Simplified Key Control at the AMP Level

Organization

Government - Public Housing
Property Management

Key Management Tools at your fingertips

Project Overview

In 2010, a Public Housing Authority managing more than 10 Asset Management Projects (AMPs) and over 2,000 housing units faced a growing challenge: how to effectively control and manage keys across a large, distributed property portfolio.

Manual key tracking methods, including paper logs, spreadsheets, and daily check-in/check-out procedures—proved to be time-consuming, inconsistent, and prone to error. These outdated processes created gaps in accountability and increased operational risk.

Maintaining accurate records of who holds which key is critical to ensuring tenant safety and overall property security. However, without a centralized system, identifying necessary changes during tenant turnover or after lost keys was inefficient and unreliable.

The organization sought a modern solution that could simplify and standardize key management operations.

The goal was to transition all historical keying records to a cloud-based software platform that would:

• Provide Property Managers with direct control over their respective AMPs
• Enable efficient management of key issuance and tracking
• Ensure consistent compliance with governmental regulations
• Reduce administrative burden while improving accuracy and visibility

Ultimately, the vision was to create a system where each AMP could operate independently, while maintaining centralized oversight and control.

No bottlenecks. Simple systems. Compliance is measurable.

Challenges

Organizational

• Fragmented key management with no centralized system of record
• Inconsistent tracking across properties with heavier burden on administration
• Difficulty accessing accurate, real-time information
• Risk of tenant safety and potential recovery cost liability

Technical

• Legacy systems requiring ongoing manual intervention
• Delayed response to security events
• Slowed decision-making at AMP level

Resource Constraint

• Limited staffing and resources

Solution: SecurityRecords Cloud Platform

The Public Housing Authority transitioned to SecurityRecords, a purpose-built cloud software platform designed to maximize the value of key system data across their environments.

SecurityRecords platform transforms traditional key records, no matter of shape, size, or complexity, into a fully digitized, centralized, and secure ecosystem.

Property Manager now have full control over which keys, what tenants, and simple processes on what to do next.

Platform Maximization Capabilities

Centralized Cloud Database

Connected Data Architecture

Rapid User Provisioning

Anytime, Anywhere Access

Vendor-Managed Infrastructure

Strategic Value: A New Standard for Public Housing Key Management

SecurityRecords became the modern standard for how Public Housing Authorities manage physical security data. Through digitization, SecurityRecords becomes their system of record, turning scattered information into a living, connected environment.

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 Property Managers and Tenants

Conclusion

SecurityRecords defines a new category of simple cloud credential management, especially for historical legacy key management program.

It provides a scalable foundation for operational excellence while improving security, efficiency, and accessibility.

Delivering control without complexity, and speed without risk.