02.02.2012

proxSafe flexx Key Management by Protec Service GmbH

After conversion to electronic key management, the old key book can finally be closed for the last time.

Protec Service GmbH provides security, cleaning and facility management services to business and private customers, public institutions and event organisers. Up to now Protec employees had to make manual entries in the key book at the start of their shift when they, for example, took over a cleaning vehicle.

This required an inconvenient and time-consuming entry in the key book and a corresponding report on their return. Since June 2010, Protec Service GmbH has used an electronic key management system from deister electronic. As a result of working for major customers such as Expo 2000, ÖPNV and the AWD Arena in Hanover, Protec Service was able to optimise its routines and solutions, which have been in use since the company was spun out of the parent company Üstra in 1997, and its start at that time as provider of security services for the entire public transport network (ÖPNV) in Hanover. “We wanted to centralise our key management and to relieve those concerned of time-consuming key issue and return operations”, says Stefan Jagodzinski, who is responsible for the proxSafe system at Protec.

Issuing keys according to authorisation

The secure proxSafe flexx key safe, made of sheet steel, was installed directly in the Protec employees' recreation room on the company's premises at Hanover-Döhren. Since last summer, key issuing has been managed centrally there, where the Facility Management division's vehicles are parked. Employees who have the required authorisation can quickly and easily withdraw the keys they need by identifying themselves with their user pass at the terminal. The authorisation details of each individual employee are stored there. According to the authorisation (shift and tasks of the employee), the appropriate key can be withdrawn and returned. When an employee holds his pass in front of the terminal, the safe door can be unlocked and opened. The correct key is indicated by an illuminated ring and can be withdrawn. All the other keys remain locked in their places. The key is returned in the same, uncomplicated way. The key safe is electronically protected. Any attempt at manipulation triggers an alarm. Every operation at the key safe is electronically recorded, and so is available for reference at any time.

E-mail when a key is missing

At the end of a shift, the system records electronically which keys have been returned. “If a set of keys is missing at the end of a day, the electronic management program notifies me by e-mail. I can then speak directly to the employee who last had the key”, explains Stefan Jagodzinski. This eliminates tiresome searches for keys. In the meantime, the key management system from deister electronic is so well accepted by both employees and managers at the security systems provider, that an extension module was installed during the three-month trial phase to increase capacity to 64 keys. The mode of operation using RFID technology ensures that key fobs do not come into contact with the electronics. In this way soiling and wear of the key slots are technically avoided. Where required RFID solutions from deister electronic can be integrated into existing systems.