Scaling Vendors Without Scaling Costs

Organization

Retail
Specialty Goods
Cloud-Based Key Control Through Multiple National Service Providers

Project Overview

In late spring 2024, a national Specialty Goods Retailer with +18,000 locations made a strategic shift: decentralizing locksmith dispatch services across the country. The Facilities team aimed to reduce service costs by leveraging regional providers instead of relying on a centralized national vendor model.

The organization already had InstaKey® in place – a robust key control program utilizing restricted keys and rekeyable locks. However, expanding their service network introduced a new challenge: enabling multiple external providers to securely access and act on key system data.

To support this transition, the retailer needed to scale access to the SecurityRecords cloud platform for 15 regional service providers and their teams. This would allow each provider to view relevant key control data and efficiently execute work orders without compromising system integrity. By enabling controlled, role-based access, the Facilities team could:

• Maintain program security and compliance
• Avoid unnecessary material costs
• Reduce “to-the-door” service expenses
• Seamlessly onboard new vendor partners

Challenges

Organizational

• Onboarding multiple national service providers
• Limited visibility into compliance across locations
• Rising dispatch and service costs
• Risk of costly program degradation or restoration

Technical

• Difficulty accessing and sharing real-time, accurate data
• Inconsistent vendor knowledge of key control systems

Resource Constraint

• Limited internal staffing
• Heavy reliance on third-party service providers

Solution: SecurityRecords Cloud Platform

The Facilities team partnered with SecurityRecords to scale the platform for multi-vendor access while maintaining strict control over sensitive data.

Key actions included:

• Configuring role-based access for 15 service providers
• Sharing only non-proprietary, need-to-know key control data
• Leveraging InstaKey Security Systems’ team to onboard and train vendors
• Reinforcing key control policies and best practices in the field

This approach created a secure, shared ecosystem where external providers could operate effectively without compromising the integrity of the key control program.

Platform Maximization Capabilities

Centralized Cloud Database – A single source of truth for key system data

Connected Data Architecture – Seamless linkage between locations, keys, and users

Rapid User Provisioning – Fast onboarding of new vendors and technicians

Anytime, Anywhere Access – Real-time visibility across all locations

Vendor-Managed Infrastructure – Reduced burden on internal resources

Strategic Value: A New Standard for Decentralized Key Control Management

SecurityRecords established a new operational standard for decentralized key control management. It enabled the retailer to expand its service network without sacrificing visibility, compliance, or control—transforming key management from a bottleneck into a scalable system of record.

Results & Ongoing Benefits

• Greater decentralization with increased user adoption across locations
• Reduced reliance on internal infrastructure and staffing
• Faster access to key system data and custody tracking
• Improved coordination between Facilities teams and service providers
• Lower service and dispatch costs across the network

Conclusion

SecurityRecords redefines cloud-based credential management for physical security. By combining scalability with controlled access, it empowers organizations to improve operational efficiency while strengthening security and compliance—turning complexity into clarity.