Smarter Key Control. Lower Risk. Better Operations.

Organization

Commercial
National Distribution Network
Decentralized, Cloud-Based Key Management

Project Overview

In 2022, one of the largest supply chain networks and private fleet companies in the United States with 20+ facilities, millions of square feet, and 24/7 operations faced a familiar paradox within their strong security protocols:

• Lots of physical keys (fleet, dock doors, cages, offices, and more)
• High employee turnover driven by seasonal and shift-based labor
• Paper logs and spreadsheets that behaved more like fiction than fact
• No real-time visibility into key ownership or access

Losses were not catastrophic, but at a scale exceeding 1 billion cases of product annually, they were persistent and compounding. Keys drifted. Audits slowed operations. Accountability became blurred.

While the organization maintained strong overall security protocols, key control remained a critical open wound.

The team’s objective was to modernize distribution center key control without disrupting operations.

Challenges

Organizational

• Manual key tracking was inconsistent, incomplete, or bypassed
• Limited access to accurate, real-time data
• Inability to conduct timely or reliable audits
• Uncontrolled key duplication

Technical

• Manual workflows require continuous supervisory intervention
• Increasing exposure to loss, liability, and security breaches
• Lack of scalable tools to support compliance requirements
• Limited infrastructure to support modernization

Resource Constraint

• Limited staffing and technical resources
• Supervisors functioned as “human key cabinets,” creating bottlenecks

Solution: SecurityRecords Cloud Platform

The organization implemented SecurityRecords, a purpose-built cloud platform designed to transform key system data into a centralized, actionable security asset.

By establishing digital key custody chains and enabling consistent digital audit practices across facilities, SecurityRecords shifted audits from time-consuming investigations to instant, verifiable insights.

SecurityRecords converts traditional key records, regardless of complexity, into a fully digitized, centralized, and secure ecosystem.

Platform Maximization Capabilities

Centralized Cloud Database – a single system of record across facilities

Connected Data Architecture – linking of keys, doors, and users into a unified model

Rapid User Provisioning – instant onboarding aligned with role-based access

Anytime, Anywhere Access – secure access to location’s key data on any device

Vendor-Managed Infrastructure – eliminates internal IT burden and maintenance

Strategic Value: A New Standard for National Distribution Network’s Key Management

SecurityRecords established a new operational standard for managing physical security data across a distributed enterprise. Through digitization, the platform became the authoritative system of record for key management, enabling:

• Real-time visibility into key ownership and access
• Consistent process across facilities
• Scalable administration without added overhead

Competitive Contrast: Legacy Systems vs. SecurityRecords

Results & Ongoing Benefits

• Increased decentralization of administration and adoption across facilities
• Reduced reliance on internal infrastructure and technical resources
• Faster access to key system data and custody records
• Improved coordination between asset protection and operations teams

Conclusion

SecurityRecords defines a new category of cloud-based key and credential management, purpose-built for modern distribution environments.

It provides a scalable foundation for operational excellence while strengthening security, improving efficiency, and delivering real-time accessibility across the enterprise.

In operations where movement is 24/7, SecurityRecords ensures key management remains fluid.