The State of Maine Division of Property Management Enhances Security with Traceability Solution

The State of Maine Division of Property Management Enhances Security with Traceability Solution

The State of Maine Division of Property Management (DPM) is a core department of the state’s Bureau of Real Estate Management, supporting its mission to create and maintain a physical environment that supports a safe and productive experience for both state government employees and visitors to any State of Maine facility. In particular, the State of Maine DPM oversees facility maintenance in seven service areas, including: Building Control Center; the lock shop; carpentry, painting, and windows; electrical; grounds; heating, ventilation, air conditioning, and plumbing (HVAC); and housekeeping.

Company: Bureau of Real Estate Management, State of Maine

LocationAugusta, Maine, USA 

Sector: Governmental 

Department: Division of Property Management

Purchased services: KeyCop, KeyConductor, WebManager

“Working with CaptureTech has lightened the workload for our Building Control Specialists who previously had to manually check in and check out keys for employees. Our employees appreciate the convenience of the KeyConductor systems and the assurance that the keys are being properly tracked to ensure accountability if a key is misplaced.”

Gary Tibbets

Lock Shop Manager, State of Maine

Challenges

The State of Maine DPM’s role includes managing the lock shop for all of the state building keys under the Bureau of Real Estate Management.

As a government entity, the division is responsible for securing and managing access to government buildings. The State of Maine DPM lacked an efficient system for identifying and locating misplaced keys. If keys were unaccounted for, the state had to rely on taxpayer funds to cover replacement costs instead of allocating those funds for new state initiatives.

In order to perform its duty and properly protect citizens, the State of Maine DPM sought a key management solution that would increase efficiency, security, and reliability. The solution needed to include a traceability function to create accountability among staff and provide the ability to locate state keys at any point of time. In addition, the State of Maine DPM required proxy badge compatibility for optimal security and authoritative access.

 

Solution

Due to the intricacy and nature of the requested solution, the State of Maine DPM turned to CaptureTech, a traceability solutions company with expertise in key and asset management, to implement a key management solution.

CaptureTech recommended KeyConductor electronic key cabinets as a management solution because they offer optimal security. Beginning with one electronic key cabinet, the State of Maine DPM and CaptureTech engaged in continuous and open conversations to customize the solution to fit the organization’s needs. Ultimately, CaptureTech deployed a total of ten electronic key cabinets varying in size to fit 24 to 60 keys.

The implementation of the electronic key cabinets allowed the State of Maine DPM to designate employee access to the cabinets and select keys for their specific duties through identification software. KeyConductor cabinets allow users to open each cabinet and select only keys that are highlighted based on predetermined access. The cabinet will not highlight and unlock any keys that are not designated for that specific user, keeping the remaining keys secured within the cabinet. This system would allow the state to increase security and ensure staff members access to correct keys for their duties.

In addition to the cabinets, CaptureTech deployed KeyCop intelligent key rings to offer traceability. KeyCops use barcode and RFID technology to track and trace keys. Management can not only see who has used the attached keys and when, but can also locate keys in real time.

“With so many facilities, we needed a solution that would keep our keys protected and increase efficiency for employees,” said Gary Tibbetts, State of Maine, Bureau of Real Estate Management / Property Management Division. “We were able to deploy KeyConductors in strategically accessible locations across our campus to increase efficiency in accessing keys while also keeping them stored more securely.”

CaptureTech recommended the CaptureTech WebManager for greater control and visibility of state property keys. This software enhances the benefits of KeyConductors by allowing the State of Maine to register all organization activities in a central database. CaptureTech WebManager supports the State of Maine DPM’s need for reliability among employees, as the software stores data showing who has which key, when they checked it out, and when they returned it. The web-based application also improves management reliability and provides a secure record keeping of state resources and assets.

As a government entity, the State of Maine DPM required a solution that would be compatible with proxy badges for heightened security. Standard KeyConductors are opened through a pin code interface; however, CaptureTech customized the boxes to read the state’s proxy badges, allowing employees to simply tap their badge for identification and access to the cabinets.

After the initial installation, the State of Maine upgraded its proxy badge system to a new SEOS HID smart card platform for greater security. CaptureTech then created a custom reader to fit the State of Maine’s new security badges. To ensure success, the CaptureTech team was on site to implement the new system and re-install all units with new frames designed to fit the upgraded proxy badge reader.

 

Results

Through clear communication and a strong partnership, CaptureTech was able to provide a custom solution to best serve the State of Maine DPM’s needs. As a government agency, it’s vital for management to be able to track and control its important assets—in this case, keys—and the KeyConductors, KeyCops, and CaptureTech’s WebManager have increased security for the State of Maine.

The new key management solution has also improved efficiency for the employees within the division. Before CaptureTech’s solution, employees had to go to a different building to receive their keys at the start of every shift. Now, with the security and predetermined access features in KeyCops, employees can arrive directly to their designated work building and quickly obtain the keys they need.

As a government employee protecting state assets, it can be difficult to maintain peace of mind and ensure all assets are secure at the end of each work day. Due to the traceability analytics this solution provides, employees have reduced work-related stress because they know everything will be accounted for.

“Working with CaptureTech has lightened the workload for our Building Control Specialists who previously had to manually check in and check out keys for employees,” said Tibbetts. “Our employees appreciate the convenience of the KeyConductor systems and the assurance that the keys are being properly tracked to ensure accountability if a key is misplaced.”

With this partnership, CaptureTech continues to support the State of Maine DPM in improving its security and efficiency through an open dialogue to develop new features and quality improvements.

 

About Barcoding, Inc.

Barcoding is a supply chain automation and innovation company that helps organizations be more efficient, accurate and connected. With extensive subject matter expertise in data capture, labeling and printing, and mobile computing, we are trusted to build and manage solutions for some of the best IT and operations teams in the world. Founded in 1998, Barcoding is headquartered in Baltimore, Md., with offices across North America (Chicago, Houston, Seattle, Montreal, Toronto and Vancouver). For more information, visit  www.barcoding.com.

 

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