Run a car, van or lorry fleet? Here's why you need a key tracking strategy

The British Safety Council describes driving for work as ‘one of the most dangerous daily activities an employee can undertake’, while a recent study on behalf of National Highways and RoadSafe found that nearly one third (29 per cent) of all road fatalities and 21 per cent of all casualties occur in driving-for-work collisions.

In the case of a collision, if those managing expansive fleets and large teams of drivers are unable to provide a clear and accurate audit trail showing which driver has access to which keys, it can lead to culpability risks, including corporate manslaughter, prolonged disruption to operations and ultimately, damage to a hard-earned reputation.

So how can businesses reduce the risk to their employees, while also making sure that their approach to logistics and fleet management is fit for purpose and managed in a way that improves health and safety, accountability and efficiencies? Modern key management systems are central to it all.

Advancing key technologies

There are still thousands of businesses who rely on outdated key management systems to manage their vehicles, many of which are freely accessible to all employees within a team. Sometimes, this is as archaic a solution as a wooden peg board with keys hung up, an unlocked cabinet, or simply a drawer full of keys.

Put simply, this significantly increases the level of risk the business is exposed to. Should keys for vehicles come into the wrong hands, the health and safety of the employee, colleagues and other road users can be put at serious threat, making a traceable key management system a vital part of any business logistics function.

Today, there are key management systems designed specifically to minimise the chances of these tragedies happening, with solutions that ensure only certain employees – such as those with a specific licence, or with an explicit amount of experience or seniority – can access the keys for certain vehicles.

Not only this, but the systems work to improve efficiencies on site, too, saving valuable time in locating keys by always being assured of their exact location. They can also ensure vehicle management records are kept instantly up to date, with details on exactly when keys have been used, and by whom, vastly improving operations across the workplace.

An opportunity for change

Entirely customisable, electronic key management systems offer a variety of different access tools including pin codes, fingerprints or swipe access, and incorporate static key management for buildings and estates teams, or dynamic key management for fleets or other organisations where keys may move between sites and cabinets.

The software embedded into the system can be programmed to dictate which keys people can withdraw, once they gain access to the cabinet. If an employee doesn’t have an HGV licence, for example, they’d be restricted to withdrawing the keys for regular cars only.

When a key is withdrawn, the system is programmed to provide a senior member of the team with updates on who withdrew it and when, increasing accountability on the user to ensure the key’s safe return, and making it easier for business owners to understand who might have lost a key should one go missing.

An electronic system was utilised by Southampton Freight Services, which previously had an insecure, basic management process involving placing keys in a locked box. Its electronic solution now prevents unauthorised access to specific keys for certain employees, with a multi-factor authentication system in place. The company also has access to a full audit trail showing which user took which key, at what time, and if the key has since been returned, enforcing accountability among the team.

Mechanical solutions

Alternatively, businesses can utilise mechanical key systems.

Consisting of a secure peg-in, peg-out solution, they streamline key management processes and can be customised to any business’ operational needs, whether it’s per number of employees, vehicles, sites and more. While you can track which team member has which key, anyone with access to the cabinet can withdraw any key. As such, access to the mechanical system itself should be limited to just those with the authority to use the keys stored within.

Modern mechanical systems come in a variety of styles, including mirrored-front cabinets, which add an extra layer of security by providing the user with sight of anyone stood behind them.

Service is key

For growing businesses, being able to securely and efficiently manage keys and other items, such as equipment, can become a complex operation, so anyone exploring such systems should consider the level of service provided by the supplier to ensure you have a solution that suits your needs.

For example, an upfront site survey would determine which system is best matched to your business, and if you need to install extra data or electronic points. A proficient provider should also offer training to your team to ensure those monitoring the system are fully versed in how to use it, while ongoing maintenance packages and health checks should be offered to ensure the system never fails and disrupts your operations.

More benefits to your business than key tracking

As part of its Running a Safe Fleet report issued earlier this year, Fleet News stated that building a safety-first culture within fleets can lead to other wide-ranging business benefits, including positively influenced driver behaviour such as an increased sense of responsibility and loyalty. So, while no business can eliminate the risk of driving-for-work collisions, taking control of your key management system should be the one step you take to get closer to that goal.