Guide to Buying and Using a Key Safe

A key cabinet or safe is a secure storage device used to store physical keys. It is usually a metal box with a lock, and can be mounted on a wall or placed on a flat surface. There are even filing cabinet suspension files that hold keys, which can easily be used with existing filing cabinets, to reduce costs. Their purpose is to allow multiple people to access them, while ensuring that they remain secure and protected. They are often used in offices, schools, hospitals, and other organisations where multiple people need access to them but they need to be stored securely.

Using a cabinet for a business provides several benefits, including:

●      Organisation: They allow for a more organised storage of keys, reducing the risk of these being lost or misplaced, since they come with numbered key ring tags.

●      Access control: By assigning specific keys to specific individuals and controlling access to the cabinet, a business can better manage who has access to certain areas.

●      Security: They provide a secure storage solution, reducing the risk of unauthorised access to sensitive areas.

●      Improved Efficiency: They help eliminate the need for duplicates, reducing time and effort.

●      Record Keeping: Some types of cabinets come with key management software that can track who has accessed the cabinet and when, providing a useful record-keeping tool.

●      Peace of Mind: They can help a business ensure that its facilities are secure, providing peace of mind to management and employees.

In Australia, several types of key cabinets are available, including:

●      Wall-mounted: These are the most common type and are designed to be mounted on a wall. They are available in a range of sizes and security levels.

●      Portable: These are smaller types that can be moved and placed on a flat surface. They are often used in temporary locations or in small offices.

●      Digital: These are equipped with digital locks, such as combination locks or biometric locks. They offer a high level of security and access control.

●      Key management systems: These are more advanced systems that use software to track and manage access. They are often used in larger organisations.

●      Fireproof cabinets: These are designed to be fire-resistant, providing added protection for what is stored inside.

These are some of the most common types of key cabinets available in Australia. The type of solution that is best for your business will depend on your specific needs and requirements.

What should you consider when choosing a key cabinet for your business?

When choosing a cabinet or safe for a business, consider the following factors:

●      Size: Choose one that is large enough to store all of the keys that your business requires, but not so large that it takes up valuable space.

●      Security features: Look for those models that have strong locks and security features, such as a combination lock or biometric access control.

●      Durability: Choose one that is well-constructed and durable, with sturdy hinges and a solid frame.

●      Wall-mounting options: If you plan to mount it on a wall, make sure that it comes with the necessary hardware and that it will fit securely in your desired location.

●      Key management software: Consider those that come with software, which can help you keep track of who has accessed the keys and when.

●      Cost: These types of equipment can range in price depending on their size, security features, and software available. Determine your budget and look for one that provides the best value for your money.

How can you use a key cabinet effectively in an office?

To use a key cabinet effectively in an office, follow these steps:

●      Assign access: Assign keys to specific employees and limit access to the cabinet to authorised personnel only.

●      Label them: Label each one with its corresponding location or lock to make it easy to identify and retrieve the correct key.

●      Track usage: Use the software (if available) to track who has accessed them and when. This information can be useful for auditing purposes.

●      Store duplicates: Store duplicates in the safe in case of loss or damage.

●      Secure the cabinet: Install the safe in a secure location and ensure that it is properly locked at all times when not in use.

●      Review access regularly: Review access to the safe regularly and update access permissions as needed to ensure that only authorised personnel have access to keys.

By following these steps, you can help your office maintain better control over access to its facilities and improve the overall security of its keys.

It is important for a business to have a key management policy because it helps to ensure that there is proper control and protection, reducing the risk of unauthorised access and improving overall security. A policy such as this can include guidelines for assigning, controlling access to the safe, tracking usage, and replacing lost or damaged ones. Having a clear and well-enforced policy can also help to reduce the risk of liability for the business. For example, if a key is lost or stolen and used to gain unauthorised access to a facility, the business may be held responsible.

Additionally, a proper policy can help to improve the efficiency of key management by establishing clear procedures for assigning, accessing, and tracking them. This can help to save time and reduce the risk of errors, making it more effective and less disruptive to the business. Overall, having a policy is a critical component of effective management of these valuable assets and can help a business ensure the security and protection of its facilities, and assets.