By Andy Smith, director at KeyTracker
In 2023, there were more than 440 road fatalities involving HGVs, LGVs, buses or coaches - which is 440 too many.
Driving for work is one of the most dangerous daily activities employees can undertake, with a recent study by National Highways and RoadSafe showing nearly 30% of road fatalities and 21% of casualties involve driving-for-work incidents.
Fleet managers will be all too aware of the risks involved with getting their vehicles from A to B.
Should one of their drivers be involved in a collision, it will be vital to prove there are audit trails showing which driver had access to which keys at the time of the incident.
Without this information, businesses may face liabilities like corporate manslaughter charges, operational disruptions, and reputational damage.
To mitigate these risks, businesses should prioritise enhancing their fleet management practices with modern key management systems. Doing so shows you prioritise safety, accountability, and efficiency.
Here, we explore how implementing these systems is a practical step toward achieving a safer, accountable and more efficient fleet.
Prioritising safety for all
Unfortunately, many fleet operators still rely on outdated or unsecured key storage solutions, such as key hooks, unlocked cabinets, or even placing keys in a drawer.
Making keys available to anyone in this way leads to a lack of control over the fleet itself, and increases security and safety risks, because any key handled by an unauthorised vehicle user endangers employees, colleagues and other road users.
Modern key management systems help to mitigate these risks by restricting key access, ensuring that only qualified and authorised employees can get them.
Advanced systems enable fleet managers to set specific rules, allowing access based on factors such as job role or possession of certain licences.
By doing so, businesses reduce the chances of people accessing and using vehicles that they shouldn’t, cutting the risk of potential accidents.
Furthermore, with a reliable management system in place, teams are armed with knowledge they always know that keys are either secure in their correct position, or who is in possession of the keys that are in use.
This reduces time spent searching for ‘missing’ keys, leading to more streamlined operations, as well as keeping vehicle use organised and traceable.
On top of this, the ability to track the exact time a key was used, and by whom, adds transparency, ensuring that the right people are held accountable.
Customised solutions
Customisable, electronic key management systems offer several cabinet access options, including pin codes, biometric fingerprints, or swipe cards.
This adaptability allows companies to choose the method best suited to their needs, whether for static key management for buildings or on-the-go management for fleets.
Such systems enable managers to control which keys employees can withdraw based on certain criteria. For example, if an employee doesn’t hold a HGV licence, they can be restricted from accessing keys for those vehicles.
Tracking and accountability are also improved through these systems. When a key is taken out or not returned, managers can receive notifications, helping ensure safe returns and fast tracking if a key goes missing, by fully searchable, automated reports.
The latest key management technologies
The latest advancements in key management solution technology take all of this a step further.
For example, cloud-based software with supporting apps offer real-time GPS tracking so users can monitor the precise location of their assets and stay informed about updates, as well as barcode integration to quickly scan and keep track of every asset – even if transferred from one user to another – enhancing efficiency and accurate accountability.
These are modern, fit-for-purpose solutions for those looking to implement the most stringent, safe and efficient key and asset management solutions.
A safety-first culture
Effective key management goes beyond simple record keeping; it’s a fundamental step in building a safety-first culture within any fleet operation.
While no system can completely eliminate the risk of driving-related incidents, controlling and monitoring key access provides companies with the tools to build a safer, more efficient fleet and therefore, a more responsible workforce.
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