The Eindhoven University of Technology (TU/e) has implemented a computerized key management system to enhance security while maintaining its open character for public access.
TU/e, a research-driven technology university, prioritizes engineering science and technology education. With international engagement as its cornerstone, it provides an intellectually stimulating environment for personal and academic growth.
Key Management System
The university's extensive campus includes numerous buildings that must remain accessible to students and staff while securing essential areas like labs and offices.
The institution recognized the need for a reliable and secure key distribution system, leading to the adoption of the KeyWatcher®, which facilitates meticulous key tracking. This system ensures that only authorized users can access specific keys, complying with pre-approved protocols.
Overcoming Key Circulation Challenges
With the KeyPro™ Performance Software, authorized users can manage KeyWatcher® systems
One significant challenge faced by the TU/e security department was the unregistered circulation of numerous keys, which sparked greater interest in security measures. "Given the size of the university building and the large numbers of keys and master keys being in circulation they looked for an alternative for the provision of keys with registration. The KeyWatcher® has these features," states a TU/e representative.
The KeyWatcher® system modernizes key management by minimizing the reliance on traditional key cabinets and unreliable manual records. It logs the history of every key's usage, documenting user details, dates, and times of access and return. The robust stainless steel cabinet is resistant to tampering, ensuring a secure key management process. With the KeyPro™ Performance Software, authorized users can manage KeyWatcher® systems from any network-connected station, providing 24/7 oversight of building access.
Implementation and Impact
Upon implementing the KeyWatcher®, TU/e witnessed a significant reduction in the number of keys in circulation and improved tracking accuracy for key holders. Initially introduced in one building, the system's main unit is stationed at the reception, under constant supervision. A secondary unit is available at the department head's office for added security. This new approach completely replaced the previous cabinet system.
Receptionists play a crucial role in managing the KeyWatcher®, providing necessary guidance and support. However, the system's straightforward operation allows users to adapt quickly, aided by a simple manual. Now, each room's access is regulated through authorization, which tracks user access times. The system's report retrieval feature offers a notable advantage in identifying the last holder of any misplaced key, marking a significant improvement over the old system.
The Eindhoven University of Technology (TU/e) is a research driven and design-oriented technology university with international reach which especially aims at educating young people at university level within the field of ‘engineering science & technology’.
The TU/e offers its students and employees an international and academic study and work climate, which means an intellectually stimulating study and work climate, which inspires its students to achieve broad personal development, to social and cultural engagement and to an enterprising attitude.
Key management system
The TU/e has a large number of buildings on its private property which should be open to the public, students and employees. The TU/e would like to radiate “an open character” which leads to the necessity of properly screening off the locations which need to remain closed such as offices, labs and research rooms. It is necessary that the provision of keys is done in a good, reliable and safe way. It is also necessary that the entry procedures which are already available are provided by a computerised key management system.
The Challenge - The culture of the employees and students at the TU/e was the biggest challenge for the TU/e security department. Many keys were in circulation and they had not all been registered. Keys were often passed from hand to hand and the necessity to lock up rooms became more and more of a topic of interest. “Given the size of the university building and the large numbers of keys and master keys being in circulation they looked for an alternative for the provision of keys with registration. The KeyWatcher® has these features.”
Old-fashioned key cabinets
Solution - Because allocated keys are only released to users with the appropriate authorization, the KeyWatcher® helps to pursue a certain policy and to ensure that procedures are followed. With its little wall surface, the ergonomic system eliminates old-fashioned key cabinets, unreliable handmade journals and sloppy ID tags. It files the history of each key including the user, date and time of distribution and return of the key.
The solidly executed stainless steel cabinet has been designed to prevent abuse and it is manipulation-proof. By using the KeyPro™ Performance Software you can manage, if you are authorized, one or more KeyWatcher® systems through the network of any work station within your organization. Users are able to change the data in their database, retrieve reports, release keys, cancel alarms etc. This way, the opportunity is created to manage and check access to buildings and rooms, subject to time and place, 24/7.
Enabled a better registration
Implementation - When the TU/e security was put in touch with the system, it appeared that the KeyWatcher® considerably decreased the number of keys in circulation and it enabled a better registration of who had which key and when.
The employees and students had to be educated and convinced to work with the KeyWatcher® so they first started with one building. The key safe is located in the main building at the reception so it will be under supervision for most of the time. The reception also manages the software and takes care of the mutations. There is also a back-up location at the head of the department. The KeyWatcher® has fully replaced the old cabinet with keys.
People additional information
The Result - The receptionists supervised the whole process and, if necessary, they gave people additional information. The use of the system however is so easy that the users already knew how to work with it by means of a small manual. Of each room, one key is now in circulation which can be used by various people.
This is registered by means of the authorization: who has which key, during what times. “By retrieving reports it is possible for the receptionists to supervise the system. It is easy to find out who is the last person who had possession of the missing key. This is a great advantage compared to the old system.”
