Digital Key Management: Clarity, Flexibility & Security

The possibilities of digitization are manifold. Digital  solutions are particularly valued in building security. One option is digital key management. This article shows what is behind it and what opportunities and advantages it offers.

What does “digital key management” mean?

In general, key management is used for large key inventories . These must be organized and managed accordingly, for which various systems are suitable. One possibility is digital key management.  

Key management makes it possible to  bundle all elements of one or more locking systems in a central system in order to create a comprehensive overview. From the key to the cylinder to the door itself, everything can be organized in the key management. This includes, among other things, the issuance, return or loss reporting of keys.  

With digital key management , all relevant elements are included in one software . There, building owners and managers have a complete overview. Many processes can be automated, allowing for even more comprehensive and better control.

In short: A key management system regulates and documents the distribution and transfer and sometimes also the use of keys.  

What are the advantages of digital key management?

Unlike a lockable physical cabinet, in which all the keys of a building are stored, everything to do with the locking system fits into a digital key management system. Several systems can even be combined – because the possibilities are much more extensive digitally.

In addition, the overview in a digital system is much better than with the conventional method. Administrators can see at a glance which keys have been issued to which person and whether a return may be pending.

In addition, a locking plan can be integrated into the digital key management system – i.e. the mapping of the structure of locking systems. Administrators have an overview of all access authorizations.

Another big plus: Digital key management is not only suitable for keeping track of conventional, physical keys. Digital access media can also be managed in a corresponding system. Be it a key card or a transponder – in a digital key management system, it is possible to flexibly control which users have which access authorizations. Even if biometric data such as an iris or fingerprint scan is used for access, an overview is possible with digital key management.  

Functions of digital key management

Depending on the provider, the functions and features of digital key management can vary. Above all, an individual adaptation to one's own company needs is practical. At BlueID, you get tailor-made solutions so that your administration really offers the functions you need.

The following functions are generally possible with digital key management:

• Maintenance of information on all components of one or more locking systems through data forms

• Locking plan including display of links between the locking groups

• Protocols for issuing, returning, reporting loss or destruction of keys

• Upload function for seamless documentation of signed protocols

• Reminder of key return (e.g. when employees leave the company)

• Reports for the evaluation of the data stock

• Key revision report

• Management of transponder systems

This means that all the necessary information about the keys of a locking system is centrally bundled in a digital key management system.

Legal requirements for (digital) key management

Comprehensive key management is essential for the security of buildings. Especially when it comes to sensitive company data or assets, good protection is in the interest of all parties involved. However, there are also legal requirements that building operators must comply with.

Since May 2018, the General Data Protection Regulation (GDPR) has been providing data protection regulations in Germany. It is supplemented by the Federal Data Protection Act (BDSG). Art. 32 GDPR is primarily important for key management. Technical and organizational measures that must be taken in the context of data security are listed here. Section 64 (3) sentence 1 BDSG-neu also provides guidance. In summary, both sources say that unauthorized persons should not be allowed to gain physical access to rooms in which data processing equipment processes personal data. Key management is correspondingly important in these areas.

The IT-Grundschutz Compendium is also relevant. The OPR (Organisation and Personnel) module regulates, among other things, that access rights to protected spaces should be allocated according to the need-to-know principle . The allocation and withdrawal of access rights must always be documented.  

Furthermore, the INF (infrastructure) module states that a locking plan should be available for all keys of the building. The production, storage, management and issuance of keys should also be centrally regulated. Therefore, digital key management is ideally suited to comply with applicable laws and always be on the safe side.

Conclusion

Digital key management offers a number of advantages for companies and other building operators. It is important to choose a system that  suits your own locking system and your own needs. At BlueID, we take care of tailor-made solutions for every requirement.