Excerpt from Units, a publication of the National Apartment Association - November 2003

Security Companies Develop New Products To Meet Multifamily Needs

Apartment security has been a concern for owners, potential residents, insurers and anxious parents for decades. But in a nation where security has recently become Job No. 1, enhanced multifamily housing safety has moved into the realm of amenities, universally more desired, no doubt, than the sauna or the weight room. Greater security decreases resident-initiated, crime-related litigation, which is an added incentive for property owners to invest in protective products and services

Fortunately, the past few years have seen the rapid development of high-tech and affordable security systems. Reducing and eliminating crime in apartments is a complicated issue that requires a multi-pronged approach, and the security industry has risen to the challenge with a variety of offerings.

Whether the goal for a multifamily property is safety, crime prevention, peace of mind, streamlined record-keeping - or even home entertainment - management can rest easy. The security industry is staying up nights worrying about the needs.

Key Control

Keeping track of keys to individual residences, and limiting their access, has been a difficult task that is subject to human error, errant master keys, resident non-compliance and the cost of frequently changing locks. Computerized key control systems have reduced key control to a simple yet highly effective process.

These computerized systems do more than just speed up move-in and move-out. They make it possible for keys to be marked simply with a bar code, rather than the unit number, which helps eliminate the anxiety surrounding a resident's lost key. A database keeps track of key sign-out time, unit number, reason-completing work orders, for example-and time returned. This archive provides property owners and managers with a written history for use in case of a crime or litigation.

Beyond key control, however the computerized systems automatically produce reports that previously took managers many hours to compile each month. The systems offer a variety of standard reports and some versions can be programmed to produce customized reports.

"A resident's apartment home is his or her castle" said HandyTrac CEO John "Lee" Lie-Nielsen. "Neither resident nor manager really wants keys to the castle available to just anyone." Lie-Nielsen is well versed in both property management and computerized aids for keeping track of apartment data. As CEO of Johnstown Properties, the nation's largest management company in the early 1980's, Lie-Nielsen came up with the first computerized rent roll system, which has become known as "The (Manager's) Little Buddy."

HandyTrac's Generation 9 key control system is marketed as "the affordable system" costing as little as $10 per unit to install and $1 per unit annual warranty fee. Additional database/report services are available for a relatively low monthly rate. "HandyTrac's affordable price tag means more properties are able to provide this service," said Lie-Nielsen, adding that this amenity "makes their units more attractive to prospective residents."

Generation 9's space-saving, wall mounted unit consists of a key cabinet and a Datalog Microcomputer. An authorized individual can instantly access the keys by swiping an ID badge and entering a PIN, which opens the electronic lock on the 18-guage steel cabinet.

Within the cabinet two coded, tagged keys are stored on a hook for each unit. This two-key setup allows managers to have an active set of keys to disburse as well as a complete original set. When a key is returned, the HandyTrac system randomly assigns a hook within the cabinet to prevent a would-be offender from memorizing a specific key's physical location.

Data input is ongoing, with the manager entering the pertinent information when the resident takes occupancy. For new clients, some security companies will input data on current residents.

Generation 9 gives authorized personnel a choice of standard reports that includes all activities (such as "preventive maintenance" or "management inspection") for a particular period, sorted by employee; all keys out at the time at which the report is run; or all key transactions for a given period sorted by activity (for example, all apartments that received preventive maintenance in the previous month).

Other data, such as what information source attracted the resident to the property, can help owners and managers analyze the effectiveness of and thus better target their advertising. HandyTrac recently added a feature to the Generation 9 system that makes it possible for owners and other authorized personnel to access their own information on a special Web site. The company does "end of period" reports that are available online, but the property managers/owners print only as needed.

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