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New Year, New Multifamily Security Strategies

As we usher in a new year, it’s an opportune time for multifamily property managers to reevaluate and enhance their security measures. With the ever-evolving landscape of security threats, staying ahead is not just a goal but a necessity. Here are some valuable tips to help you fortify your security strategies in the coming year.

Regularly Update Security Protocols

Security protocols should not be stagnant. Regularly review and update your security policies to adapt to emerging threats. Conduct staff training sessions to ensure everyone is up-to-date on the latest security procedures. Encourage a culture of awareness and accountability among your team.

Enhance Lighting and Surveillance

Well-lit areas and robust surveillance systems act as powerful deterrents for criminal activity. Ensure that all common areas, parking lots, and entry points are well-lit. Consider upgrading or expanding your surveillance system to cover blind spots and vulnerable areas, providing an extra layer of protection.

Regularly Audit and Monitor Key Usage

At HandyTrac, we understand the importance of monitoring key usage and we recommend conducting regular audits of key distribution and usage to identify any discrepancies. Implement a robust HandyTrac key control system to easily track and manage keys, ensuring that only authorized personnel have access to them.

Community Engagement for Increased Vigilance

Encourage a sense of community among your residents. Establish neighborhood watch programs or online forums where residents can share security concerns and updates. A vigilant community is an effective one, contributing to overall safety.

Emergency Preparedness and Communication

Ensure that your property has well-defined emergency procedures in place. Regularly communicate these procedures to residents and staff. Implement a reliable communication system, such as text alerts or a mobile app, to keep everyone informed in case of emergencies.

Collaborate with Local Law Enforcement

Forge strong partnerships with local law enforcement agencies. Share information on security measures, and seek their input on enhancing safety. Collaborative efforts can lead to a quicker response in case of emergencies and contribute to a safer environment.

As we step into the new year, you can prioritize the security of your multifamily property by adopting these proactive measures. At HandyTrac, we are committed to providing solutions that enhance the safety and well-being of your community. By implementing these tips, you can create a secure and resilient living environment for your residents in the years to come. Here’s to a safe and prosperous new year for your multifamily community!

Multifamily Community Security Tips for the Spooky Season

security tips for the spooky seasonAs the spooky season approaches, multifamily communities need to take extra precautions to ensure the safety and security of their residents. With Halloween just around the corner, it’s essential to address potential security concerns that may arise during this time of year. In this blog post, we’ll explore some multifamily community security tips to keep everyone safe and enjoy a worry-free spooky season.

Well-Lit Common Areas

One of the simplest yet most effective ways to enhance security during the spooky season is to ensure that common areas are well-lit. Adequate lighting in hallways, parking lots, and common areas can deter potential intruders and provide residents with a sense of security. Consider using motion-activated lighting to save energy while maintaining a high level of security.

Secure Entry Points

Make sure that all entry points to the community, including doors and gates, are properly secured. Ensure that locks are functioning correctly, and consider implementing access control systems for added security.

Clear Landscaping

Overgrown bushes and trees can provide hiding spots for would-be intruders. Trim back any vegetation that could obstruct the view of windows and entryways. A well-maintained landscape not only enhances the curb appeal of your multifamily community but also contributes to security.

Neighborhood Watch Programs

Encourage residents to look out for one another by creating a neighborhood watch program. Residents can form a group to keep an eye on the community and report any suspicious activity to the property management or local authorities. This sense of community can help deter potential security threats.

Communication and Education

Educate residents about security best practices, especially during the spooky season. Remind them to keep their doors and windows locked, even when at home, and to be cautious when opening their doors to strangers. Encourage residents to report any unusual activity or concerns promptly.

Halloween Safety Guidelines

As Halloween approaches, provide residents with safety guidelines to ensure a fun and safe celebration. Recommend well-lit pathways for trick-or-treaters, and discourage residents from leaving valuable items on display, which can attract unwanted attention. Consider organizing community Halloween events to keep residents within the safety of the community.

Security Cameras

Install security cameras in strategic locations throughout the multifamily community. Visible cameras can act as a deterrent to potential intruders, and they can also provide valuable evidence in case of an incident. Ensure that the cameras are regularly maintained and that the footage is securely stored.

Key Control

One of the most critical aspects of multifamily community security during the spooky season is effective key control. Key control systems play a pivotal role in ensuring the safety and peace of mind of both property managers and residents. Halloween festivities can bring a surge of visitors and increased foot traffic, making it essential to have stringent control over access points. HandyTrac systems offer a modern and efficient solution that goes beyond the limitations of traditional lock-and-key methods. With features like instant reporting, audit trail, and the ability to grant or revoke access, key control systems are invaluable tools to maintain security during this season of tricks and treats. They help prevent unauthorized access, deter potential intruders, and keep a watchful eye on the safety of your multifamily community, ensuring that residents can fully enjoy the spooky season without any security concerns.

The spooky season should be a time of fun and celebration in multifamily communities, but it’s also crucial to prioritize safety and security. By following these security tips, property managers and residents can work together to create a secure environment that allows everyone to enjoy the season without fear. Remember, a safe community is a thriving community. Happy Halloween!

Streamlining Property Management: The Role of HandyTrac in Enhancing Administrative Efficiency

administrative efficiency

Property management involves a multitude of tasks that require precision, organization, and efficiency. In an era where technology is reshaping the way we manage various aspects of property management, innovative solutions have emerged to alleviate the challenges faced by property managers. One such solution, HandyTrac Systems, offers a comprehensive approach to key control that not only enhances security but also significantly streamlines administrative processes. Here’s how HandyTrac empowers property managers by boosting administrative efficiency and simplifying key management.

Automated Reporting and Data Accessibility

Gone are the days of sifting through piles of paperwork to generate reports. HandyTrac’s digital approach allows property managers to access comprehensive and up-to-date reports with just a few clicks. This feature ensures that vital information, such as key usage logs and access history, is readily available whenever needed. By automating reporting, HandyTrac minimizes administrative overhead and allows property managers to focus on more strategic tasks.

Updates and Notifications

HandyTrac’s key monitoring capabilities provide property managers with instant access to key usage information. When a key is accessed, property managers can receive notifications, offering a clear overview of who is using keys and when. This real-time visibility enables rapid responses to any irregularities and ensures that access is managed effectively.

Efficient Permissions Processes

Transitions in property staff often present logistical challenges for property managers. With HandyTrac’s digital system, managing permissions processes becomes a seamless endeavor. Property managers can swiftly update access permissions and revoke privileges as needed, ensuring that only authorized individuals can access units.

Simplified Key Tracking and Accountability

Property managers are responsible for maintaining a detailed record of key assignments and usage. HandyTrac’s system simplifies this process by digitally tracking key movements and access. This comprehensive record enhances accountability and minimizes the risk of key-related incidents. Property managers can easily review historical data and identify any discrepancies or patterns.

Reduced Administrative Errors

The shift from manual key management to HandyTrac’s electronic key control system significantly reduces the likelihood of human errors. Misplaced keys and miscommunication regarding key assignments become rare occurrences. This reduction in errors fosters a more secure and organized environment within the property.

Enhanced Communication and Collaboration

HandyTrac’s cloud-based approach facilitates seamless communication and collaboration among property management teams. Authorized personnel can access the system from any location, promoting efficient coordination and ensuring that everyone is on the same page regarding key access and security.

In an industry that demands meticulous attention to detail and effective organization, HandyTrac Systems stands as a game-changer for property managers. By automating reporting, providing accurate updates, streamlining key tracking, and offering efficient permissions processes, HandyTrac significantly enhances administrative efficiency. As technology continues to reshape property management practices, HandyTrac is leading the way in simplifying key management and allowing property managers to focus on strategic initiatives that contribute to the success of their properties.

Enhancing Apartment Living: The Real-World Benefits of HandyTrac Systems

apartment living

In the dynamic world of apartment living, security and convenience are paramount. As technology advances, tools that enhance our daily lives have become more sophisticated, and one such tool that is making waves is HandyTrac Systems. This blog post will delve into the experiences of apartment residents who have benefited from the capabilities of HandyTrac Systems. By examining their experiences, we can better understand how HandyTrac is transforming key control and improving the quality of apartment living.

A New Approach to Key Control

HandyTrac Systems is changing the way apartment residents think about key control. Here are some ways that residents have seen the impact:

1. Elevated Security and Peace of Mind

Apartment communities using HandyTrac Systems have reported a significant improvement in security measures. By allowing only authorized individuals to access buildings and units through secure authentication methods, residents feel a heightened sense of peace, knowing their belongings are better protected.

2. Monitoring and Accountability

HandyTrac’s key tracking features have proven to be a valuable asset. This level of transparency ensures accountability and reinforces a culture of responsible key usage within the community.

3. Community Building

Secure key management can also have a positive impact on community dynamics. Residents are now more aware of each other’s security, creating a sense of unity. This collective responsibility for safety can help build stronger bonds among neighbors.

4. Seamless Key Management During Relocation

Residents who have moved within the same community have praised HandyTrac’s efficiency during transitions. Updating access details during a move is hassle-free, eliminating the need for physical key coordination and administrative delays.

HandyTrac Systems is not just about key control; it’s about enhancing the entire apartment living experience. Through the lens of a resident, we see how HandyTrac improves security, simplifies access management, fosters a sense of community, and streamlines key-related processes. As technology continues to advance, HandyTrac is leading the way in making apartment living more secure, convenient, and enjoyable for residents across various communities.

HandyTrac Security Tips for the Holidays

holiday security

As the holiday season approaches, it’s important for multifamily communities to take steps to ensure the safety and security of their residents. One way to do this is by implementing a key control system, such as HandyTrac, to manage and track the use of keys.

With HandyTrac, property managers can easily monitor who has access to keys and when they are using them. This can help prevent unauthorized access to buildings, apartments, and common areas, and can provide peace of mind to residents.

Here are a few holiday security tips for multifamily communities using HandyTrac Key Control:

Keep track of keys

With HandyTrac, property managers can easily track which keys are checked out, by whom, and when. This can help ensure that keys are not lost or stolen, and that only authorized individuals have access to them.

Set up access restrictions

HandyTrac allows property managers to set up access restrictions for keys, so that they can only be checked out during certain times of the day or week. This can help prevent unauthorized access to buildings and apartments, and can provide an extra layer of security during the holiday season.

Monitor key usage

HandyTrac’s key usage tracking feature allows property managers to see a history of key checkouts and access events. This can help identify any potential security issues and allow managers to take action to prevent them.

By using HandyTrac Key Control, multifamily communities can improve their holiday security and provide a safer environment for their residents. And, with its easy-to-use interface and robust tracking capabilities, HandyTrac is the perfect solution for managing keys during the busy holiday season.

HandyTrac Key Control Interfaces with Popular Property Management Software

resmanHandyTrac Systems, a leading electronic key control company, is pleased to announce a strategic partnership with property management software companies, ResMan and Yardi to provide seamless work order delivery for multifamily, student and military housing customers nationwide.

“Over the past 20 years, we’ve discovered that multifamily property managers are inheriting a variety of roles to satisfy the ever-growing list of community needs,” notes Larry Kratz, President of HandyTrac. With this in mind, we’ve teamed up with ResMan to simplify key activity management through consolidated processes, and simplified access procedures.”

Upon request, ResMan and Yardi users with a HandyTrac Premium Touch system now have the ability to customize their experience through the use of a unique and secure work order system. Features like service order and staff data importation will allow managers to quickly and easily monitor key activity and work orders through their ResMan dashboard.

“We believe that when provided with the right tools, property managers can do it all. By leveraging this partnership, property managers will benefit from efficiency improvements, and ultimately, get the most out of their management products.”


About ResMan:

ResMan provides innovative technology solutions to the property management industry by making property investments and operations more profitable and easier to manage. For more information, visit myresman.com.

About HandyTrac:

HandyTrac likes to consider itself the low-cost leader in multifamily and military housing key control; managing keys for more than 5 million apartment homes throughout the country. We offer three unique cloud-based systems that provide instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone. For more information, contact us today.

Using Computerized Key Control to Prevent Mail Theft

mail-theftTasked with the handling and delivery of nearly 188 million pieces of mail each day, postal workers have become prime targets for criminals seeking bank statements, social security numbers and other personal information. Mail theft and subsequently identity theft are increasing at an alarming rate, and property managers can never be too careful.

Recently, a disturbing video was taken inside a Chicago apartment community showing an unnerving trend: thieves with a key. In the video, two men are seen using their own key to not only gain access to numerous apartment buildings, but also the mailbox units inside.

“That feels like such a violation,” said Kathleen, a Chicago resident. “It could lead to identity theft. It could lead to checks being stolen. So I think it’s really disturbing that someone has the key to get into my mailbox.”

This, unfortunately, isn’t just a one-off either. Key thieves have struck multiple parts of the city in recent months with no signs of slowing. Authorities also report an increase in the number of postal carriers “confronted with force” to hand over their key on their routes.

In addition to posing a direct threat to postal employees, mail theft results in stolen personal information which can wreak havoc on the lives of those affected. And if a key is stolen, the solution isn’t as simple as making a new key. That process, referred to as ‘re-keying,’ requires considerable time and money.

Using Computerized Key Control to Prevent Mail Theft

Using a computerized key control system, property managers and postal employees can instantly reveal who checked out a specific key using a secure audit trail. Additionally, users can implement multi-factor authentication procedures, requiring users to offer information such as a pin code (something you know), access cards (something you have) or biometric fingerprint readers (something you are) before gaining access to the system.

Taking property security one step further, computerized key control systems from HandyTrac anonymize property keys and utilize a state of the art bar-coded system. This system prevents users from memorizing where specific keys are hung using random rotation: an automated process that hangs keys in random locations in the box.

With two secure key management systems to choose from, HandyTrac is an affordable and sensible solution for any community or facility.

For more information about our computerized key control systems, contact us today.


References:

Para, Marissa. 2019. Postal Workers Worried About Safety As Mail Thefts Are On The Rise. CBS News Chicago. Retrieved from https://chicago.cbslocal.com/2019/12/31/postal-workers-worried-about-safety-as-mail-thefts-are-on-the-rise/

Case in Point: Smart Key Management Matters

When property management companies operate without a smart key management system in place, they invite unnecessary liability onto the property; putting residents, staff and the company at risk.

Last October, authorities in St. Francis, Wisconsin responded to a multifamily community main office break-in that resulted in the disappearance of 11 separate unit keys. Two residents later reported items missing from their apartments but their doors had been locked.

smart key managementWithout a smart key management system, lost or stolen keys are untraceable. As a result, no suspects or clues were identified in this case, leaving the property management company with eleven compromised locks needing replacement, premises security liability, potential damage compensation charges, and a community full of concerned residents.

With a smart key management system by HandyTrac, property managers can rest easy knowing that community keys are in good hands. Keys are housed within a 18-gauge steel cabinet, anonymized to prevent quick identification and secured using multi-factor authentication procedures. Additionally, our systems offer real-time reporting capabilities, allowing property managers to keep tabs on community keys from any internet-enabled device.

Since the management oversees keys to all units, protecting and monitoring the use of those keys is one of the most important parts of keeping residents safe — and also one of the aspects most likely to be targeted for negligence. Not only do the keys need to be kept secure, but their use needs to be tracked. You need an audit trail — you need to be able to document and trace who had use of the keys, when they obtained them and when they were returned.

To learn more about our smart key management systems, contact us today.

How to implement an electronic key system

Implementing an electronic key system can be rewarding for many reasons, the most apparent being an improvement in community security; but how exactly does one accomplish this task?

Step 1: Review your community/facility needs

electronic key systemPrior to selecting and implementing an electronic key system, it’s important to review your community or facility’s needs. Start by asking yourself the following questions:

“How many residents does my community have?”

“Which electronic key control features are most important for my community?”

“Do I require bilingual options?”

“Does my community use Yardi software?”

If you have trouble answering any of these questions, that’s okay! We’re here to help. Contact us at your convenience to speak with a sales representative in your area. They will be happy to answer any questions you may have and layout all the options suitable for your property.

With these questions answered, it’s time to begin the system selection process.

Step 2: Select a system

Between the Standard and Premium Touch, there’s a system for any sized application or budget. A few of HandyTrac’s notable electronic key system features include:

– Stunning touch screen displays

– Instant reporting

Multi-factor authentication

For a full list of electronic key system features, view our products online or contact us to speak with a representative.

Step 3: Installation

Using the tutorials and resources provided by HandyTrac, installation is a breeze. Simply visit the Resources page to get started. And, as always, if you run into any trouble, give us a call!

Step 4: Training your staff

Once you’ve installed your system, it’s time to gather the troops and begin training. Here are a few tips to get you started:

Emphasize the importance of key control. Present and future staff should understand that key control is a top priority for your community. Emphasize that a key system ensures their protection as well as yours.

Keep the process consistent. Once you have the system in place, make as few changes to the process as possible, with possible exception of completely revamping it for security reasons. Every time you change the procedure, you’ll have to retrain your employees.

Make the process as simple and straightforward as possible. This may seem a little paradoxical considering that a secure system requires multiple steps, but if those steps make sense to your employees, they will memorize the process quickly, and it will become second nature through repetition.

And vualá! Your electronic key system has been implemented, providing valuable security and peace of mind for community managers and residents alike.

For more information about HandyTrac, contact us today.

HandyTrac introduces new version of its most popular touch integrated key control system

touch key controlFeaturing a 7-inch touch screen display, badge and pin access, instant reporting, and bilingual options for English and Spanish speakers.

HandyTrac today introduced the new Standard Touch key control system, bringing streamlined touch integration and improved security to its most popular and most affordable system. Available in single and double cabinet options, the Standard Touch features a stunning 7-inch touch display and intuitive capabilities including one touch building pull integration and work order review, automated audit trail maintenance, and instant reporting. The Standard Touch key control system also has bilingual options, catering to both English and Spanish speakers.

“The new Standard Touch key control system packs even more value into our touch product line,” said Larry Kratz, President of HandyTrac. “Beyond secure key storage, the Standard Touch introduces powerful new ways to multi-task, track absent keys, and view more information at a glance on the touch display. This new key system with touch integration takes everything people loved about our Classic system and makes it even better for accessing, monitoring and controlling keys.”

Designed to be convenient and durable, the Standard Touch system cabinet is made of 18 gauge steel with black powder coat finish, and is wall mounted for ease of use and space conservation.

Features:

– Large 7″ touchscreen
– Badge and PIN access for authorized staff
– Built-in Wi-Fi connection
– Bilingual options for English and Spanish speakers
– One touch building pull integration when pulling multiple keys
– Single login to review reports for multiple properties
– Audit Trail – Reports are backed up to Amazon Web Services
– Customizable activity codes
– Instant reports; keys out, who has key and why, when returned
– Ability to review individual work orders with one touch

About HandyTrac

HandyTrac revolutionized computerized key control with the introduction of the Classic key control system in 1995. Today, HandyTrac protects over 5 million units nationwide and is the leading key management and control system in the multi-housing and commercial property industry. HandyTrac principals have over 30 years of experience in real estate property management and over 25 years of experience developing software systems for multi-unit residential properties.

For more information, contact us today.