Key storage in transportation and logistics companies

Организация хранения ключей в транспортных и логистических компаниях является частью комплексной системы управления доступом к материальным активам предприятия. В условиях высокой операционной нагрузки и непрерывного движения транспорта контроль доступа к автопарку, складским помещениям и служебным зонам требует внедрения регламентированных процедур и технических средств учета.

С точки зрения операционного менеджмента, ключи от транспортных средств выступают критическим ресурсом, напрямую влияющим на выполнение логистических цепочек. Отсутствие централизованной системы хранения и контроля доступа может привести к следующим последствиям:

• сбои в графиках перевозок;
• несанкционированное использование транспорта;
• увеличение простоев автопарка;
• рост операционных и финансовых потерь.

Современные подходы к администрированию ключей предполагают:

• интеграцию с системами контроля и управления доступом (СКУД);
• автоматизацию процессов выдачи и возврата ключей;
• мониторинг использования ключей в режиме реального времени;
• снижение влияния человеческого фактора;
• повышение прозрачности операций и соблюдение внутренних регламентов безопасности.

Any transportation or logistics company is a complex system in which one operation directly depends on another. In this type of organization, without coordinated actions of different departments and contractors, it is impossible to achieve the result expected by the client.  

The functioning of these organizations requires well-defined processes. These include warehousing, transportation planning, budget development and approval, inter-office activities, timely vehicle maintenance, driver selection, etc. 

Многие компании располагают собственным парком грузовых автомобилей, что повышает доверие к компании потенциальных клиентов и упрощает решение логистических задач за счет исключения посредников и уменьшения стоимости работ.  

One of the links of a well-built workflow in such organizations is the development of a clear system of access to premises and vehicles. For this purpose, access control and access control systems (ACCS) and key systems are used.  

As a rule, keys to vehicles and premises are stored centrally and are issued against signature to the company's employees responsible for them. A log of keys is kept by one of the organization's employees. All this can take extra time, cause queues, keys and records can be mixed up, which can result in financial and time costs. 

To avoid undesirable consequences due to possible human error, you can go the alternative way, greatly simplifying the administration of keys in the organization - installing an electronic keypad. 

Intelligent ECOS systems 

ECOS key systems - are automated systems that are characterized by a number of advantages: 

1. Easily upload employee list and adjust the database; 

2. Each employee only has access to the keys they are authorized to use; 

3. User-friendly and clear system interface with touch screen; 

4. Logging of all employee actions in the system; 

5. Staff timekeeping. 

Authentication options

For the convenience of differentiation and tracking of keys, you can set the possibility of taking and handing over the key strictly at a certain time. User authentication in the system is performed automatically in one of four ways: by pin code, magnetic card, fingerprint or face scanner.  

PIN code

RFID

Face ID

Fingerprint

QR code

Key placement options

Without case

With case

In the cell

It is also possible to build a breathalyzer into the keypad. In this case, the system will work as follows: first the driver passes the first phase of identification - by one of four methods, then the second - measuring the level of ethyl alcohol in the exhalation. In case of a positive result, the keypad will not give access to the keys to a particular driver.  

To ensure greater security, it is recommended to install 24-hour video surveillance over the key boxes. This is especially relevant for places where drivers receive keys from trucks. The data from the cameras will be stored on the same servers that contain all the system information. 

Records of personnel actions during the day are available in the system at any time and are especially relevant in emergency situations - this data makes it easy to trace employees who have violated the law or safety rules. 

Key systems are made of high quality steel. The capacity of the systems can be different depending on the scale of the organization and the tasks facing the management of the company. Key systems can be wall and floor mounted, single or double-sided.  

ECOS automated key systems are a modern tool for storage and administration of keys not only for different departments of the organization, but also for the company's own fleet.  

Video of Ecos intelligent key management system working in transportation and logistics companies:

Receiving a key in the system

1. Authentication of a user in the system
2. Opening the door
3. Selecting a key to which a user has the access rights (LED backlighting)
4. Receiving the key
5. Closing the door

Return a key in the system

1. Authentication of a user in the system
2. Opening the door
3. Returning the key (LED backlighting)
4. Closing the door

Storage and transfer via electronic cells

ECOS smart lockers are also suitable for storing car keys in an organization. Due to the opaque nature of the cell cover, it is impossible to trace the presence or absence of any key. This significantly increases the security of key storage and reduces the likelihood of malicious intent on the part of unscrupulous employees.

Cells can also be used as a way of transferring various documents within a company. For this purpose, two parties agree on the possibility of transferring documents in this way, and then a box is reserved. The employee transferring the documents gives a pin code to the receiving party and puts the documents in the box. Anything the other person needs - at any convenient time go to the boxes, enter the pin code and pick up the documents.