iKLAS

The Problem With a Key Cabinet and a Sign Out Book

Physical keys control access to the things that matter most on a site: switchrooms, chemical stores, plant, vehicles, isolation points and secure areas.

The usual arrangement is a cabinet on a wall and a book beside it. That depends entirely on people filling the book in, and nobody taking a key without writing it down. It fails quietly. Keys get copied, keys don’t come back, and when something has to be investigated, the book shows who signed for a key three weeks ago, and nothing about who actually had it.

iKLAS replaces the process, not just the cabinet. A key can’t be removed until the user has authenticated, and the moment it’s removed, the system records who took it, when and why.

Authentication and Audit Trail

Access is granted only after successful authentication, and the method can be set to match the risk: PIN, access card, biometric verification, or facial recognition with liveness detection. Two factor authentication is available where a single method isn’t enough.

For contractors and visitors, one time PIN access lets an ad hoc user take a specific key without being set up as a permanent user. A “forgot card” feature, limited to once a month, lets a registered user get in without their card.

Each withdrawal and return is logged automatically, creating a complete audit trail of user identity, time, date and purpose of access. A built in wide angle colour camera captures a photo of the user at the point of access.

The embedded management system tracks key transactions and audit trails instantly, around the clock. Records can be viewed on the 7 inch touchscreen, and exported to Excel or PDF, or by USB, for reporting.

The Physical Security Isn’t an Afterthought

Software control is easily defeated if the hardware isn’t built to match it. This is where the system earns its place in a security sensitive environment.

Key tags are RFID, encrypted with the AES256 algorithm, and come in 10 colours for quick visual sorting. They carry an IK10 impact rating, tested to the TÜV standard, and a limited lifetime warranty.

Keys attach to the tags with tamper proof, high grade stainless steel key rings or cable seals, in a choice of three types, each with a unique serial number. So a key can’t be quietly removed from its tag and put back, or swapped for another.

The cabinet is built to withstand damage from daily use and tampering, and a built in backup battery keeps the system running through a power interruption. An automatic key tag return reader confirms each key goes back where it belongs.

Scaling Without Replacing

Cabinets come in seven sizes: 24, 48, 66, 96, 132, 192 and 252 key slots. Additional cabinets are added as requirements grow, rather than the existing system being replaced.

The system supports up to 5,000 users, with configurable access levels for hierarchical control by role, department or risk profile. So a contractor, a maintenance technician and a site supervisor can each have different key access from the same installation.

Escort access and interlocked key groups are supported. That covers the case where a critical key can only be taken alongside another, or only in the presence of a second authorised person.

Records Stay on Site

iKLAS is an embedded, web based key management system, so there’s no software to install on anyone’s PC. The system holds its own transaction records and audit trails.

Connectivity is by LAN, with an optional 4G modem or WiFi router where a wired connection is impractical.

Integrating With What You Already Have

Where key management has to sit within a wider security framework, iKLAS integrates with leading access control platforms.

iKLAS2Gallagher links the cabinets to Gallagher Command Centre. Cardholders and access groups are managed in one place, without duplicate data entry, and real time key transactions are sent to Command Centre for central reporting and monitoring. It can even use Command Centre’s anti tailgating features, to stop a cardholder leaving the site if they haven’t returned their keys.

An integration with LenelS2 OnGuard does the same job for OnGuard sites, synchronising cardholders and sending key events to OnGuard’s alarm monitoring.

That turns key management into part of the site’s security system, rather than an isolated record nobody looks at.

Where It’s Used

Critical infrastructure and utilities. Industrial sites and processing plants. Mining operations. Healthcare facilities. Education. Commercial buildings and property management. Vehicle fleet key control. Contractor and multi shift access management. Any site where key access needs to be demonstrated, not assumed.