Streamlining Key Management: Best Practices for Transitioning to Electronic Key Systems

Electronic Key Management Control Systems

Electronic key management control systems represent a significant advancement from traditional mechanical key cabinets. Offering enhanced security and comprehensive management capabilities, they revolutionise the handling of keys, personnel, and associated workflows.

Applying Best Practices

While the benefits of upgrading are evident, the transition from physical to electronic key management systems can be daunting for some organisations. Switching systems is no small task—it involves critical operational components. Concerns about potential disruptions and emergencies loom large. This article addresses such concerns by outlining best practices for a seamless transition to electronic key management systems.


The success of deploying an electronic key control system hinges on meticulous pre-deployment planning. Rather than hastily opting for what appears to be the most advanced or cost-effective solution, organisations must understand that key control systems are deeply integrated into daily workflows and security protocols. Effective planning ensures alignment with long-term security objectives and operational needs.

Understand Your Objectives: Seek a business partner who comprehensively understands your organisation’s values, use cases, and operational environment. Analyse current business use cases for electronic key control to ensure that the proposed solution aligns with core needs.

Plan Installation with Your Provider: Collaborate closely with your system provider to conduct a thorough site assessment. Identify hardware placement needs and evaluate infrastructure requirements to avoid delays during deployment.

Common Pre-deployment Problems: Hardware deployment planning and software migrations often encounter issues. Engaging on-the-ground personnel early can prevent most delays and cost overruns.


The deployment phase aims for a seamless transition from the current system to the new one. Consider gradual migration strategies to ensure minimal disruption to daily activities. Incremental training sessions facilitate user adaptation, while advanced integration capabilities enable seamless connectivity with other systems.

Deployment Common Problems: Staff turnover and lack of institutional knowledge pose challenges. Detailed documentation and external expertise can bridge knowledge gaps and ensure smooth deployment.


Active monitoring and live training are essential post-deployment activities. Recording training sessions facilitates ongoing education and addresses user engagement challenges. Additionally, establish clear channels for user feedback and support to enhance system adoption and utility.

Post-deployment Common Problems: User engagement and system adoption challenges may arise. Involving users during the selection and deployment phases and providing role-specific training can mitigate these issues.

Applying Best Practices

Every organisation’s transition to an electronic key control system must be tailored to its unique needs. By following best practices from pre- to post-deployment, organisations can ensure a smooth transition and begin reaping the benefits of their new system faster.

Should you need a system provider to procure your electronic key management systems, uberGARD is here to help. Contact us today for a quote.


Mifare or HID onlyAlpha-Numeric Password Format ONLYUser Manangement (ADD/EDIT/DELETE)
Support UID + PIN AccessUser Change Own PasswordKey Management (ADD/EDIT/DELETE)
Built-in 7" Colour TouchscreenSupport PIN AuthenticationKey Movement Transaction Record View
Key Search (Authorised Keys Only - Full FunctionKey Movement Transaction Record Esport via USB Port (PDF/EXCEL)
2-Factor Authentication
Maximum 1,000 Users
List of Keys
Read Card ONLY
iKLAS EKMS ModelNumber of KeysWidth HeightDepth Weight
iKLAS-G3-2412, 18, 24, 30430 mm510 mm180 mm12 kg
iKLAS-G3-4836, 42, 48, 54430 mm750 mm180 mm16 kg
iKLAS-G3-6660, 66, 72 630 mm855 mm220 mm53 kg
iKLAS-G3-9684, 96, 108880 mm685 mm220 mm60 kg
iKLAS-G3-132120, 132, 144900 mm855 mm220 mm65 kg
iKLAS-G3-192156, 168, 180, 192710 mm1300 mm280 mm92 kg
G3 Key Master165 mm375 mm 120 mm
iKLAS-G3-252204, 216, 228, 252710 mm 1600 mm 280 mm115 kg
G3 Key Master165 mm375 mm120 mm
iKLAS-G5-2412,18,24,30440 mm540 mm180 mm23 kg
iKLAS-G5-4836, 42, 48, 54440 mm784 mm180 mm31 kg
iKLAS-G5-6660, 66, 72630 mm855 mm220 mm53 kg
iKLAS-G5-9684, 96, 108880 mm685 mm220 mm60 kg
iKLAS-G5-132120, 132, 144900 mm855 mm220 mm65 kg
iKLAS-G5-192156, 168, 180, 192710 mm 1300 mm280 mm92 kg
G5 Key Master200 mm270 mm70 mm
iKLAS-G5-252204, 216, 228, 252710 mm1600 mm 280 mm115 kg
G5 Key Master200 mm270 mm70 mm115 kg