Modern asset and key management: three real-world use cases

Sparkasse Chemnitz is one of the largest savings banks in Saxony and has relied on KeMas transfer lockers for almost 30 years to organize the issue and return of office and pool car keys. The process is remarkably simple: employees identify themselves at the system using their usual ID medium, an integrated ID reader recognizes the valid identification, and a touch display guides them intuitively through the menu. Keys are returned using a dedicated return reader and the transponder attached to the key. Particularly important for Sparkasse Chemnitz: integration with the existing “Exos” access management software works automatically and reliably.

For Sparkasse Chemnitz, the main benefit is traceability: complete documentation of all withdrawals and returns ensures that keys do not get lost. When not in use, they are also stored in an audit-proof manner.

Phoenix Contact is a family-owned company based in Blomberg, Westphalia, with a global network spanning more than 100 countries. In the past, company and vehicle keys were managed independently in the individual business units using paper lists and without electronic documentation. Employees’ driving licenses were also checked in person and entered manually into an Excel spreadsheet. This was time-consuming and depended heavily on the diligence of the people involved.

In 1997, Phoenix Contact introduced an electronic locking system. Since then, clearly defined authorization levels have been in place. Particularly important keys are not permitted to leave the factory premises, and their use is continuously monitored and logged. Today, the company uses modern key boxes with a total of 400 monitored compartments. Employees identify themselves using a Mifare card, remove their key and return it after use. A dual-control principle also applies to particularly sensitive areas. Driving license checks are now fully automated using a UHF seal.

A very different use case can be found at the Glatt shopping center: carrying full shopping bags makes it difficult to visit more stores. The center therefore wanted to offer its customers a new service that would allow them to store their purchases securely and continue shopping without being weighed down. Customers should also be able to store their own bags or luggage during their visit. One key requirement was that access had to work regardless of the smartphone operating system and without a dedicated app.

The solution is a locker system with large, robust compartments and smartphone access. Customers select an available compartment on the intuitive touch display. Entering their mobile phone number generates a temporary access code, which is sent by SMS as a QR code. Scanning the code at the terminal opens the corresponding compartment. To collect their belongings, customers simply hold the same QR code up to the scanner again. To prevent misuse, only one compartment per mobile phone number can be selected each day.

Whether a savings bank, industrial company or shopping center: automated asset management is a highly versatile field. The practical examples show how widely requirements can vary and how important transparent processes are for security and efficiency within a company. Getting started with automated asset handover does not have to mean launching a major project connected to a complex system landscape right away. In many cases, the benefits are already evident in small, clearly defined applications. These include individual key boxes for selected rooms or a locker for vehicle keys, which can be expanded step by step as required.

Would you like to know how modern asset and key management can support your company? We would be happy to analyze your current situation together and develop a solution tailored to your requirements.