Key safes

Count key bundles, not just hooks

Lay out the keys and tags you actually use. Long keys, vehicle keys and whole bundles need more spacing than a single flat key. Check the internal space, usable hook spacing and door movement. A large number of hooks is of little help if bundles overlap or become trapped when the door closes.

Plan for changes in users

Decide who may collect and return a key. With shared codes, changing permissions is part of the process too. Ask for the operating instructions and find out which user functions the particular lock actually supports. Terms such as key box, key cabinet and key safe overlap in everyday use; they do not demonstrate a uniform level of protection.

• Compare keys and electronic codes

Choose in three steps

First, establish the size and number of key bundles. Second, describe the users and handover process. Third, check the mounting location, substrate and product documentation. Outdoor use raises additional questions about the environment approved by the manufacturer. A particular body material or cover is not enough to infer suitability for every outdoor location.

• Plan an outdoor key safe

Send a clear enquiry without access details

State the number and approximate size of the bundles and your preferred method of operation. Describe whether use is planned in an office, shared facility or outdoors. Do not send active codes or photographs showing identifiable key profiles. These confidential details are unnecessary for an initial selection. Discuss whether a particular product meets your insurance conditions directly with your insurer, using the actual model details.

Returning keys is part of the decision

Consider how missing or incorrectly assigned keys will be noticed. Neutral numbering and clear responsibilities can help with organisation. Check that tags remain readable and bundles can be removed individually. Where there are several users, describe collection and return in a way everyone can understand. The technology supports this process only if it actually provides the required functions. Record which tasks will be manual and which you expect the product to perform. This avoids confusion between straightforward storage and a broader access management system.