How to Choose the Perfect Keybox for Your Business

Organization and security are two vital aspects that pertain to any business no matter how big or small. Businesses looking to improve on both of these things have turned to using a keybox to help to manage the security of their entire grounds all in one simple and organized space. Also known as key cabinets or key safes, these types of products have a wide range of different models and features that can be very confusing to someone who has little to no knowledge of key organization and security. Keyboxes can often attract a high price tag so it is important to know all of the facts before you buy one. Luckily, the different types of keyboxes and features that come with them are very easily explained and are fairly straight forward.

What Sort of Business is a Keybox Right For?

If you run a very small business with very few locked doors and very few employees then in all honesty a keybox might not be a necessary investment for you. If you run a business though where you have a large number of keys to keep track of, with many different employees requiring access to them at different times, a keybox can do wonders for you both in terms of security and organization. Some examples of the types of businesses that really benefit from well implemented keyboxes are:

• Golf Courses
• Schools
• Real Estate Offices
• Hotels and Motels of All Sizes
• Taxi Dispatch Centers
• Government Offices
• Military Bases
• Malls
• Subway Stations and Other Public Transportation Stations

One Tag System vs. Two Tag Systems for Keyboxes

Before you begin thinking about anything else such as features, size or type of keybox, you will first need to make the decision about which type of tagging system will be appropriate for your business. The differences between the two systems are apparent enough that you should be able to decide immediately which one will be most effective in helping to organize your keys.

One Tag System Keyboxes

A One Tag System means that the hooks inside of the keybox are generally not numbered, instead placing the numbering system on each individual key. In order for a One Tag System to work effectively there should never be duplicate copies of any key placed in the keybox, especially on the same hook as the original. This makes it so that when a key is taken, it is immediately visually apparent that the key is in use, due to the empty space where the key usually resides. This is particularly useful for businesses where two or more people will never need to carry a copy of the same key and where a quick glance can let you know whether the key is currently being used. Examples of businesses that could benefit from One Tag Systems are real estate offices and taxi companies. By seeing that the key is missing from the keybox it is very easily deduced that the house is currently being shown to a customer or that the taxi is currently out making runs. This helps to reduce wasted time by preventing office workers and dispatchers from offering tours or services to customers that might be temporarily unavailable.

Two Tag System Keyboxes

A Two Tag System is useful if multiple versions of keys will need to be used by different people on your premises. This system will implement numbered hooks in your keybox from 1 - 100 for each panel and each hook will feature a duplicate copy of the key meaning that there will always be a copy of the key left hanging on the hook in each space. These types of keyboxes are extremely useful in places like hospitals where having immediate access to a particular key despite another employee already carrying a copy could be a matter of life and death to a sick patient. Hotels and schools can also benefit from this system as there are often rooms that are required to be locked at all times but may need to be accessed by several people at different times throughout the day. The disadvantage to the Two Tag System is that unless you implement some sort of sign out sheet or other method, it might be difficult to tell which keys from your keybox or key safe are currently in use. That is a small price to pay though for letting multiple employees carry the same key in an organized fashion.

Selecting the Right Type of Keybox

There are basically three different types of keyboxes or key safes. Each one has its own unique advantages and disadvantages and it is up to you to figure out which one will be the best fit for you as an organizational tool as well as a security measure.

Key Boards – These are the simplest and least secure places to store and arrange your keys. They are almost always placed on the wall with the keys hung from pegs with little to no means of security to prevent just about anyone from just grabbing a key. If you are going to have locked rooms around your premises in the first place, then it usually will make no sense to not have some form of security guarding the keys. For some businesses there might be an exception to this rule, where they might want the keys to be easily accessible to just about everyone, although these key boards are generally not a very elegant looking way to arrange your keys.

Keyboxes- The traditional keybox is usually found hanging on the wall and will be able to store up to about 100 keys. They are also sometimes referred to as a lockbox. They are rather compact considering how many keys they are capable of holding and most can be installed in a fashion that keeps them out of the way. This is the model of choice for smaller businesses that don’t have tons of keys and are not expanding rapidly.

Key Cabinets – If you have a much larger scale business then you might find that a key cabinet, sometimes referred to as a key locker is a much more suitable option for your needs as the amount of keys that it can hold is much greater to that of a traditional keybox. This amount can easily exceed 1,500 keys with some models. The features are largely the same as a keybox although the difference in size can be vast and key cabinets can usually not be hung on the wall due to their size and weight. Many businesses are often surprised at just how large a key cabinet can be and end up opting for a smaller keybox. However, when you are making your purchase decision and a smaller keybox will already be close to full capacity with your current amount of keys and your business is still growing, then a Key Cabinet might be the right way to go from the beginning.

Securing the Contents of your Keybox

With all of the important areas that the keys inside of your keybox will protect, you want to make sure that you take the necessary measures to keep them safe and out of the reach of just anyone. Depending on your employee situation as well as other factors that can come into play in your business, there are a few different choices at hand here.

Standard Key Lock – The simplest solution would be a standard key lock. Anyone who should ever require access to the keybox will be provided with a key gaining them entry to all of the keys inside at any time. This type of lock works best if only a handful of people will require access to the full range of keys such as a janitor or maintenance man.

Combination Lock – If providing everyone that requires access to the keybox with their own key is not a feasible option then a combination lock is the next best and simplest option. This also means that there aren’t too many keys floating around that could be acquired by non-authorized personnel allowing them access to the keys to the entirety of your building. Only people who know the code to the lock would be able to gain access.

Electronic or Digital Lock – The safest, most secure but also most expensive way to protect your keybox would be with an electronic or digital lock. Similar to the combination lock only those that know the combination to the lock would be allowed access. It does offer some extra measures of security however as a combination lock could be cut with a strong pair of bolt cutters whereas an electronic or digital lock could not be. Another added measure of security is the fact that this sort of lock will lock itself automatically every time you shut the door. Human error is something that always needs to be taken into account and with the other two types of locks it might happen that the employee would close the door but forget to lock it again. This is all taken care of by the electronic or digital locks.

Dual locking systems are also available for keyboxes as well for an ever further feeling of security if you feel you need it. If the places you are trying to keep locked up hold things inside that are very valuable then you may want to seriously consider going for a dual locking system to help you to sleep easier at night.

Features Available for Different Keybox Models

After explaining all of the main options that you will need to choose from when deciding which keybox model to purchase, it is time to think about which extra features might come in handy to you. The main thing to remember with keyboxes though is that if the extra feature is not completely necessary to your business, then it is usually not worth the extra money. Some extra features can add on a big amount to the total price and if it won’t be worth it in the end for your business then you might be better off skipping it and going for a simpler model.

Glass Doors – While they may not make your keybox look as sleek and elegant as it would with a polished stainless steel front, glass doors can make your business run much more efficiently in certain situations. This is usually only the case in One Tag System keyboxes as they are the only types of keyboxes that give you any sort of information that is immediately visually apparent. For places like the office of a taxi dispatch station, seeing which taxis are currently on the road from a distance without having to actually open the keybox itself could save a ton of time for the operators and dispatchers if the keybox is placed in a strategic location.

Wooden Keyboxes – Depending on the décor of your business and especially if your keybox will be placed in an area where customers will be able to see it then going for a wood exterior can make a huge difference aesthetically. Wood has a softer and warmer feel to it that is not so industrial making it much easier on the eyes if placed in an area that will get a lot of passing traffic.

Stainless Steel – While the majority of keyboxes are made out of metal – except for the wooden keyboxes like we mentioned above – stainless steel can be a great way to make your keybox look more professional. Just like with the wooden counterpart, choosing this finish will really all depend on the type of décor that you have for the rest of your business. Stainless steel will usually fit in best with more modern and minimalistic settings. In the right environment, a stainless steel keybox can actually do a whole lot to add to the overall physical look of things, especially with key cabinets as customers might not even realize that it is actually a big industrial box to store keys in.

Deposit Slot – Depending on the way your business operates, one of your employees may need to use a key for a little while, but they may not be authorized access to the keybox itself. In this case an authorized personnel will have to provide them with the key initially but having a deposit slot is a great way to ensure the key gets back into the keybox, without wasting man hours by tracking down a second person to return it. The deposit slot will allow anyone passing by to insert a key into the keybox although they still will not be able to open it themselves without a key or code for the lock.

Insurance Policies – While most keyboxes will come with some form of insurance policy included, you will often pay more if the amount that the insurance covers is higher. In the event that someone is able to gain unauthorized forced entry into your keybox resulting in loss or damages to your company, then you will be reimbursed up to a specified amount. Generally the more safety features and secure materials that are used in the keybox itself will determine the insurance amount, although that is not always the case.

Applying All of This Information to the Keybox Purchasing Process

That really was a ton of information and likely the most that you have ever read in one sitting about keyboxes. All of the information listed here can easily seem like an information overload but it is all essential to helping you to pick out the perfect type of keybox for your business. Reading through it all again couldn’t hurt, but an outline of how to narrow down your selection now that you have the information above would be much simpler. After having read through all of the information above, ask yourself: Do I need a keybox that utilizes a One Tag System or a Two Tag System? Do I need a smaller keybox or do I have enough keys to warrant a key cabinet? What kind of lock is right for my needs? Is a standard key lock enough or should I be looking for a combination lock or even an electronic or digital lock? Would any of the extra features that are available for keyboxes be vital for my business needs?

Once you have the answers to all of these questions then you should find it pretty easy to narrow down your selection to a much more manageable number of products. You should be able to find a keybox that fits every single one of your needs but in case you can’t then it might be helpful to rate each of those 4 qualifications in order of importance from most important to least important. That way you can still select one that meets your most critical needs. Keyboxes are definitely a great way for you to improve the efficiency, security and organization of your business. Those who use them swear by their effectiveness and we hope that this has been useful in helping you to understand more about all of the different features, functions and models that will be a part of your new keybox.