Tim Purpura, VP Global Sales and Marketing at Morse Watchmans, discusses the ways smarter key management can enhance campus resilience and safety.

Every year misplaced or stolen keys pose a major security risk to businesses, universities, medical centres and other multi-building campuses.

A single lost key can compromise an entire facility, leading to costly security breaches, operational disruptions and liability concerns.

Yet, many corporate and educational campuses still rely on outdated, manual key management systems that leave them vulnerable.  

This is where automated key management comes in—an essential upgrade for modern security strategies.

These networked systems provide real-time tracking, centralised oversight and seamless access control, ensuring that only authorised personnel can retrieve and use facility keys.

By replacing traditional key management with automated solutions, campuses can enhance security, streamline operations and eliminate the inefficiencies that drain time and resources.  

Strengthening campus security with smarter key management  

Automated key control systems provide a secure, efficient solution for managing facility keys, ensuring they are accessible only to authorised personnel and safely stored when not in use.

Equipped with advanced authentication methods—such as biometric verification and PIN-based access—these systems prevent unauthorised use and tampering. Real-time monitoring, automated updates and detailed reporting give institutions complete oversight, enhancing security and operational control.  

A networked key control system not only minimises security risks but also improves convenience for users.

By integrating with employee or student ID cards, these systems streamline access, eliminating the need for separate credentials. Users can return keys at any designated drop-off point within the system, ensuring seamless key management across large campuses.  

This functionality is especially valuable for employees, contractors and maintenance personnel who need temporary key access while moving between facilities.

With automated tracking of key locations and usage history, institutions can quickly identify missing or overdue keys, reducing security vulnerabilities and operational disruptions.  

Streamlining key management across a multi-facility UK campus 

The University Hospital of North Staffordshire serves over half a million patients and operates across multiple facilities, including the Royal Infirmary and City General sites. Managing thousands of keys throughout this expansive network necessitated a sophisticated approach to key control.

To address these challenges, the hospital successfully implemented the KeyWatcher key management system. 

The General Services Department adopted the KeyWatcher system, which automatically restricts facility key access to authorised personnel only.

The system provides comprehensive tracking and authentication through biometric access controls, preventing misuse and ensuring accountability across all facilities. 

To enhance efficiency, the hospital deployed the system at both major sites, with a new installation at the Royal Infirmary and an upgraded system at City General.

The hospital’s IT team worked with General Services to network both systems, enabling real-time monitoring and centralised management.

This integration streamlined operations, minimised the risk of lost keys and eliminated time wasted waiting for key distribution.  

The hospital also implemented a tiered access strategy, assigning various authorisation levels based on staff roles.

With automatic notifications for overdue keys and detailed reporting through KeyPro Software, the security team can immediately address potential issues before they impact facility operations.  

Securing historic central London grounds with modern key control 

The Honourable Society of Lincoln’s Inn spans 11 acres in central London, with buildings dating back to 1422.

Serving as both a professional legal institution and a multipurpose venue, the inn requires sophisticated security to protect its historic facilities while accommodating diverse users, including employees, contractors, event staff and students. 

For years, Lincoln’s Inn relied on an analogue system with keys stored in an open cabinet and manual paper logs—leading to uncertainty about key locations and potential unauthorised access.

With the high volume of people moving through the extensive grounds daily, a more secure solution was essential. 

The inn installed two networked KeyWatcher Touch units configured to manage 192 keys or keyrings.

The system integrates with the inn’s IT network and links directly to security office computers, providing comprehensive tracking and monitoring capabilities.

This eliminated paper logs while creating accurate, immediately accessible audit trails. 

After evaluating several options, Chief Porter Nicholas Bracey chose the system, stating, “The KeyWatcher Touch provides us with a fully secure means of key storage and management.” The system’s scalability, high-quality construction and user-friendly interface were decisive factors. Since implementation, staff accountability has improved significantly. 

Future-proofing campus security with centralised key control 

The success of these deployments highlights how centralised, networked key control systems can transform campus security and operations.

By restricting key access to authorised users and tracking every transaction, these systems enhance security while automating key retrieval and returns to minimise administrative burdens. 

Real-time monitoring provides security teams with instant oversight, allowing them to flag potential risks before they escalate.

Additionally, these systems are highly scalable, ensuring seamless expansion as campuses grow without disrupting daily operations.

Features like ID card integration, automatic logging, and remote access further streamline key management, eliminating the need for manual tracking and reducing inefficiencies. 

As campuses continue to evolve, modernising security infrastructure is essential.

Centralised key control not only enhances security and operational efficiency but also integrates with broader security frameworks like access control and surveillance networks. 

Key control systems: The future of campus security 

Effective key management is the backbone of campus security, especially for institutions with widespread facilities and evolving needs.

By adopting automated, networked key control systems, universities and large campuses can bolster security, enhance accountability and streamline daily operations.

As more institutions implement these advanced solutions, they set a new standard for efficiency and protection, ensuring safer and more resilient campus environments. 

This article was originally published in the April 2025 Edition of Security Journal UK. To read your FREE digital edition, click here.