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What Are RFID Key Cards and How Do They Work?

rfid key cardsIn an age when building and community security are more important than ever, many facilities are doing away with physical, mechanical keys in favor of electronically-read RFID key cards. These key cards are programmable, customizable and far more secure than mechanical keys, for a variety of reasons. Let’s explore this technology to see how it can make your apartment community, campus or facility more secure.

What Is RFID?

RFID stands for “Radio Frequency Identification,” and as with most modern technology today, it is associated with a chip. Specifically, objects equipped with RFID contain a small chip programmed with data, along with a tiny antenna that transmits that data via a weak signal to nearby receivers. As a more secure technology, RFID is rapidly replacing barcodes and magnetic strips that used to contain similar information to be read by scanners. We see it on our credit cards which are now trading the familiar magnetic strip for enhanced chip technology. We also use RFID in key cards which can be programmed to unlock doors when the card is placed near a receiver at the entry point. In the context of key control, the RFID card replaces the standard lock-and-key system for entry. You place the card on or near the reader, the reader identifies the signal as belonging to an authorized user, and the door unlocks.

How Are RFID Key Cards Safer?

RFID key cards offer many advantages over physical keys and even barcode technology — both of which can be easily copied. Here are just a few of the advantages replacing conventional lock-and-key systems with an RFID key card system:

● Difficult to copy or hack. A radio signal can’t be “copied,” and the signal itself can be encrypted so other devices can’t decipher the data.

● Customizable and programmable. An RFID key card can be programmed to open only specific doors (or only one) for a specific amount of time. (Hotels use keycards to authorize their guests only to access their hotel room and the fitness center, set to stop working the morning of checkout.) This system allows management to restrict employee access only to specific authorized areas of the facility for certain amounts of time.

● Anonymous. With no identifying marks on the key card, only the authorized user and the computer may know which door(s) the card will unlock.

● Easily deactivated. If a keycard is lost or stolen, the system can easily deauthorize its identification signal — or the card may simply be allowed expire.

● More cost-effective security. When physical keys are lost or compromised, the lock must be changed to restore security. When a key card is lost, it can be deauthorized, making it effectively disposable. No need to change the locks!

A Management Solution for All Key Types

While RFID keycards are generally more secure than physical keys, their implementation is meaningless without a secure electronic key control system. Acting as a reinforced shield for your keys, HandyTrac offers two secure key control solutions that are accommodating to keys of all types. In addition to keeping your keys secure, HandyTrac archives an audit trail, and streamlines reporting to provide property managers with a complete key management solution.

For more tips on effective key control or information about our systems, contact us today.

Minimize Hotel Security Risks with Electronic Key Control

hotel securityWhile many hospitality companies strive to make their hotel properties as safe and secure as possible for their guests, managing security risks is always one of the greatest challenges. By nature, hotels have many rooms with many access points and large amounts of traffic, making them a favorite target for thieves and predators. Since keys provide access, keys are also the greatest point of vulnerability. This is why implementing a strong key control policy is one of the best ways for a hotel to minimize its security and liability risks.

Most hotels these days have already implemented some form of programmable keycard system for guests to access their specific room for a specific length of time. However, true key control goes much deeper than that; it also needs to include restricted and monitored access for hotel employees. Background checks can only do so much, and employees with key access are given a level of trust that can be easily violated. If a hotel employee accesses a room unlawfully and steals something (or worse, victimizes a guest), to what extent is that hotel legally liable for the infraction? If something like this happens on your property and you haven’t taken every reasonable step to prevent that action, your hotel could be held responsible on the grounds of negligence.

One of the best ways to prevent or limit this liability is to implement a strong key control system, one that tracks and restricts employee access and keeps all keys in a secure location. Not only does it provide an effective deterrent against unauthorized access, but it also allows management to instantly identify unusual patterns and identify users who violate the rules.

What Does Effective Hotel Key Control Look Like?

For hotels with keycard access, employee key control can simply be an extension of the type of control provided for hotel guests. Here are a few of the top priorities that need to be in place for a good key control system:

Secure, centralized location for pulling keys: Employees should have to check keys out and in from a locked box rather than carrying them around indefinitely.

Unique identification and authorization: The system should be able to identify each employee by a badge and fingerprint as they log in, pull keys and return them.

Customizable reason codes: The system should track not just which keys are pulled, but by whom and for what reason.

Instant reporting and audit trails: A good key control system should always enable management to track activity by key, by building, by day/time and by employee.

● Restricted access: Whenever possible, key control should include customizable access so only authorized employees may pull keys to certain areas of the building or facility.

Benefits of a Hotel Key Control System

Key control helps minimize the security risks of a hotel in a number of ways:

Greater employee accountability. Simply put, employees tend to stay honest and behave when they know their activities are being tracked. With key control, you’ll enjoy reduced risks of employee violations.

Streamlined processes and greater productivity. A good key control system can improve overall workflow processes, which helps your employees stay more productive. (No more wasted time tracking down missing keys!)

Lower costs. When keys are lost or compromised, the only true way to restore security is to call the locksmith. Key control greatly reduces the number of times you have to do this — especially if you use keycard access, since card keys are disposable and can be simply deactivated if lost. In addition, greater key control often results in lower insurance premiums since your liability risks go down considerably.

Mitigated liability. If someone does manage to do harm on the premises, your legal liability may be greatly reduced since key control demonstrates good intent and weakens the argument of negligence.

Peace of mind. The actual number of incidents of theft and victimization can be greatly reduced with key control, sometimes eliminated altogether. This is the ultimate goal, after all—to keep your guests safe. In a day when security risks are higher than ever, every hotel should consider reducing their risk by implementing strong key control.

HandyTrac offers a number of excellent key control solutions designed to enhance employee accountability and mitigate risk. To learn more about how HandyTrac can help your hotel property, contact us today.