The importance of key control in universities

Universities are busy environments with teachers, staff, students and visitors in constant flow.  Key management needs to be carefully governed to ensure authorised access and total security as our duty of care to our students.

The main security risk to Universities is key loss or replacement.  With thousands of keys in operation, often on one larger master key set, ensuring the right people can find keys and equipment quickly and efficiently is fundamental to the smooth running of any educational site

When keys go missing, it disrupts lessons and takes away from the student experience.  There is also a critical security issue as we have to control access so that only authorised personnel can enter certain areas.  This is something securities teams have to monitor carefully both inside and outside of timetables. 

Universities have repeatedly cited the burden on the administrative personnel to monitor keys and avoid loss - which for already stretched resources is difficult to manage.

The main issue is key loss or replacement.  With thousands of keys in operation, often on one larger master key set, ensuring the right people can find keys and equipment quickly and efficiently is fundamental to the smooth running of any educational site.

Universities also often cover huge sites, as busy environments, with teachers, staff, students and visitors in constant flow.  Key management needs to be carefully governed to ensure authorised access and total security as our duty of care to our students.

When keys go missing, it disrupts lessons and takes away from the student experience.  There is also a critical security issue as we have to control access so that only authorised personnel can enter certain areas.  This is something security teams have to monitor carefully both inside and outside of learning timetables.

Universities have repeatedly cited the burden on the already stretched administrative personnel to monitor keys and avoid loss.

The same is true for expensive equipment.  The majority of university students now have a smartphone or tablet device as part of their learning experience, with a very positive impact on learning.  But such inspirational tools introduce new challenges to universities, especially in regard to management and protection.

Universities featuring cafes, restaurants and libraries alongside computer and digital facilities are increasingly opening up for use by the wider community.  This has significant security implications for access control as we look to protect visitors whilst on site.  But also for the expensive equipment itself being used, which we need to ensure is accounted for at all times for students to benefit.

The majority of schools and university students now have a smartphone or tablet device as part of their learning experience, with a very positive impact on learning.  But such inspirational tools introduce new challenges to schools, especially in regard to management and protection.

In line with the new equipment available, schools are increasingly opening up for use by the wider community.  This has significant security implications as we look to protect visitors whilst on their site.  But also for the expensive equipment itself being used, which we need to ensure is accounted for at all times for our guests to benefit.

By replacing traditional key systems with intelligent Traka solutions, students can enjoy the benefits of quick and hassle-free entry to high-end resources including laptops and staff can utilise their time for the benefit of student services.

So successful in one red-brick university, systems have been transformed with Traka self-service laptop lockers that students can loan laptops quickly and easily, avoiding waiting times and ultimately improving the student learning experience.

Intelligent key management offers universities a comprehensive set of tools to enhance security, improve operational efficiency, comply with health and safety legislation and provide a positive student experience. Cost-effective and simple to install, they integrate effectively with building and contractor management systems to ensure there is no disruption in setting up data transfers from a staff or student database..

The addition of audit control serves to keep staff and students accountable and responsible for keys and assets they have access to,. Such features offer the benefit of reducing time wasted looking for missing assets and further increase staff productivity and efficiency, allowing them to focus on their duties and enhance the overall quality of the learning experience.

Traka is a leading provider of intelligent key and equipment management solutions, and collaborates closely with universities to deliver customised and tailored solutions for their specific needs, and can also adapt and scale with evolving requirements.

Traka Touch Pro is our leading system design for universities.  With the capability to present secure access for only authorised staff,  they no longer have to track people down for missing keys, a vital time saver for busy campus estates!

It ensures secure access control, automates management processes, and offers convenient storage solutions, contributing to a safer, more efficient, and student-friendly environment.  If keys are not returned, access can then simply be revoked.

There is always maintenance work that has to occur over the university holidays. With temporary staff and contractors moving freely around the site, it is important to create a detailed scope of work and establish a clear timeline from start to finish. 

What is also crucial is the temporary access controls to ensure contractors have the necessary permits and instructions on where they can work and what access they require.  Any site manager for the university will undoubtedly be checking on this daily to stay informed and address any issues promptly.

Traka’s intelligent key system can enable temporary access to be made for contractors, which also adds a level of accountability to indicate unauthorised access or missing keys.  This together with the detailed audit trail capability, recording who accesses which key and when creates a greater responsibility for the security of a university estate.

Key management systems also have the capacity to integrate with contractor management software to ensure compliance with health and safety protocols, ensuring that keys are issued to only authorised contractors.

Temporary access control. is a feature offered on Traka Touch Pro cabinets that can ensure contractors have the necessary permits and instructions on where they can work and what access they require which helps staff and contractors move around their allocated site position freely, in the time presented.   This adds to the accountability and responsibility of contractors to ensure work programmes are completed on time. The added benefit of visual verification with a completre audit trail allows for remote checks so that managers stay informed and address any issues in a timely manner.