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Five Frequently Overlooked Security Measures

Posted on by clapointe

security measuresSecurity is one aspect of property management that often leaves something to be desired. Many organizations think they have their bases covered, yet there are a variety of factors that are often overlooked, and these factors can have lasting impacts if exploited.

With this in mind, we’ve compiled a list of five frequently overlooked security measures. Here we will examine the risks and offer some advice on how to address said measures.

1. Physical security

The use of traditional lock systems can be a great way to secure your units, buildings, and equipment; but what happens if the key goes missing?

To prevent physical keys from falling into the wrong hands, the use of an electronic key control system like HandyTrac is highly recommended. In addition to safe storage, electronic key control systems offer a variety of features designed to prevent key loss and theft including real time reporting, multi-factor authentication, key anonymization, randomized rotation, and audit trail maintenance.

2. Handling and disposal of paper records

Documents containing sensitive information are often disposed of improperly or left lying around in the office. Although these documents and bits of information may seem insignificant to some, they have the potential to hurt the company if discovered by a skilled criminal.

To ensure that all sensitive documentation is properly handled and disposed of, consider implementing a company-wide policy. Doing so helps to provide a standard for employees and promotes a culture of accountability. A great place to start is a company-wide shredding policy.

3. Network security

Much like your buildings, your network has various access points that must be protected. Effective network security targets a variety of threats and prevents them from accessing sensitive information. To determine the state of your network, consider conducting a network audit. An audit can help to uncover vulnerabilities within your network and improve overall security.

4. Breach Planning

Data breaches can hurt your brand, customer confidence and reputation, so it’s important to establish a breach response plan ahead of time to minimize the damage. To be effective, a data breach response plan should include the following:

– A definition of a breach
– A list of response team members
– The action steps for handling the breach
– A follow-up procedure

Once your plan is in place, educate your employees and test it often to ensure its effectiveness. A little bit of preparation can go a long way!

5. Security education for employees

People have quickly become the largest security vulnerability in any organization. Employees are frequently targeted  by hackers through various phishing attempts, and with over 90% of cybersecurity issues originating from human error within an organization, an investment in security education is worthwhile. Not sure where to begin? Here are some training best practices to get you started.

The Elements of a Strong Multifamily Key Control Policy

Posted on by clapointe

multifamily key control policyConcerned that your community has too much fluidity with its key control? Here are some ways to strengthen multifamily key control policy and restrict access:

Keep the keys secure

Keys should be kept in a strong, tamper-proof, locked cabinet that can only be unlocked through a series of protocols.

Implement multi-step access

Make sure your employees go through several steps before a key is issued to them. For example, the employee may need to scan a badge and input a PIN number before the box opens. Better yet, implement a biometric system that reads fingerprints.

Enforce accountability

Employees should input which key(s) they are taking, at what time, and for what purpose — and they should check keys back in by a similar process.

Secure restricted access points

For enhanced security, certain employees should only access certain keys for certain parts of the building or community. They may only be allowed to check out specific physical keys, or their card keys may be coded for access to certain rooms.

Streamline your reporting

Management should be able to view reports at any given time that can show how many keys are out, who has them, which buildings/units have been accessed and at what time. This type of monitoring may be crucial to identifying potential violations because unusual activity can be identified easily.

Establish an audit trail

Reports should be backed up offsite to prevent any attempts to manipulate the data.

Train employees with a consistent protocol

Every employee should be properly trained in the procedure for obtaining and returning keys, and check-out/check-in occurs exactly the same way every time.

Advantages of a Strong Key Control Policy

Making improvements to your key control policy can do the following:

● Help you quickly identify and correct violations for heightened security

● Help you prevent an intrusion from happening in the first place

● Help you pinpoint suspicious activity in the unlikely event of a break-in

● Give you and your residents greater peace of mind

Keys provide virtually untraceable access, making them your greatest potential vulnerability. This means that your keys must be accompanied by the highest levels of security and oversight.

HandyTrac offers a variety of key control solutions designed to enhance your company’s key control policy, making it easy to monitor, track, and secure your keys. To learn more, contact us today.

4 Questions to Ask When Choosing a Secure Key Control Solution

Posted on by clapointe

key control solutionIn any community, campus or facility, keys are typically your greatest point of vulnerability. The better you protect and monitor your keys, the safer your property becomes — and the best way to do that is by establishing some form of key control. That said, choosing a secure key control solution that’s right for the needs of your building or community can be a daunting task. To ease the burden, here are four important questions to ask when evaluating an electronic key control system.

1. Does this system provide a central location for key
check-out and check-in?

The best way to track keys is to store them in one centralized location where employees check them out and return them. Without this feature, keys can get misplaced or stolen simply because no one really knows where they’re supposed to be when not in use. A secure key control solution will include a locked box where keys are stored and checked out. In larger facilities, you might use multiple locations, but those locations should be networked together so you always know which keys are being kept in which box.

2. Does this system offer multi-step secured access?

The more security steps you place into the checkout process, the harder it is for thieves to find a vulnerability and steal keys. If, for example, an employee can simply check out a key by swiping his badge, all it takes for a thief to gain access is by stealing or copying the badge. But if that employee must swipe the badge and type in a code — or better yet, use a fingerprint identification — the risk of theft goes down exponentially. Always look for a system that incorporates multiple steps into the check-out/check-in process.

3. What other hack-proof features does this system offer?

Once an employee gains access to the system, what safeguards are in place to make sure that employee takes only the key assigned to him/her? Barcode tags can mask the identification of keys; so can randomizing the location of the key within the box. Look for these and other hack-proof features in your key control solution to keep employees honest.

4. Does this system provide instant reporting and remote access?

For maximum security, your key control system should be able to generate reports at any time as to where keys are located, who has them, when they have them and why. You should also be able to pull these reports at any time via secure Wi-Fi access. This way, you can quickly identify anomalies and track unusual patterns of behavior before something bad happens.

When you’re ready to choose a secure key control solution for your building, community or campus, HandyTrac is here to help with a variety of options, one of which is perfect for your needs. To learn more, contact us today.

Key Management in the Age of Cybersecurity Threats

Posted on by clapointe

cybersecurityWith an increasing number of businesses integrating the internet into daily practices, it’s important that we all pay closer attention to the ongoing risk of cybersecurity threats. Modern key management systems are no exception. While the ability to pull reports instantly online via mobile devices makes our buildings and communities safer overall, the fact remains that any online connectivity comes with some risk of hacking. What can you do to keep your data and online activities safe in an age of ongoing cybersecurity threats?

Secure Your System

Regardless of how your company’s online network is configured, make sure it’s running on a secure system. Use firewalls and encrypting to secure your internet connections and your servers. If you use WiFi, make sure it’s hidden and protected by a strong password — and change the password frequently. Only grant network access to authorized personnel.

Require Strong Passwords for Employee Logins

Employees who log into the system should each have an individual login with a strong password that is difficult to guess. Employees should also be prompted to change passwords regularly.

Use Caution with Remote Access

If you log into your company’s network offsite using a smartphone or other mobile device, remember that you aren’t necessarily accessing the system using a secure server. Don’t log in using public WiFi, for example — or if you do, log in using a virtual private network (VPN) to hide from hackers.

Scan for Viruses, Spyware and Malware

You should have a strong antivirus, anti-spyware program in place to guard your system, and make sure it receives the latest updates to make sure newer viruses can be detected and eradicated from the system.

Run Updates on All Software

It’s a pain to keep up with software updates, but when developers send these to you, they’re usually dealing with newly discovered cybersecurity threats. Always keep operating systems and other software up to date.

Back Up Your System

You should be running full backups regularly of your entire system, from shared drives to individual computers. That way, if a hacker crashes your system, you won’t lose data and you can restore at least most of your functionality.

Use Multi-Step Logins Whenever Possible

You don’t want to spend all day logging in, but in truth, the more steps to the login process, the safer it is. With HandyTrac key control, for example, our systems are designed for employees accessing key boxes to take several steps to verify their identity. Some units even include biometric (fingerprint) identification which provides excellent security against intruders and hackers.

To learn more about our secure key control systems, contact HandyTrac today!

Finding a Computerized Key Control System for Every Budget

Posted on by clapointe

HandyTrac, the leader in key control solutions for multifamily, student and military housing has been developing and innovating key control systems for more than two decades.

Unlike physical (paper and ledger) key control systems — which can be lost, damaged, subverted or stolen — HandyTrac’s cloud-based systems are both maximally secured and immediately accessible to more than one individual at a time. This security is delivered through automated management which allows key access only by authorized users with preset PIN codes, access cards, or biometrics, depending on the model. Keys taken out of the cabinet are instantly reported and reports are available in a number of formats which may be accessed online, printed, or delivered to a PC.

The Standard Touch Key Control System

Accessed using a badge or pin, the Standard Touch is the exemplar among computerized key control systems. Connected to the Internet, this HandyTrac model delivers dependable, fully automated backup of activity at an eminently affordable price.

The Standard Touch model is easy to use — making employee training a breeze. Eminently secure thanks to its 18-gauge steel key cabinet, the Standard Touch operates using coded keys that are arbitrarily rotated when returned, making them completely untrackable.

Data is stored in the cloud, and further secured thanks to a hierarchical system which delivers reports for more than one location with a single login. Long-term records are archived to make the system more streamlined, and the Standard Touch is available in single and double-cabinet options.

secure key control

The Premium Touch Key Control System

The Premium Touch model delivers the gold standard in flexibility, reporting, and security. A simple touch provides instant reports, whether the user is looking to check the reason for a particular key withdrawal, or merely the last time the key for a particular unit/room was withdrawn.

Offering the largest display in a single unit, the Premium Touch allows users to monitor keys out in relation to work orders. It also provides visual screen codes which eliminate much of the typing mistakes of older systems, while also facilitating work order flow.

In terms of sophistication, the Premium Touch integrates One Touch Building Pull, which lists units for each building to make pulling multiple keys even easier, and all without an extra inch of desk or wall space.

The Premium Touch also offers an integral Wi-Fi connection, which, along with dedicated hardware and software, makes accessing all the HandyTrac cabinets in your system even easier. Most important, the Premium Touch offers the key-control paradigm in terms of security, reporting, and flexibility in a system that permits review of individual work orders with a single touch.

Key control systems you and your residents can trust

HandyTrac’s key management system can be interfaced with an overall building security system, providing layers of safety and defensibility for multifamily, student and military housing.

Contact us today to learn more about our key control systems.

Key Control – Is it Necessary?

Posted on by clapointe

key-to-lockTwenty years ago, the term ‘key control’ brought to mind a key cabinet with labeled keys and a master key. Only a handful of companies—among them Archon, Camden Property Trust and JPI—had started using computerized key control systems.

Today, most large companies and some smaller operators in the apartment industry have installed computerized systems, which code, secure and organize duplicate unit keys used by management for maintenance, pest control and lockouts. Online systems enhance operational efficiency.

Key control systems may reduce liability by preventing apartment keys from falling into the wrong hands. Significant monetary judgments have been awarded against owners and management companies based on premises liability—where there was an “unforced entry” by a perpetrator who used a key to gain entry for criminal purposes.

Laurie Baker, Regional Vice President, Camden Property Trust, said Camden made the decision to purchase an internet based key control system for the security it provides, ease of use and “the ability to have vital information at our fingertips, at properties and at other locations, like my office.”

For apartment owners and managers who are considering purchasing a key control system, here are things to consider:

Ease of use: Is the system being considered easy to use and easy to train on, including maintenance and security, in the case of dealing with being locked out at night? How quickly can a key be requested and pulled?

Security: Is access granted to only authorized employees with badge and PIN number, password or biometric screening?

Internet-Based: Is the system tied into the Internet so a property manager can get a community’s key control status and management reports online? Does the system send automatic alerts when exceptions occur, such as keys not being returned in a timely manner? Can reports be accumulated and analyzed on a portfolio basis?

Audit Trail: Does the system automatically provide key status and usage reports and back them up so audit trail is preserved? It is important to have good documentation in case of litigation.

Cost: System prices range from $15 to $50 per unit. Careful analysis is necessary to determine whether all features offered are necessary for a particular community.

Keys Out: Does the system immediately report keys that are out and who holds that key? It is important to know quickly if a key is needed, for example, to show an available apartment.

Coded Keys: Are keys coded so that if a key is lost it cannot be matched to a unit? Power. Is the system energy efficient? How long can the system operate with battery backup?

Space: How much floor space does the system take? Will it fit into what is sometimes a crowded leasing office?

Two Keys: Does the system track both a primary key set and a duplicate key set, should the key get lost?

Making an investment in key control is a complex decision. The cost of potential litigation defense may be reduced. Good key management and the ability to analyze key usage data and enforce policy on a portfolio basis contribute to operational efficiency. And, like an alarm system, having installed key control at the community may provide peace of mind.

About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.

Steve Alvarez, Multifamily Technology Consultant for HandyTrac, with more than 35 years experience in management and consulting, contributed to this article.

Originally written for Units Magazine.

3 Reasons to Replace Your Key Hook Board with an Electronic Key Control System

Posted on by clapointe

peg-board-circleThe traditional key hook board has become a thing of the past. A multifamily property’s key hook board system results in lost productivity, wasted money, and reduced security.

Here are three reasons why an electronic key control system is essential to any multifamily or military housing community:

Reason #1: Where are the Keys?

The primary problem with key hook board systems is missing keys. Missing keys are a huge source of stress and conflict at any property. Why?

 – A potential resident is waiting to view an apartment home. You could lose the prospect if the key hunt takes too long. “I’ll come back later,” will likely never happen and lost prospects hurt your occupancy rate.

 – An employee needs to inspect a unit or make a repair. Every minute spent searching for the key kills productivity and wastes money.

Employee resentment builds when keys go missing. Everyone dislikes the exhaustive search. Unhappy, frustrated employees are more likely to quit. Hiring and training new employees is expensive; the value of a contented workforce is priceless.

Properties that use an electronic key control system versus a key hook board are more efficient for those reasons and more.

Reason #2: Accountability

When there is no accountability, it is easy to shirk responsibility:

 – An employee is working with a potential resident. Someone interrupts and asks where keys are. It’s easiest to say, “I don’t know” and go back to the task at hand. If the employee shifts attention or starts rummaging around for keys, he or she might lose the sale or do the paperwork incorrectly. Looking for keys is inefficient.

 – That key might have been accidentally taken home. Best to keep one’s mouth shut and quietly return it the next day. Or the next time a showing is scheduled, which could be in a couple of days. Otherwise, a trip back to work to return a key will take away free time.

 – Someone forgot to return the key and it’s in a desk drawer or left on a random countertop. This person is out on the lot, on lunch break, or got called away. Digging through the desk drawer or office will violate privacy; not digging will mean a lost sale or lost productivity.

 – A vacant apartment home is left unlocked after a showing and is vandalized overnight. No one owns up. This costs money to repair.

 – Keys are lost and truly missing. The property has to pay for a replacement, wasting money.

An electronic key management system can instantly reveal who last checked out a specific key. The system can also run a report of the key’s checkout history. Instead of hassling everyone, only this single employee is contacted. Employees will immediately understand that they are responsible for all keys they check out. A key control system creates a culture of accountability. A key hook board doesn’t.

Reason #3: Reports

By running a report about key checkouts, managers can quickly see:

– At the end of a shift and close to closing time, which keys are still checked out? Go round up any that should get checked in!

– How many times has a specific apartment home been viewed? Who has checked out the keys, and when?

– What is a specific employee doing? What keys have they recently taken out and why?

With HandyTrac’s reports, managers are more knowledgeable and able to make better decisions.

HandyTrac offers several excellent electronic key management systems including the new HandyTrac Touch; featuring a large touch screen display and biometric technology for added security. Ask us for a quote and build a culture of accountability at your community today!

About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.

Originally posted by Key Control Systems – a supplier of car dealership key solutions

HandyTrac Sells 10,000th Key-Control System

Posted on by clapointe

alvarezApril 19th, 2016 – After a record-breaking start to 2016, Steve Alvarez, Vice

President and Partner at HandyTrac Systems, LLC sold the company’s

10,000th key-control system. “As a Certified Apartment Property Supervisor,

Certified Manager of Housing, and multifamily veteran, Steve has played a

major role in HandyTrac’s success for over 20 years. We’d like to thank,

and congratulate him today on this milestone,” says John Lie-Nielsen, CEO of

HandyTrac.

Founded by apartment industry veterans, HandyTrac has utilized its industry experience and

insight to build a loyal base of customers who demand a high tech, yet affordable, method of

managing and safe-guarding their keys.

“Our success has been built upon our company mission: to create high quality products that

combine first-rate security with intuitive controls and cost efficiency,” says Lie-Nielsen. “Over

the years, through the new technologies we implement and the customer service we provide,

we’ve built a name that people know and trust.”

HandyTrac Touch: Key Control Will Never Feel The Same

Integrating secure and reliable biometric technology with an easy-to-use touch screen, the

HandyTrac Touch streamlines the key control process for both staff and managers alike.

Features include:

  • Biometric technology and a large display in one unit to offer the highest level of

    security, reporting, and flexibility.

  • Instant reports showing keys out, reasons, and other transactions completed by staff.

  • Ability to review individual work orders with one touch.

  • Visual codes that eliminate typing errors, while streamlining the entire process.

  • Integration of Android’s One Touch Building Pull:

    • Lists units for each building, allowing for quick and easy access when pulling

      multiple keys.

  • Easy to use and doesn’t require additional desktop or wall space.

  • Ability to use bar code employee badges if desired.

  • Built-in WiFi connection available.

With over 3 million keys secured, you can trust HandyTrac for your key control needs. For more

information, visit www.handytrac.com or call 800-665-9994.

About HandyTrac

The HandyTrac Key Control System provides apartment industry key control, as well as student

housing and military housing with a secure, low cost, key control and key tracking system. Their

patented online key management system is the first and only key control solution that ensures

all of clients’ data are backed up with an audit trail.

HandyTrac’s Key Control System Just Got Even Better

Posted on by admin

admin-ajaxIn 1995, HandyTrac CEO John Lie-Nielsen set out to secure his first key control contract with Alexander Properties in Atlanta for his start-up product, the HandyTrac Classic. Today, HandyTrac protects over 5 million units nationwide, and is the leading key management and control system in the multi-housing and commercial property industry.

After experiencing remarkable success with the HandyTrac Classic, Lie-Nielsen decided to take property security one step further with the HandyTrac Biometric; a system that enhances audit trail credibility and security while eliminating the frustration of lost or damaged employee badges. This system would quickly become the most trusted system in the country, but Lie-Nielsen still felt there was work to be done.

Introducing the HandyTrac Premium Touch. Integrating secure and reliable biometric technology with an easy-to-use touch screen, the HandyTrac Premium Touch streamlines the key control process for both staff and managers alike. With the HandyTrac Premium Touch, key control will never feel the same.

Features include:

– Biometric technology and a large display in one unit to offer the highest level of security,
reporting, and flexibility.

– Instant reports showing keys out, reasons, and other transactions completed by staff.

– Ability to review individual work orders with one touch.

– Visual codes that eliminate typing errors, while streamlining the entire process.

– Integration of Android’s One Touch Building Pull.

         – Lists units for each building, allowing for quick and easy access when pulling multiple keys.

– Easy to use and doesn’t require additional desktop or wall space.

– Ability to use bar code employee badges if desired.

– Built-in WiFi connection available.

With over 5 million keys secured, you can trust HandyTrac for your key control needs. For more information, visit www.handytrac.com or call 800-665-9994.