How do you register key usage within your company?

You register key usage within your company by recording, at every key issuance, who received which key, when this occurred, and for what purpose. This can be done via a physical key register, a digital system, or a combination of both. Which method is best depends on the size of your organization and the requirements you set for your access control. Do you have questions about the approach that suits your situation? Feel free to contact us and we will help you further. In this article, we answer the most frequently asked questions about registering key usage.

What are the most commonly used methods to track key usage?

The most commonly used methods for tracking key usage are a physical key register on paper or in a spreadsheet, a digital key management system, and a key cabinet with electronic access registration. Which method you choose depends on the number of keys, the number of users, and the level of control you require.

Small businesses with a limited number of keys often work with a simple paper register or an Excel file. Medium-sized and larger organizations are increasingly opting for a digital solution because it automatically maintains a logbook and leaves less room for human error. An electronic key cabinet combines physical storage with digital registration: employees identify themselves with a PIN code or card, after which the system automatically records who took which key and when it was returned.

What information do you need to record when issuing keys?

When issuing a key, you must record at least the following details: the name of the recipient, the key number or description of the key, the date and time of issuance, the expected return date, and the signature or digital confirmation of the recipient. Additionally, you may record the purpose of the issuance and the name of the responsible employee.

Good record-keeping ensures that you know where every key is located at any given moment. This is not only practical but also important during incidents or audits. When a key is missing for too long or is not returned, you can quickly determine who has it and take action. The more complete the record-keeping, the easier it is to assign responsibility and resolve problems.

How does a digital key management system work?

A digital key management system works by automatically registering every key transaction via software, often linked to an electronic key cabinet or a web application. Employees log in using a personal code, card, or biometric identification, after which the system tracks the issuance and return of keys in a central logbook.

The advantages over a paper system are significant. The system automatically sends notifications when a key is missing for too long, generates overviews per employee or location, and makes it easy to export reports for internal audits. Some systems are linked to the HR administration, so that key access is automatically revoked when an employee leaves the company. This significantly reduces the risk of unauthorized access.

When is a physical key register sufficient?

A physical key register is sufficient when your organization manages a small number of keys, usage is limited to a fixed group of employees, and the risks of unauthorized access are relatively low. Consider a small office with five to ten employees and a handful of keys for the front and back doors.

In that situation, a paper register or a simple spreadsheet provides sufficient overview without the need to invest in a digital solution. However, it is important that the register is consistently maintained and kept in a fixed, accessible location. As soon as the number of keys or users grows, or as soon as employees require access at varying times, a digital system quickly becomes the better choice.

Who is responsible for maintaining the key register?

The responsibility for maintaining the key register typically lies with the facilities manager, the reception, or a designated security officer. In smaller organizations, this is often the office manager or the director themselves. It is essential that there is a single clear point of contact so that the register does not become fragmented across multiple people.

In addition to the primary person responsible, it is advisable to appoint a substitute for situations of absence or illness. Document the procedures in writing: who issues keys, who is authorized to receive keys, how changes are recorded, and who periodically checks the register. Clear agreements prevent the register from becoming outdated or being incomplete, which undermines the reliability of your access management.

What do you do if a registered key is lost?

If a registered key is lost, take the following steps immediately: report the loss to the person responsible, record the report in the key register with the date and circumstances, assess the risk of unauthorized access, and have the lock or cylinder replaced if necessary. Do not delay in doing so, as a lost key poses an immediate security risk.

Following immediate action, it is important to analyze how the loss occurred. Was the key issued to the correct person? Was the return obligation clearly communicated? Are adjustments needed in the issuance or registration procedure? By documenting and evaluating every incident, you structurally improve security and reduce the likelihood of recurrence. In environments with higher security requirements, it is also advisable to temporarily revise the access rights of the affected employee following a key loss until the situation has been fully clarified.

A well-structured key register is the foundation of reliable access management within your organization. Whether you choose a paper-based system or a fully digital solution, consistent registration and clear responsibilities make all the difference. Would you like to know which approach best suits your situation? Contact us contact Sellox and schedule an appointment to discuss the possibilities.