Digital Key Management with COREDINATE

A lost key ring is a ticking time bomb with expensive consequences for many facility and security services: it incurs high costs for new locking systems and poses massive liability risks. The annual billions in damages from break-ins (according to GDV) are further exacerbated by missing documentation and unclear responsibilities. Each resulting security gap undermines customer trust and damages your reputation, while inefficient search processes waste valuable internal work time.

 

COREDINATE Key Management:
The Digital Answer to Analog Problems

COREDINATE offers a smart and seamless solution for digitizing your key management, directly integrated into the proven online guard patrol system. Here's how it works:

• Unique identification with NFC tags: Every key or key ring is equipped with a robust NFC tag. These tags are uniquely identifiable and tamper-proof.
• Easy capture via smartphone app: Employees scan the key’s NFC tag using their work smartphone through the COREDINATE app when checking out and returning it. Time, employee, and key are recorded automatically.
• Central portal for full transparency: In the COREDINATE portal, you always have full visibility. Who has which key? Since when? When was it returned? Everything at a glance.
• Complete audit trail: Every key movement is digitally logged and can be tracked at any time. This audit trail is essential for liability and serves as legally compliant documentation.
  

Every key has its story

1. Manual key handover: The employee selects the needed key from a list in the app and confirms pickup or return. This requires several clicks and attention to choose the correct key.

2. Key handover with NFC: Here, the employee simply holds the smartphone to the NFC tag. The app instantly recognizes the key and jumps straight to the confirmation screen.

The key difference lies in the simplicity and process reliability. The NFC method eliminates manual searching and drastically reduces the error rate. Although confirmation in the app is still required—a key security step—the path to it is much more direct and intuitive with NFC. For fast and error-free key management, NFC is clearly the superior method.

COREDINATE: From liability risk to provable strength

Claims for lost keys pose a huge risk, but without evidence, defending your position is nearly impossible. COREDINATE solves this problem by recording every key handover via NFC scan securely with timestamp and employee. This digital history ends the blame game, protects honest employees, and optimizes workflows: instead of searching for keys or maintaining manual logs, your teams focus on their core tasks.

This verifiable security is more than just an internal benefit—it’s a clear signal to your clients. The use of modern technology emphasizes your professionalism and reliability. You demonstrate that you take responsibility for your clients’ property seriously, directly resulting in stronger customer loyalty and more referrals.

Best Practices & Transition to Digital

Truly secure key management requires more than just a system—it needs clear processes and trained staff. Transitioning from a manual to a digital system is an important step that should be carefully planned.

Best practices for digital key management:

• Regular reviews: Periodically check the keys and permissions recorded in the system. Is everything up to date?
• Clear guidelines: Define clear rules for key issuance and return, and ensure all employees are aware of them.
• Use the audit trail: Regularly analyze the audit trail to detect anomalies early and optimize processes.
• Utilize integration: Link key management to other relevant systems or processes (e.g., task planning) to break down silos and boost efficiency.
• Mind technical security: Also ensure your physical locking systems are secure. The police offer extensive recommendations on burglary protection and technical security.

More than just keys: COREDINATE as a
comprehensive online guard patrol system

Key management is just one of many powerful features of COREDINATE. As an online guard patrol system, COREDINATE optimizes your entire security operations:

• Digital patrols: Record checkpoints via NFC, QR code, or GPS.
• Incident reporting: Fast and detailed documentation of incidents, including photos.
• Task management: Assign and monitor tasks directly in the app.
• Lone worker protection (man-down alarm): Increased safety for employees working alone, VDE-compliant.
• Flexible forms: Digitize any paper forms for reports, checklists, etc.
• Time tracking: Accurate recording of working hours.

This integration makes COREDINATE a central platform for the automation of security services and the process optimization in the security sector.

Made in Germany: Reliable and GDPR-compliant

COREDINATE was developed specifically for the needs of German security services. The system meets all GDPR requirements and runs on German servers. Your sensitive data remains in Germany and is optimally protected.

Every feature was evaluated for its real-world usefulness. The result is a system that works—no frills, but everything you need.

Frequently Asked Questions (FAQ)

1. How complex is the implementation of COREDINATE's digital key management?
   
   Implementation is surprisingly quick and simple. The NFC tags are attached to the keys and registered in the system. Your employees use the intuitive COREDINATE app on their existing work smartphones (iOS or Android). Our support team assists you with setup and training. You're usually ready to go in no time.

2. Is COREDINATE's digital key management GDPR-compliant?
   
   Yes, absolutely. COREDINATE places the highest importance on data security and GDPR compliance. All data is stored on servers in Germany and subject to strict German privacy laws. The collection and processing of personal data is always done in accordance with the GDPR, ensuring secure and legally compliant documentation of security data.

Conclusion: Key to Efficiency and Security

Lost keys are more than just an annoyance—they are a serious risk and a significant cost factor, especially in facility and security services. The digitization of key management with COREDINATE turns this vulnerability into a strength. Complete documentation of key check-outs and returns can be crucial in case of damage. It serves as proof of who was responsible for which key at what time and can help clarify liability issues or even reject unfounded claims. With modern NFC technology, a user-friendly app, and a central management portal, you gain full transparency, a complete audit trail, and secure liability management.

Optimize your processes, reduce costs and liability risks, and increase the safety and professionalism of your company. COREDINATE is your partner for a future-proof online guard patrol system that goes far beyond basic key management. Combined with clear processes and trained staff, companies and managers can significantly reduce the risks of physical keys and optimize operations.

Ready to revolutionize your key management? Try COREDINATE for free.

Learn more about key management with COREDINATE.

This article is for general informational purposes and does not constitute legal or insurance advice. For specific questions regarding liability, law, or insurance contracts, please consult a legal or insurance expert.