Building Key Management: Best Practices for Australian Properties

Lost keys, untracked access, and security concerns—key management is one of the most overlooked aspects of building management. Yet poor key control can lead to security breaches, lock changes, and significant costs. Here’s how to get it right.

Why Key Management Matters

Every building has keys: common area keys, plant room keys, roof access, fire panel keys, and more. Poor tracking creates real problems:

• Security risks: Unknown key holders can access the building
• Cost: Lost keys mean lock changes across multiple doors
• Liability: If something happens, who had access?
• Time wasted: Searching for keys or tracking down who has them
• Contractor issues: Keys given to contractors and never returned

The True Cost of Poor Key Management

Consider this scenario: A master key goes missing.

Now multiply this by the frequency it happens in buildings without proper systems.

Key Management Methods

Method 1: Paper Sign-Out Book

The traditional approach: a notebook at the office where people sign keys in and out.

Pros:

• Low cost
• Simple to understand
• No technology required

Cons:

• Illegible handwriting
• Pages get lost
• No alerts or reminders
• Easy to forget to sign
• No photos or verification
• Can’t search history easily

Verdict: Better than nothing, but prone to failure.

Method 2: Spreadsheet Tracking

Logging key movements in Excel or Google Sheets.

Pros:

• Searchable
• Can add dates and notes
• Shareable
• Free

Cons:

• Manual data entry
• Often not updated in real-time
• No mobile-friendly check-in/out
• No accountability (anyone can edit)
• Easy to forget to update

Verdict: Improvement over paper, but still relies on discipline.

Method 3: Dedicated Key Management Software

Purpose-built systems for tracking keys digitally.

Pros:

• Real-time tracking
• Mobile check-in/out
• Automatic reminders
• Full audit trail
• Photo capture
• Reporting

Cons:

• May require separate system
• Additional cost

Verdict: Most effective for buildings with significant key volumes.

Method 4: NFC-Based Key Management

Modern approach using NFC tags attached to keys and smartphone scanning.

Pros:

• Instant check-in/out via phone
• No manual entry
• Works offline
• Photo capture
• Automatic timestamps
• Impossible to forget (scan required)

Cons:

• Requires NFC tags
• Need compatible software

Verdict: Best option for ease of use and accuracy. ComtyLink offers NFC key management.

Setting Up an Effective Key System

Step 1: Audit Your Current Keys

Before implementing any system, know what you have:

1. List all keys in the building
2. Identify what each key opens
3. Document how many copies exist
4. Note who currently holds each key
5. Mark any keys that are unaccounted for

Key Audit Template

Step 2: Establish Key Categories

Group keys by sensitivity and access needs:

High security (restricted access)

• Master keys
• Safe keys
• Server room / comms room
• Security panel

Medium security (controlled access)

• Plant rooms
• Roof access
• Pool equipment
• Electrical rooms

General access (broader distribution)

• Common area keys for contractors
• Bin room keys
• Garden access

Step 3: Define Check-Out Rules

Create clear policies for each category:

High security keys:

• Building manager approval required
• Photo ID recorded
• Maximum 4-hour check-out
• No overnight holds
• Immediate notification if overdue

Medium security keys:

• Sign-out required with purpose
• Maximum 24-hour check-out
• Reminder at 20 hours

General access keys:

• Sign-out required
• Maximum 1-week check-out
• Weekly review of outstanding

Step 4: Implement Your System

Whether paper, spreadsheet, or software:

1. Tag all keys with unique identifiers
2. Train all staff on the process
3. Communicate to contractors about key policies
4. Set up reminders for overdue returns
5. Review weekly for outstanding keys

Step 5: Regular Audits

Schedule monthly or quarterly audits:

• Physical count of all keys
• Match against system records
• Follow up on discrepancies
• Update records for any changes

Best Practices for Day-to-Day Management

For Building Managers

1. Never hand out keys without recording - No exceptions
2. Take photos of ID or the person receiving the key
3. Set expectations - Tell people when you need the key back
4. Follow up promptly on overdue keys
5. Keep a spare set securely stored off-site

For Contractors

Create a contractor key policy:

• Contractors must sign the key register
• ID required for high-security keys
• Keys returned same day unless pre-approved
• Lost keys incur replacement costs

For Residents

If residents can check out common area keys:

• Limit to one key at a time
• Require return within 24 hours
• Track through resident portal

Handling Lost Keys

Despite best efforts, keys get lost. Have a process ready:

Immediate steps

1. Verify the key is actually lost (not just misplaced)
2. Document who had the key and when
3. Assess security risk based on key type
4. Make decision on lock changes

Decision framework

Documentation

Always document:

• What key was lost
• Who had it last
• When it was discovered missing
• What action was taken
• Cost of replacement/changes

Technology Solutions

Modern key management systems offer significant advantages:

NFC Key Tracking

Attach small NFC tags to key rings. Staff scan with their phone to check keys in or out. Benefits:

• Instant, accurate logging
• Works offline (syncs later)
• Photo capture of person
• Automatic timestamps
• GPS location (optional)

Electronic Key Cabinets

Physical cabinets that track which keys are removed:

• Keys locked until authorised
• Automatic logging
• Integration with access control
• Higher cost but very secure

Smart Locks

Eliminate physical keys entirely for some areas:

• Access via code, card, or phone
• Complete access logs
• Remote access control
• Higher installation cost

Integration with Building Management

Key management works best when integrated with your broader building management system:

• Maintenance requests: Contractor needs plant room access → generate key check-out
• Work orders: Track which keys were used for which job
• Inspections: Log keys accessed during inspections
• Reporting: Include key activity in committee reports

ComtyLink’s key management integrates directly with maintenance and contractor management.

Conclusion

Effective key management isn’t glamorous, but it’s essential for building security and operational efficiency. The right system—whether low-tech or high-tech—creates accountability and protects your building.

Key takeaways:

• Audit your current keys before implementing any system
• Choose a method appropriate to your building’s size and needs
• Establish clear policies for different key types
• Train everyone who handles keys
• Audit regularly and follow up on discrepancies
• Consider NFC-based solutions for ease and accuracy

Ready to simplify your key management? Try ComtyLink’s NFC key tracking free for 3 months.