Enhancing law enforcement operations through advanced key management, by Collin Sharp, Regional Sales Manager, Traka Americas.

Law enforcement strategies

One of the more unique geographic features in the Southwest US is the Four Corners Region, which includes the only spot where four states – Utah, Colorado, New Mexico and Arizona – meet simultaneously.

The Northwestern-most county in New Mexico that’s part of the Four Corners is San Juan County, which includes more than 2,000 miles of jurisdiction for the San Juan County Sheriff’s Office (SJCSO).

Because of the vast terrain, the department has faced unique challenges in managing certain shared assets, particularly spare keys for fleet vehicles.

However, by implementing advanced technology, they’ve improved operations and extended the life of the vehicles to ensure critical day-to-day responsibilities.

More than 100 certified deputies respond to more than 55,000 calls annually for the approximately 125,000 residents who live in San Juan County.

Because the coverage area is extensive, the wear and tear on the patrol trucks and SUVs fleet is constant.

As such, officers consistently sign out spare keys when their primary vehicle is being serviced.

While an intelligent key cabinet is in place now to help facilitate that process, it was more complicated several years ago.

Officers were checking out spare keys from a basket and having to record those transactions in a three-ring binder.

That system was susceptible to lost keys and officers often times needed to remember to write down the keys they took, which made it even harder for administrators to track down who had which key and vehicle.

Improved operations

Everything changed when SJCSO noticed an intelligent key cabinet used by their next-door neighbors at the detention center.

Its impact on law enforcement by securely storing and monitoring keys had been clear, so a similar cabinet was installed in the sheriff’s office.

All of their keys have now been tagged and securely stored in the cabinet, which can be controlled remotely by an administrator who can assign or remove access instantly and also see in real time who has which vehicle and when they check it out.

Moreover, the cabinet also eliminates the need for an employee to be on-site to handle the check-in/check-out process.

Another critical law enforcement feature that SJCSO utilizes is fault logging.

Suppose an officer returns a vehicle that needs a new tire, an oil change or has the check engine light come on.

In that case, they can input that “fault” into the cabinet interface, automatically removing that key and vehicle from circulation.

This lockdown feature reduces the likelihood of an officer unknowingly checking out a vehicle that isn’t operating correctly.

The administrator can then notify mechanics, who have access to all the keys, so they can quickly service the vehicle to return it to operation.

Another significant benefit to the cabinet’s utilization within the department has been its ability to integrate into the SJCSO’s access control system.

When officers arrive on-site, the same access fob they use to enter the building is used to access the electronic key cabinet, eliminating unnecessary training.

This is especially helpful for rookie officers trying to onboard as quickly as possible.

It also reinforces protection to the facility when employees are removed from the agency, as authorized administrators can instantly deactivate their single credential.

The department’s general workflow benefits have been clear: They don’t have to spend time looking for lost keys and have extended the life of their fleet vehicles.

The department has even expanded its use of the cabinet to include facility keys, which, like the fleet vehicle keys, can be assigned to certain users to help expedite access to certain parts of the building.

By keeping all keys in a central location, the department consolidates storage and resources, while also maintaining the ability to have different access levels associated with different keys in a single cabinet.

“The fact that we don’t have to scan through pages of bad handwriting to see who has checked out which key has been excellent,” said Keith Dial, Information Technology Manager, San Juan County Sheriff’s Office.

“I can just go straight to the website and see the officer’s history and the keys he has checked out.”

The tool for law enforcement

Key cabinets, like the one used at SJCSO, are playing an increasingly larger role in law enforcement operations, as outdated systems like pegboards and notebooks are being replaced by comprehensive solutions that provide clear auditing of a department’s most foundational shared asset.

Cabinets are improving overall workflow and allowing law enforcement agencies to reallocate personnel resources elsewhere.

In an era of constantly changing technology and security threats, cabinets represent a futureproof solution that can serve as an invaluable asset with a clear short and long-term return on investment.

Departments that utilize this technology are therefore better positioned to improve department-wide operations and security, while also establishing a standard of accountability that encourages safe and efficient environments.

This article was originally published in the special February Influencers Edition of Security Journal Americas. To read your FREE digital edition, click here.