John Szczygiel, COO at Brivo explains the keyholder: often a supervisor, but certainly someone that can be trusted. Most often they are those who need to be on hand to open and close commercial premises, but they are necessary in other types of facilities too. They take on the extra responsibility of keeping keys safe and ensuring smooth daily operations, often without an increase in pay or title.
Though we may be grateful to keyholders, we need to get rid of them.
Traditional methods of security
Even if a keyholder is reliable and trustworthy, the role comes with constraints. Life's uncertainty makes dependence on a single person impossible. Personal situations such as sickness and travel delays can leave a whole shift of workers standing around waiting for another keyholder to arrive. Physical keys can be lost, stolen, or replicated, posing substantial security problems. In busy workplaces, such as warehouses, frequent changes to access codes or missing keys can result in inefficiencies, interruptions, and increased risks.
Manufacturers and distributors have also long relied on the concept of a "keyholder" to manage access. These environments need extensive oversight over critical areas such as delivery docks, administrative offices, and the production floor to maintain safety and security.
Like physical keys, keyholders are emblematic of an “old school” approach to security that needs to disappear, for the sake of both the keyholders and the organisations that employ them.
Modern cloud-based access control
Newer access technologies, such as cards, fobs, mobile credentials, and biometric systems, have transformed the way many companies manage their security.
But the part that users don’t see can have the biggest effect. Cloud-based platforms provide more control, allowing for customising and improving the user experience, and connecting with other office management tools. New workers may gain access immediately, and rights can be withdrawn just as quickly for visitors and temporary workers, lowering security concerns while maintaining user comfort. Visitor logs and reports ensure that everyone in the building is accounted for which is critical in emergencies.
Temporary access can also be granted without placing the entire burden on a single individual. Modern systems allow for tailored authorisation levels, differentiating between permanent and temporary access to suit diverse needs. This flexibility enhances workplace security while maintaining operational efficiency.
A cloud-based physical security platform means there is no longer a single point of failure in a keyholder. In fact, the person making the decisions about who has access does not even have to be located near the premises, and can manage multiple premises from the same platform.
Modern credentials
The shift from physical keys to digital solutions offers many advantages. Mobile credentials, stored on a device and using NFC technology, enable real-time access management and remote oversight. Advanced mobile systems even function after the device battery dies, while the biometric features of many devices, like fingerprint and facial recognition, add an extra layer of security. These innovations make mobile a secure, flexible alternative to traditional methods.
Beyond the technical advantages, there is also the simple fact that people have their devices on them at all times. We might complain about the smartphone’s ubiquity in modern life, but most people have one, they take care of them, and carry them around everywhere. The same is not always true of cards and keyfobs. The use of digital credentials makes everyone a reliable keyholder, with no need to rely on one person.
Commercial and industrial settings
It’s easy to see this working in office and retail settings, but the manufacturing and industrial sectors have specific needs. In these environments, access control is paramount for ensuring worker safety, protecting sensitive areas, and preventing loss. Sensitive zones, such as delivery docks, administrative offices, and factory floors, require heightened security measures to prevent unauthorised access and mitigate risks. Here, too, cloud-based security platforms and digital credentials are making a difference.
One particular area where this difference is being felt is loss prevention. The development of sophisticated cargo theft emphasises the necessity for effective access control. Criminals are now using strategies like identity fraud to penetrate supply chains, resulting in significant losses. In January 2024, businesses in the UK reported an estimated £5.1 million in theft-related damages.
In one example, a US tyre distributor suffered nearly $2 million in inventory losses because of theft across its 68 distribution centres. Traditional lock-and-key methods, held by individual keyholders left security leaders unaware of who had access to facilities or whether unauthorised copies of keys existed. This lack of oversight facilitated theft, causing substantial financial losses. By adopting access by a cloud-based platform to issue credentials including digital credentials, security teams now had real-time oversight of access permissions. This enabled them to analyse access patterns, identify vulnerabilities, and implement measures to prevent future incidents. Such systems transform access control from a reactive process into a proactive, strategic component of workplace security.
Replacing physical keys with digital credentials is a critical step toward mitigating these risks. Cloud-based systems minimise the danger of theft and duplication while enabling real-time management of access permissions through central platforms. Technologies like license plate verification also play a crucial role in securing delivery zones. By pre-authenticating license plates, these systems ensure that only authorised vehicles gain access, enhancing the security of cargo movements.
Future trends in access control
Access control technology is evolving rapidly, driven by advancements in artificial intelligence (AI), the Internet of Things (IoT), and mobile integration. Modern systems can use AI to analyse patterns, detect anomalies, and respond to potential threats in real time, enhancing security and also improving operational efficiency.
Looking ahead, businesses must prioritise cloud-based solutions to align with their broader digital transformation strategies. Upgrading legacy systems to the cloud ensures scalability, better user experience, and a higher return on investment. AI-driven solutions will become the norm, enabling predictive security measures and providing insights that traditional systems cannot match.
The concept of a traditional keyholder, while once essential, is becoming outdated in today’s dynamic workplace environments. Physical keys, manual oversight, and reliance on a single individual no longer suffice when protecting against security challenges. Modern access control systems offer a more packaged approach, combining security, accessibility, and trust to create efficient and safer workplaces.
For businesses, letting the traditional keyholder role die isn’t just a practical move, it’s a necessary evolution. Advanced access technologies empower organisations to streamline operations, enhance security, and deliver a superior user experience, paving the way for a safer, more efficient future.
