoke Alarms and Carbon Monoxide Detectors

Of course, crime is not the only danger potentially threatening your residents. Fire presents a constant danger, and odorless carbon monoxide from heaters kills hundreds of people each year. Virtually every state requires smoke alarms to be installed in apartment dwellings, and a growing number of states now require carbon monoxide detectors on every floor, as well. Know the laws in your state, and when appropriate, be willing to exceed those standards to make sure your tenants remain safe in their own units. Educate your residents on the use and testing of these systems.

At HandyTrac, we are committed to resident safety in multifamily, military and student housing.To learn more about our key control solutions, contact HandyTrac today.

How to Train Your Property Staff in Key Control Best Practices

Posted on by clapointe

In any building or multifamily community, the greatest potential security vulnerability is not necessarily your lighting, security cameras, parking lots or property entrances, it’s actually something much smaller; something you can hold in your hand. Your greatest security risk is the mismanagement or misuse of property keys. This is why training your property staff in key control best practices is a critical part of keeping your property and your residents safe.

Why Are Your Keys a Security Risk?

Key Control Best PracticesThe bigger your property, the more units you have, the more staff you have, and the more keys you must keep track of. Every key made increases the potential risk. Why? Simple: A key implies permission to enter. Keys leave no evidence of a break-in. Someone who obtains a key without permission can enter a unit, violate or steal at will and without warning, putting your tenants at risk and making you potentially liable for harm or damage.

The good news is that guarding, managing and controlling your keys by a set of key control best practices will greatly reduce this risk. It takes a few extra steps and a bit of training, but in the long run the entire property will operate a lot more safely.

Tips for Training Your Employees in Key Control

Once you’ve established your priorities and practices for key control, how do you train your employees in the process? Here are a few tips to help out.

Emphasize the importance of key control.

Everyone on your staff today, and everyone you hire in the future, should understand that key control is a top priority for your property. Emphasize that these best practices are for their protection as well as yours.

Keep the process consistent.

Once you have the system in place, make as few changes to the process as possible, with possible exception of completely revamping it for security reasons. Every time you change the procedure, you’ll have to retrain your employees.

Make the process as simple and straightforward as possible.

This may seem a little paradoxical considering that a secure system requires multiple steps, but if those steps make sense to your employees, they will memorize the process quickly, and it will become second nature through repetition.

What Are Some Key Control Best Practices?

Let’s look at a few common-sense ways you can streamline key control for your property:

1. Generate as few keys per unit as possible.

Remember, every key made increases potential risk, so the fewer keys you have in circulation, the better. Beyond the set of keys presented to your tenants, we recommend creating the fewest number of keys per unit required for you to operate efficiently.

2. Store and secure all keys in a central access location.

Having a centralized system helps you track keys more accurately and store them more securely. It also helps employees know at all times where to get keys, and makes you better able to watch keys go in and out. If your complex is too large to have a single access point for keys, you might want to set up several access points throughout the facility in a way that makes sense. However many access points you create, make sure you have a system in place that effectively tracks all activity at each point

3. Create a multi-step access system.

Obtaining a key should never be as simple as opening a locked box and pulling out a set of keys. A secure system should always involve a number of steps in sequence—for example, an employee may have to scan his badge, input a PIN code and identify an apartment number and reason code before the box will open. Establishing this set of steps may feel cumbersome at first, but once your employees are trained, it quickly becomes second nature.

4. Set up an audit trail.

Every time a key is checked out and checked in, you should have a record of it. You should be able to tell who checked out which key, at what time, and for what purpose. This detailed documentation makes it easy to show compliance with existing protocols as well as identifying and correcting discrepancies. It also keeps your employees accountable.

5. Implement a computerized system that easily integrates the above steps.

At HandyTrac, we’ve designed a key control system that helps you catalog your keys and store them in a central, secure access point, accessible through a secure set of steps. The system automatically tracks and documents each in-and-out transaction and generates a set of easy-to-read reports on demand. Once you’ve trained your property staff to use the system, key control becomes far less stressful and far more secure.

HandyTrac is committed to helping multifamily properties maintain a safe environment for tenants and employees alike.

For more information on key control best practices and the solutions we’ve devised to help you, call us today at 1-800-665-9994 or email sales@handytrac.com.

Two Secure Options for Streamlining Multifamily Key Management

Posted on by clapointe

multifamily key managementWhen it comes to security, HandyTrac stands out with effective key control technologies that protect residents and property owners alike.

Key control represents a reinforced shield that can be incorporated into an existing building security plan. Yes, by all means, keep that dusty, dog-eared key ledger and the single-employee key checkout oversight system — which makes only one person responsible for each key. But while you are making that ledger entry, and wondering what happened to page 5, don’t forget that a truly secure and effective key management system demands that unit keys be easy to get to, secure in their location, and consistently trackable.

What is key management?

Key management is a system that ensures the security and availability of physical keys enhanced by options that free up time, facilitate reporting, and ensure that duplicate keys are not mismanaged. Thanks to the electronic age, key control and management systems can bolster existing security measures and key access protocols.

HandyTrac’s two revolutionary key control systems include the Standard and Premium Touch models.

These systems can also reduce the costs inherent in a strictly physical, paper-based key inventory and checkout system. One of these costs is lost keys. Another is the associated and inherent security breach, as managers either rekey the lock, ask the tenant for their key for duplication, or replace the entire lockset.

HandyTrac’s key control and management systems are designed so that authorized users can access keys within an architecture of advanced technology that systematically records each and every incursion.

In many instances, instituting a more effective and durable program in the business world means deleting any bulky, archaic holdovers. Not so with HandyTrac, which can incorporate and help streamline existing manual key controls with overall physical security strategy.

Even down to the Standard Touch model, a number of options can be added to tailor the package.

● For integrated solutions, where a single building is the target, management software can help streamline key checkout, lost keys, move-in move-outs, and ongoing maintenance projects (i.e., painting and replacing appliances).

● For more than one property, or location (whether across the parking lot, across the state, or across the nation), with management software on board, permission levels can be set for each individual, from president and CEO to building manager, and from there to front office personnel and maintenance staff.

● Data can be accessed from any electronic device connected to the distributed network. This remote capability also allows users to pinpoint who last had a certain key. Management and front office staff can also run and print activity reports, or sort databases based on different guidelines.

Property managers looking to improve their property management tactics could do no better than to contact HandyTrac today.

Why an Electronic Key Control System is Vital for Efficient Property Management

Posted on by clapointe

property managementAny professional property management company is obligated to ensure the privacy and safety of their residents. With HandyTrac’s state-of-the-art key control systems, the anonymity of residents is guaranteed thanks to three levels of electronic security — electronic key or biometric interface, a passcode, and a random identity key.

How does it work?

The anonymity of a HandyTrac cabinet is maintained through a cycle of using and replacing a specific key — insuring that no one is able to readily identify the location of any apartment, number, or the name and status of the occupant.

Electronic key control systems also provide for those employees who persistently lose their employee badges, and enables community staff to ask for key tags for an entire building in a single step. Additionally, the biometric interface does not require additional desktop or wall space, which can be a deal breaker in today’s “smaller is better” building paradigm.

HandyTrac offers key control programs for multifamily, student, and military housing. The system also provides for the patented HandyTrac Online, which automatically backs up vital data offsite in a class A, military grade security environment. This hardened system provides activity and security reports, a continuous warranty, and a toll-free tech support phone number.

Key control systems keep companies safe, too

The HandyTrac key control system guards against lawsuits based on premises liability law. This law underlies the legal principle that argues for a landlord’s responsibility to a resident when said resident is harmed as a result of the landlord’s failure to maintain a specific threshold of security.

When company security and human safety are on the line, HandyTrac is the answer. Contact us today to learn more about which of our key control systems is right for your property.

7 Reasons to Choose a Biometric Key Control System

Posted on by clapointe

biometric key control system7 Reasons to Choose a Biometric Key Control System

Security is estimated to be a multi-billion dollar market in the next six years alone, and nothing is more important. Passwords alone are no longer sufficient to maintain security and keep sensitive data out of the hands of hackers or other unauthorized individuals.

Biometrics, or the use of bodily features to access secure systems, is the next-generation solution to securing information and locations. One step up from passwords, and two steps up from traditional keyed locks, biometrics provide a practical, convenient, layered security solution that is no match for even the most dedicated hacker.

For property managers looking to protect their tenants with the most advanced security measures, HandyTrac is the number one choice for biometric key control systems. As a member of the National Apartment Association, HandyTrac provides biometric key control systems to apartment buildings, condos, and similar housing facilities all across the United States.

HandyTrac’s patented system provides a myriad of benefits for incorporating biometrics into the key systems operating in most apartments and condos.

1. Easy to use and saves space

HandyTrac’s system is easy to use and doesn’t require more space than is already taken up by the existing key board or cabinet.

2. Easily integrates with employee badges

The system accommodates bar coded employee badges and implements multi-step authentication procedures to achieve the maximum level of security.

3. Instant reporting

The HandyTrac system delivers instant reporting that the head of maintenance, or another qualified individual, can use to see which keys are out. He or she can also see the reason the key has been pulled, or other activity. This feature also makes it possible to review all the work orders in a certain set (i.e. for a given repair person, for a specific tenant, or during a specified interval).

4. Effortless maintenance and dependable support

The system allows maintenance and office support to access reports which are saved offsite, in the cloud. This helps maintain an electronic “trail” vis à vis the documented history of repair, for example. This paper trail could be of enormous benefit to property managers attempting to authenticate a repair history if called into court.

5. You can review key data across multiple properties

HandyTrac’s hierarchical information system also allows manager review across multiple properties with a single log-in.

6. WiFi compatible

HandyTrac also features a built-in Wi-Fi connection; visible coding that prevents typing errors; android’s One Touch Building Pull on board for simplified multiple-key pulling; available in single or double cabinet models; continuous warranty; technical support via toll-free 800 numbers.

7. Affordable

HandyTrac offers three affordable key management options for any size property, focusing on efficiency, usability, and cost control.

Your residents need protecting, and HandyTrac – devised by property management professionals with 30-plus years of experience – has the right systems to accomplish that.

Contact us today to learn how a biometric key control system can strengthen the security of your property.

Finding a Computerized Key Control System for Every Budget

Posted on by clapointe

HandyTrac, the leader in key control solutions for multifamily, student and military housing has been developing and innovating key control systems for more than two decades.

Unlike physical (paper and ledger) key control systems — which can be lost, damaged, subverted or stolen — HandyTrac’s cloud-based systems are both maximally secured and immediately accessible to more than one individual at a time. This security is delivered through automated management which allows key access only by authorized users with preset PIN codes, access cards, or biometrics, depending on the model. Keys taken out of the cabinet are instantly reported and reports are available in a number of formats which may be accessed online, printed, or delivered to a PC.

The Standard Touch Key Control System

Accessed using a badge or pin, the Standard Touch is the exemplar among computerized key control systems. Connected to the Internet, this HandyTrac model delivers dependable, fully automated backup of activity at an eminently affordable price.

The Standard Touch model is easy to use — making employee training a breeze. Eminently secure thanks to its 18-gauge steel key cabinet, the Standard Touch operates using coded keys that are arbitrarily rotated when returned, making them completely untrackable.

Data is stored in the cloud, and further secured thanks to a hierarchical system which delivers reports for more than one location with a single login. Long-term records are archived to make the system more streamlined, and the Standard Touch is available in single and double-cabinet options.

secure key control

The Premium Touch Key Control System

The Premium Touch model delivers the gold standard in flexibility, reporting, and security. A simple touch provides instant reports, whether the user is looking to check the reason for a particular key withdrawal, or merely the last time the key for a particular unit/room was withdrawn.

Offering the largest display in a single unit, the Premium Touch allows users to monitor keys out in relation to work orders. It also provides visual screen codes which eliminate much of the typing mistakes of older systems, while also facilitating work order flow.

In terms of sophistication, the Premium Touch integrates One Touch Building Pull, which lists units for each building to make pulling multiple keys even easier, and all without an extra inch of desk or wall space.

The Premium Touch also offers an integral Wi-Fi connection, which, along with dedicated hardware and software, makes accessing all the HandyTrac cabinets in your system even easier. Most important, the Premium Touch offers the key-control paradigm in terms of security, reporting, and flexibility in a system that permits review of individual work orders with a single touch.

Key control systems you and your residents can trust

HandyTrac’s key management system can be interfaced with an overall building security system, providing layers of safety and defensibility for multifamily, student and military housing.

Contact us today to learn more about our key control systems.

Why Property Managers Choose HandyTrac for Secure Key Control

Posted on by clapointe

secure key controlHandyTrac Systems, a key control firm serving multifamily, military, and student housing, has long been the favorite of property managers and building owners.

As a testimony to that popularity, HandyTrac Systems is now servicing customers across the USA, and its presence in all fifty states is a testament to its valuable yet affordable key control system. In addition, HandyTrac’s patented key management system is unique in that it backs up all of its client’s data with an audit trail.

Founded by apartment industry veterans who saw the value in a system that organizes and keeps track of building unit or apartment keys, HandyTrac provides clients with an audit trail which can be used to determine frequency of repairs, pest control activities, move-in move-out dates for billing, and lockouts.

The most important facet of any key control system is its ability to prevent residence keys from getting into the wrong hands. The resulting judgments against multifamily management companies which did not have key control and audit facilities are extensive. As one law firm points out, too many New Yorkers have been killed or seriously injured in robberies, shootings, stabbings, and beatings that could have been avoided if the apartment building had adequate key control security. In addition, these premises liability lawsuits can cost millions.

Over the past 20 years, HandyTrac has managed keys for more than 3 million apartment homes coast to coast through a cloud-based tracking system that affords owners and managers the ability to instantly access key reporting via a single login through a computer or smartphone.

A member of the National Apartment Association, the National Multifamily Housing Council, the Chicagoland Apartment Association, and the Bay Area Apartment Association, HandyTrac has won praise from many companies:

“The price fits perfectly in our budget and the systems have all the essential features and functions of much more expensive systems.” — Milestone Management

“We have made a big transition into keeping our specialty keys more secure and we couldn’t have done it effectively without a product like HandyTrac.” — University of Connecticut

“The system is backed by a service plan that makes it an unbeatable value.” — Altman Management Company

“The HandyTrac system has been very reliable and we’ve received outstanding product support and great response time from their representatives.” — Western National Property Management

HandyTrac is an integrated system providing all the software and hardware that building management and owners need to operate securely. In addition, in about the same amount of wall or desk space currently being used for keys, HandyTrac’s combined biotechnological display unit provides the highest possible level of security, flexibility, and reporting capability.

Contact HandyTrac today to learn how an industry-backed key control system can strengthen the security of your property.