Cloud-Driven Key Custody Solutions for Retail Security
Ryan Carter
·
2 minute read
Organization
Retail – Specialty Apparel
Multi-Site Operations
Cloud Key Management at store level
Project Overview
In 2017, a Specialty Apparel Retail company utilized a restricted key program to control and manage location level access. They were able to control the number of keys per location and who/how they were issued. The challenge was figuring out how to best align key custody tracking into a scalable key audit process. They needed an inexpensive solution that was simple to implement where cloud-based data is accessible through their internal systems.
In their research, they identified a secure-link connection could be provided between store locations and SecurityRecords to allow visibility of key control information.
Their goal was to improve store level accountability starting with physical key custody and eliminate manual audit procedures.
Challenges
Organizational
- Difficulty accessing accurate, real-time information for dissemination
- Driving key tracking data digitally to each key holder at store level
- Inability to audit or show compliance
- Operational change adoption
Technical
- Inefficient paper audit workflows at store level requiring ongoing intervention
- Not all store personnel have systems access
- Increased risk/loss and potential costly lock changes
Resource Constraint
- Limited departmental staffing and resources
- Operational change support
Solution: SecurityRecords Cloud Platform
The Specialty Apparel Retailer first utilized PCI-compliant HRIS data share to cleanse key holder assignments in SecurityRecords. Store Management was then provided access rights, at no additional cost, to SecurityRecords application: Digital Key Holder. This allowed decentralization of keying records management to store level. By giving Store Management this visibility, they could assign key custody directly and change staff accountability. All data changes within SecurityRecords are recorded for compliance.
This custom-built cloud software solution maximized the value of their existing key system data across all environments while helping to optimize store controls.
SecurityRecords platform transforms traditional key records, no matter of shape, size, or complexity, into a fully digitized, centralized, and secure ecosystem.
Platform Maximization Capabilities
Centralized Cloud Database
Connected Data Architecture
Rapid User Provisioning
Anytime, Anywhere Access
Vendor-Managed Infrastructure
Strategic Value: A New Standard for Retailer’s Key Management
SecurityRecords represents a modern standard for how Retailers manage physical security data. Through specific customization, SecurityRecords’ flexible platform became the system of record for their key management and helped to improve individual accountability.
Competitive Contrast: Legacy Systems vs. SecurityRecords
|
Legacy Key Management Systems |
SecurityRecords Cloud Platform |
|
Static, siloed records |
Dynamic, connected data across keys, doors, and users |
|
Requires internal support |
Fully managed cloud platform with no internal infrastructure burden |
|
Limited accessibility |
Secure, anytime-anywhere access |
|
Slow onboarding |
Immediate user provisioning |
|
Difficult to scale |
Designed for scalability |
|
Reactive processes |
Proactive, real-time visibility |
|
Outdated interfaces |
Intuitive, user-friendly design |
Results & Ongoing Benefits
Increased decentralization of administration and user adoption across locations
Reduced dependency on internal infrastructure and resources
Faster shared access to key system information and key custody chains
Improved coordination between Operations and Security resources
Conclusion
SecurityRecords defines a new category of simple cloud credential management, especially for maximizing historical legacy key data. It provides a scalable foundation for operational excellence while improving security, efficiency, and accessibility.
