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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.

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.

Miya’s Law Strengthens Renter Safety in Florida, Highlights Need for Key Control

Miya's Law

Last month, Florida Gov. Ron DeSantis signed a new law requiring apartment communities to maintain a log accounting for the issuance and return of all keys and establish policies for their issuance, return, and storage.

Miya’s Law”, named after Miya Marcano, a young college student who was murdered last year at the apartment complex where she lived and worked, elevates security on residential properties with stricter background checks and limitations on the use of master keys.

Marcano’s family had been pushing for the protection since the 19-year-old was killed in September 2021 when police said a maintenance worker who had a master key to her unit killed her.

“Every tenant deserves to be safe in their own home,” DeSantis said in a statement following the passage of the new law. “By signing this legislation, we are making it safer to live in a rental unit and giving renters more peace of mind in their homes. Miya’s death was a tragedy, and our prayers continue to be with the Marcano family. I am proud to act on their behalf to help prevent a tragedy like that from happening to another Florida tenant.”

With over 2 million renters in the state of Florida, the use of secure electronic key control systems has become a necessity for multifamily communities to help save lives, instill a sense of security and reduce premises liability.

HandyTrac protects over 5 million apartment units nationwide and offers a number of features including audit trail maintenance and remote reporting to ensure your multifamily community meets the requirements of Miya’s Law. To learn more about HandyTrac Key Control systems, contact us today.

Sources:

https://www.nbcmiami.com/news/local/florida-gov-signs-miyas-law-to-strengthen-renter-safety-after-students-murder/2793232/

Cybersecurity Awareness Month: Keeping Keys and Residents Safe

Cybersecurity Awareness MonthFor nearly 20 years, Cybersecurity Awareness Month has served to raise awareness about the importance of cybersecurity across the Nation. The overarching theme: “Do your part, #BeCyberSmart” encourages individuals and organizations to own their role in protecting their part of cyberspace, stressing personal accountability and the importance of taking proactive steps to enhance cybersecurity. With this in mind, we’ve compiled a list of recommendations to help you keep your data and online activities safe in an age of ongoing cybersecurity threats.

Secure Your System

Regardless of how your company’s online network is configured, make sure it’s running on a secure system. Use firewalls and encrypting to secure your internet connections and your servers. If you use Wi-Fi, make sure it’s hidden and protected by a strong password — and change the password frequently. Only grant network access to authorized personnel.

Require Strong Passwords for Employee Logins

Employees who log into the system should each have an individual login with a strong password that is difficult to guess. Employees should also be prompted to change passwords regularly.

Remote Access: Use With Caution

If you log into your company’s network offsite using a smartphone or other mobile device, remember that you aren’t necessarily accessing the system using a secure server. Don’t log in using public WiFi, for example — or if you do, log in using a virtual private network (VPN) to hide from hackers.

Perform Frequent Viruses, Spyware and Malware Scans

You should have a strong antivirus, anti-spyware program in place to guard your system, and make sure it receives the latest updates to make sure newer viruses can be detected and eradicated from the system.

Run Updates on All Software

It’s a pain to keep up with software updates, but when developers send these to you, they’re usually dealing with newly discovered cybersecurity threats. Always keep operating systems and other software up to date.

Back Up Your System

You should be running full backups regularly of your entire system, from shared drives to individual computers. That way, if a hacker crashes your system, you won’t lose data and you can restore at least most of your functionality.

Use Multi-Step Logins Whenever Possible

You don’t want to spend all day logging in, but in truth, the more steps to the login process, the safer it is. With HandyTrac key control, for example, our systems are designed for employees accessing key boxes to take several steps to verify their identity. Some units even include biometric (fingerprint) identification which provides excellent security against intruders and hackers.

To learn more about our secure key control systems, contact HandyTrac today!

Keeping your Key Control System and Office Germ-Free

office cleaning tipsViruses and other harmful germs can remain infectious for long periods of time, especially on hard surfaces such as stainless steel and plastic. Without frequent and thorough cleanings, an office can quickly become a hotbed of infection putting both your staff and residents at risk. With this in mind, here are a few tips for keeping your key control system and office areas sanitized and germ-free.

Key control system cleaning tips

Used to store physical keys and other vital community information, key control systems serve as an integral resource for community staff. And along with frequent interaction comes the need to sanitize often.

The datalog

The main point of contact on a HandyTrac key control system is the system datalog, used to operate the system. Using a microfiber cloth and solution of mild dish detergent and water, wipe down the touch screen, numeric keypad and biometric reader (if applicable).

The key box

For the rest of the system, almost any type of disinfectant will do.

One thing to note: all cleaners that claim to kill germs require EPA registration. As such, you should keep an eye out for cleaners that are approved by the U.S. Environmental Protection Agency to ensure proper sanitation.

Sanitize before and after use

Keep a bottle of hand sanitizer nearby as an added defense against harmful viruses and germs.

Office cleaning tips

When cleaning office areas, be sure to…

  • Wear disposable gloves, a gown and a face mask
  • Clean surfaces using soap and water, then follow up with an EPA-approved disinfectant
  • Frequently clean high touch surfaces including tables, doorknobs, light switches, countertops, handles, desks, phones, keyboards, toilets, faucets, sinks, etc.

For more office cleaning tips and considerations, check out the CDC’s Facility Cleaning and Disinfecting guide.

To learn more about HandyTrac key control systems, contact us today.

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.

Cost Justified: Savings Pay for Key Control System in 6 months

Properties these days are understaffed, making time saving systems and tools more important than ever. HandyTrac key control systems can save maintenance staff significant time each day locating, pulling and returning keys, and keys-out reporting.

Time and motion studies prove that you can recover your entire key control investment in just 6 months!

time saving key control systems

How often?

How often does an employee walk to the other end of the community only to find they pulled the wrong key? How much time does that waste? How much does that cost?

How long?

How long does an expensive outside contractor that is “on the clock” stand around and wait while you try to locate misplaced keys?

How much?

How much does it cost you to re-key a unit because the key has been misplaced?

Why HandyTrac?

HandyTrac protects over 5 million units across 800+ companies nationwide and offers an ironclad warranty on every system.

Additional features include:

  • Remote access: Keep tabs on your keys from any internet-enabled device.
  • Detailed real time reporting: Always know where your keys are and why.
  • Audit trail: Reports are backed up to Amazon Web Services.
  • Bilingual: English and Spanish options available.
  • Touch screen: Stunning 7″ touch screen integrated to streamline workflow.
  • and much more.

To learn more about our time saving key control systems, contact us today.

Service Update: COVID-19

In this time of uncertainty, you can rely on us to keep your property secure. Our specialists are ready to provide assistance, and HandyTrac Online will continue to allow you to track your keys virtually anytime, anywhere. In addition to following all official government guidance, we are also:

– Restricting company travel to essential business activities

– Reducing face-to-face meetings in favor of virtual meetings

– Enabling telecommuting when possible

– Encouraging our employees to exercise caution and take all appropriate health and safety measures

– Enhancing cleaning procedures in our facilities

For questions or technical support, give us a call at 800-665-9994 or email us at service@handytrac.com. Rest assured that your keys are safe with us.

For the latest updates on the coronavirus, visit the CDC’s COVID-19 resource center.

Five Frequently Overlooked Security Measures

security measuresSecurity is one aspect of property management that often leaves something to be desired. Many organizations think they have their bases covered, yet there are a variety of factors that are often overlooked, and these factors can have lasting impacts if exploited.

With this in mind, we’ve compiled a list of five frequently overlooked security measures. Here we will examine the risks and offer some advice on how to address said measures.

1. Physical security

The use of traditional lock systems can be a great way to secure your units, buildings, and equipment; but what happens if the key goes missing?

To prevent physical keys from falling into the wrong hands, the use of an electronic key control system like HandyTrac is highly recommended. In addition to safe storage, electronic key control systems offer a variety of features designed to prevent key loss and theft including real time reporting, multi-factor authentication, key anonymization, randomized rotation, and audit trail maintenance.

2. Handling and disposal of paper records

Documents containing sensitive information are often disposed of improperly or left lying around in the office. Although these documents and bits of information may seem insignificant to some, they have the potential to hurt the company if discovered by a skilled criminal.

To ensure that all sensitive documentation is properly handled and disposed of, consider implementing a company-wide policy. Doing so helps to provide a standard for employees and promotes a culture of accountability. A great place to start is a company-wide shredding policy.

3. Network security

Much like your buildings, your network has various access points that must be protected. Effective network security targets a variety of threats and prevents them from accessing sensitive information. To determine the state of your network, consider conducting a network audit. An audit can help to uncover vulnerabilities within your network and improve overall security.

4. Breach Planning

Data breaches can hurt your brand, customer confidence and reputation, so it’s important to establish a breach response plan ahead of time to minimize the damage. To be effective, a data breach response plan should include the following:

– A definition of a breach
– A list of response team members
– The action steps for handling the breach
– A follow-up procedure

Once your plan is in place, educate your employees and test it often to ensure its effectiveness. A little bit of preparation can go a long way!

5. Security education for employees

People have quickly become the largest security vulnerability in any organization. Employees are frequently targeted  by hackers through various phishing attempts, and with over 90% of cybersecurity issues originating from human error within an organization, an investment in security education is worthwhile. Not sure where to begin? Here are some training best practices to get you started.