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Why your business needs a Key Management System in 2025

Discover the 6 essential features every key management system should have to enhance security, efficiency, and access control. Learn more with Torus Technology.<br>

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Why your business needs a Key Management System in 2025

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  1.  Login About Products Customers Industries Resources Partners Contact 29 AUG WHY YOUR BUSINESS NEEDS A KEY MANAGEMENT SYSTEM IN 2025? In 2025, business operations are more complex and interconnected than ever. From protecting sensitive data to securing critical assets, organisations are managing an array of access control systems. Yet surprisingly, many still depend on outdated, manual processes to manage what are the ultimate security assets: physical keys. Do organizations still have physical keys? Yes. Despite the wide adoption of electronic access solutions, all buildings have master (and sub master) keys as the ultimate method of access. Then there are keys for ?re safety, electrical, HVAC services – physical keys are also used for overrides and backups, should electrical systems fail.  Physical keys are the ultimate form of access to all buildings; thus, they are an essential security risk. Manual management of keys causes frustration and enormous ine?ciency for sta? and contractors who need access to buildings to perform their jobs. Losing a master key poses a signi?cant threat to security and safety, and the resulting e?orts to re-key the site are expensive and disruptive.  That is why your organization needs a modern, sophisticated key management system to secure it’s keys. A key management system is an access control solution for keys, and is designed to enable you to control and monitor access to keys. There have been signi?cant advances with electronic key management systems in recent years – now is the time to review how your organization manages keys. The hidden risks of manual key management Using paper logs, manual key handovers by sta? and contractors is no longer viable in 2025. It will inevitably lead to most or all of the following, which you have no doubt experienced: Unauthorized access, theft and fraud Increased security and reputational risks Operational ine?ciencies, non-compliance and downtime Costly lock replacements due to lost or misplaced keys Admin burden and wasted sta? time In industries like hospitality, healthcare, education, government, and property management, where many sta? and contractors require access and and turnover is frequent, these risks multiply quickly. What is a Key Management System? A key management system is a secure, automated solution that stores physical keys in a tamper-proof cabinet and uses software to track, restrict access, and log each key transaction. Users are authenticated via PIN, biometric, prox card or mobile wallet credentials, and real-time data is captured for reporting and auditing. These systems are not just about security – they’re about empowering your operations to avoid wasted time and frustration by automating key  control, visibility, and accountability.  Why Businesses Are Making the Shift in 2025 Here’s why more businesses are investing in key management systems this year: 1. Elegant and Sophisticated products are now available Key management systems have traditionally been cumbersome and expensive to install, deploy and manage. And they have had limited capability to integrate with Physical Access Control (PACS) and credential management solutions like Azure Entra ID or OKTA. In 2025 you can bene?t from modern and sophisticated product which are easy to install and scale across your organisation, whilst elegantly integrating with your existing PACS – thereby enabling your PACS to manage key access. 2. Enhanced security & compliance Key management systems restrict unauthorized access, eliminate manual key handovers and provide detailed key transactions (audit logs) history. This helps protect sta?, critical assets and meets compliance requirements for regulated industries. 3. Real time visibility & control With cloud native platforms, facility managers can monitor key usage remotely, receive real-time alerts for anomalies (like overdue keys or late returns) and secure keys when they are not in use. 4. Operational e?ciency Say goodbye to time-consuming manual signing in and out keys. Sta? can only access the keys they’re approved for, and automated logs reduce admin overhead. Many organizations using key management system report saving thousands of labor hours annually. You can achieve a return on investment in less than 12 months! 5. Reduced losses and costs Every lost key is expensive. A key management system dramatically reduces lost or misplaced keys, saving money on rekeying and preventing security breaches due to unauthorized access. 6. Scalability and Integration Modern key management solutions integrate with your existing access control systems – allowing organizations to scale with con?dence as their needs grow. Who Needs It? (Hint: Probably You) If your organization uses physical keys for: Rooms, vehicles, equipment, or secure areas IT, facilities, or security Shared resources across shifts or teams …then a key management system isn’t a luxury. It’s a necessity. Choosing the Right Solution Not all systems are created equal. Look for key management solutions that o?er: Easy to use and quick to install User-friendly interfaces Real time alerts and reporting Cloud native infrastructure and information security Exceptional support and service Integration with your existing business systems The Future Investing in a key management system in 2025 is not just about security, it’s about investing in a product that will enhance operational e?ciency, reduce costs, and evolve to server your business requirements. The evolution of key management systems in 2025 is increasingly tied to seamless integration capabilities. The ability to integrate with your existing security infrastructure (eg PACS, Credentials, Video Management, Visitor Management) creates a holistic security ecosystem, maximizing visibility and control. Don’t let outdated practices and ‘the way that it has always been done’ be your organization’s weakest link. It’s not just about protecting keys – it’s about protecting your people, assets, and bottom line. You will also remove the daily frustration and wasted time from many sta?. 2025 is the year to transform your management of  keys. GET IN TOUCH WITH TORUS Talk to an expert PRODUCTS RESOURCES INDUSTRIES About us Contact us Key Cabinets Customer Stories Education Integration Brochures Government & defense Software E-guide Hospitality Installation, training & support ROI savings calculator Healthcare Thought Leadership Mining PARTNERS Videos Transport and Fleet Management Property Find a reseller Utilities Partner with Torus Partner Portal (833) 939 3355 (USA) 1300 182 199 (Australia & NZ) sales@torus-technology.com © 2025 Torus. All rights reserved Login  Talk to an expert Terms of use | Privacy policy | Terms & Conditions

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