Master Key Systems: How They Work and Why Businesses Need Them

It's difficult to manage keys in a business that has several rooms, departments or even multiple buildings. If an employee needs access to a room, it should be accessible. However, an employee does not need access to every room which means a manager or supervisor needs more access. Ultimately, someone should have the ability to open everything on the property as needed. Master key systems facilitate this need through intricate mechanical workings that determine access levels without the need for dozens of different keys.

The Operating Principle of Master Keying

Locks work with one key, designed by the locksmith to accommodate one key, one cylinder, one lock. Master key systems, however, integrate pins of different lengths in the lock cylinder so that different keys can operate the same lock. A change key will work with one lock, while a master key will work with that lock and others within the system. The operating principle comes down to additional shear lines formed in the pin stack that align at different levels for different keys.

It's not just about convenience. It's about access control. A cleaning crew can enter the offices but they can't access the safe. A department head can enter their office and small conference rooms but also the restroom and break area. The business owner/facility director has the master that opens everything. Instead of employees walking around with a ring of ten or so keys, each person gets one key.

How Businesses Actually Utilize These Systems

One can see how retail operations would benefit from master key systems. The store manager needs access to stockrooms, private offices and display cases. The assistant manager may have access to most of these areas but not the cash office. Staff members need access to break rooms and their designated work spaces. One master key system works to accommodate all these needs. In this way, working with experienced professionals like a residential locksmith perth helps ensure that the system is properly designed from the start.

Office buildings present additional concerns as tenants may also utilize grand master systems. Each business has its own office suite designed with a master key for entry, however, building management has a grand master that allows entry into all tenant spaces for maintenance or emergencies. This works for medical office buildings, professional complexes and mixed use developments.

Creating the Right System

Initial implementation requires more than just setting the locks. A business needs to determine who needs access to where, both at present and as the business grows. A professional locksmith can design a planned system for expansion without reinstalling the entire thing.

It's important to note how many levels of designation there will be from the start. Most systems will use three or four—just for specific locks, sub-master keys for departments/floors, management or supervisors receive their own master key, and sometimes a grand master is designated for ownership. More levels create more complexity but more flexibility for larger organizations.

The actual physical key matters as well. Restricted keyways are popular for businesses so they cannot be duplicated at regular hardware stores. This ensures that unauthorized copying of keys doesn't happen which also takes away from one of the most secure beneficial aspects of master systems in place.

Security Issues

Security issues present themselves for two competing reasons. Master key systems create uncertainty as theoretically any key within the system can be reverse engineered by someone who knows what they are doing into a master key system. This is the risk worth taking if key control policies are adhered to and restricted keyways are in place.

Master systems are more susceptible to major challenges than standard locks when dealing with lost or stolen keys. A lost master's key could put several locks at risk instead of just one. This is why businesses need clearly defined procedures and tasks in place to report missing keys immediately and rekey locks as soon as possible.

Master systems must be dealt with when it comes to employee turnover. If someone with a sub-master or even master level key leaves or is terminated, what does the business do? The choice is up to the business based on a variety of factors relative to which level they possessed and whether there was concern they kept their access.

Maintenance and Long-Term Management

Maintenance issues arise when dealing with a business that changes down the line with new rooms, department movements and shifting access needs. The system should be able to change without replacement; a well-designed system is made flexible without overturning existing hierarchy.

Master systems require a certain level of tracking. Businesses should keep record of who has which keys and what those keys allow access to as this becomes important for security concerns or rethinking the system moving forward.

Master lock hardware will usually wear out faster than standard locks. The additional pins create more intricate movements and mechanical parts require consistent re-evaluation and eventual hardware replacement once problems arise with an existing system. Avoiding such mistakes creates security gaps and limited access.

Cost vs Convenience

Initially master key systems cost more than lock purchasing and single keys/cutting options worth having changed from past practices of valuing time and money spent on security less than ease of convenience however it makes sense to have them later on down the line if the business has more than a handful of doors for better access control.

In addition, having either massive key rings or managing door delays while searching for missed keys creates wasted time which could create frustration among staff and clients/customers alike during similar exit/entry periods throughout the day.

Master systems provide clarity.

When Master Systems Make Sense

Small businesses won't necessarily need them if they have a handful of doors. Three or four different keys can essentially help adults grasp what they need to remember if that's all that's involved, however once businesses hit ten or more doors that require distinction it's best for everyone involved to master map out what areas they can access for clearance.

Businesses should plan on obtaining them sooner rather than later if they anticipate such growth. It's far less costly to retrofit existing locks into a master system than creating one from the onset with a valued system in place that'll avoid expensive conversion down the road.

Making the System Work

The best master key system established will fall flat without key control policies in place since employees must understand they cannot lend keys or duplicate keys without authorization; management must have procedures in place for lost keys and departing staff members; it's up to policy makers to give value beyond just the mechanical system's capability.

Master key systems provide businesses with peace of mind about accessibility without major inconvenience because one mechanical solution accommodates specific levels for different people who wouldn't otherwise receive such access easily anywhere else. Once designed well and executed properly they solve prior key issues while actually enhancing security instead of downgrading it. The up front cost provides a uniform structured guide through daily operations from which everyone gets access control clarity for years at a time without hassle.