Cloud-based Key Custody Accountability

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

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.