Digital Key Management Systems: How to Choose, Set Up and Control Every Key on Your Site

Every site runs on keys: the store room, the DG room, the server rack, the vehicle fleet, the panel room and the main gate. When those keys hang on an open board or sit in a guard's drawer, nobody can say who took a key, when, or why it has not come back. A digital key management system locks every key in its own slot, releases it only to authorised people, and records every issue and return. This guide covers the KTI key management range, how to choose the right cabinet, how to set it up and use it day to day, and what suits different kinds of sites.

An open key board can't tell you who took a key or when it will come back.
Choose the right key management system

Product	Best for	Key details
Key Control Cabinet 50 Keys	Small offices and shops starting with basic key control	Lockable cabinet with transparent cover, 50 hooks, no electronics
Key Management System Standalone, 15 Keys	A single department or a small building	Fingerprint and RFID access, EM lock, single access
Key Management System Standalone, 25 Keys	Mid-size offices and plant departments	Fingerprint and RFID access, standalone, single access
Key Management System Standalone, 50 Keys	Larger buildings without a network	Fingerprint, RFID and EM lock, customisable
16 Keys Face RFID KTI Digital Key Management System	Control rooms, labs and server rooms	Each key on an RFID fob in its own locked slot, face recognition login
32 Keys Fingerprint RFID KTI Digital Key Management System	Factories, hospitals and hotels	Fingerprint login, RFID key slots, stores up to 32,000 transactions
64 Keys Face RFID KTI Digital Key Management System	Large plants and campuses	64 key slots with face recognition and a full key log
RFID KTI Digital Key Management System with 7 Inch Screen, 128 Fingerprint	Multi-shift sites with many users and keys	7 inch touch screen, dual authentication, real-time transaction log
RFID Digital Key Management System with Genetec Integration, 64 Keys	Sites that run Genetec security software	Integrates key events with Genetec; also offered in 16 to 128 key sizes
Digital Key Management System, Cloud Based, 26 Keys	Multi-site businesses that want remote control	Cloud based, fingerprint and card entry, 24/7 key release
Controller for RFID Digital Key Management System	Expanding a system with extra key panels	7 inch touch screen controller that handles up to 1,024 keys
RFID Key Fob for DKMS	Extra or replacement key tags	Each fob identifies one key or key bunch to the cabinet

How to choose
Start by counting your keys, then add about 25 per cent for growth. Next, decide how people will log in. Fingerprint is quick and can't be lent to a colleague. Face recognition is touch-free and works well for staff wearing gloves. RFID cards suit sites that already issue access cards. Dual authentication, such as card plus fingerprint, is the right choice for high-value keys. A standalone unit is enough for one building. If you want reports, alerts and remote key release across several locations, choose a networked or cloud based system. If your security team already works in Genetec, choose the Genetec-integrated model so key events appear alongside access and video alarms.
How to set up and use a key management system, step by step

1. List every key. Walk the site and list each key or bunch with its location, its owner and who may take it. Retire keys nobody can identify.
2. Mount the cabinet. Fix it to a solid wall in a supervised spot, such as the security cabin or the reception, and give it a steady power supply.
3. Tag the keys. Attach each key or bunch to its own RFID key fob with a tamper-proof ring, and assign it to a numbered slot.
4. Enrol the users. Register each person's fingerprint, face or card, and give them rights only to the keys their job needs. Where the model supports time schedules, contractors can be limited to set hours.
5. Set the rules. Decide the return time for each key, who gets an alert when a key is overdue, and which keys need two-person or dual-factor release.
6. Issue and return. The user logs in, the cabinet unlocks only the slots they are allowed, and they take the key. On return, the key goes back into its slot and the time is logged.
7. Review the log. Check overdue keys every shift and run a weekly report of who took which key, so missing keys are traced in hours, not weeks.

A fingerprint login opens the cabinet and records who took which key.
What to install at different sites

• Small office or showroom: a key control cabinet for spare keys, or a 15 key standalone system if you need a record.
• Factory or warehouse: a 32 key fingerprint system in the security cabin for stores, panel rooms, forklifts and vehicles.
• Hospital, hotel or campus: a 64 key face recognition system, or a 128 key system with 7 inch screen for very large key sets.
• Multi-site business or facility management company: a cloud based system at each site, so keys can be released and tracked centrally.
• Sites with a security control room: the Genetec-integrated system, so overdue keys raise an alarm on the same screen as access control and CCTV.

A weekly key report traces missing keys in hours, not weeks.
Maintenance tips
Keep the cabinet on a supply with backup so it doesn't lock users out in a power cut, and keep the emergency override key in a sealed envelope with a senior manager. Clean fingerprint and face readers weekly with a soft dry cloth. Remove users the day they leave, and review access rights every quarter. Check key rings and fobs for wear, and replace any fob that the cabinet does not read on the first try. Back up the transaction log on networked systems so you can investigate incidents months later.
Frequently asked questions
What happens if a key isn't returned on time?
The system flags it as overdue and, on networked models, alerts the supervisor. The log shows exactly who took it and when.
Can two people be required to release a sensitive key?
Yes. Models with dual authentication can require two credentials, such as a card and a fingerprint, before the slot opens.
Do I need a network?
Not for standalone units. You need a network for central reporting, remote release, cloud access or integration with other security software.
Can we add more keys later?
Yes. Choose a larger cabinet or add panels to a system driven by the RFID controller, which handles up to 1,024 keys.
Take control of every key on your site. Browse the full range of digital key management systems, or use Enquiry Now on any product page for site advice, bulk and dealer pricing.