Medeco

How to Choose Your Next Key System

Dan Sweeney

Apr 8, 2024 • 15 min read

Choosing a new key system can be a challenging experience. With all the options available today, how will you know which one to choose? We’ve developed this whitepaper to help guide you through the selection process. Below are a few of the questions you should be asking key system suppliers and manufacturers when choosing your next key system.

1. Question: Are your materials (cylinders/cores, housings, key blanks, and servicing equipment) manufactured in the USA?

Why is this important?

High quality construction
Superb manufacturing capabilities
Shipping/delivery lead times improved
Keep jobs in US and strengthen US economy
Helps enforce patents and certifications ‐ hold up in US courts

Specification Language: The cylinders, cores, housings, key blanks, and servicing equipment must be made in USA

2. Question: Does your system allow the following cylinder formats to be operated by a single key, under the same master key system?

Rim cylinder
Mortise cylinder
Key‐in‐knob cylinder
Key‐in‐lever cylinder
Small Format Interchangeable Core (SFIC)
Large Format Interchangeable Core (LFIC)
Cam locks (3/4" diameter)

Why is this important?
Typically, different cylinder types and formats are not consistent between manufacturers. Each cylinder manufacturer designs and develops their own key system specifications.

Cylinder and key system specifications are not standard. This means that if you have a variety of hardware, each of the cylinders that lock those hardware pieces, and the internal key system components, are different from one another. The cylinders and their keys are not compatible with one another, which means you are carrying multiple keys, stocking multiple cylinder pieces and components, and have different key system records to manage. There are some key systems on the market today that are completely retrofittable to existing hardware components and allow all locks and cylinders to be tied together under a "uniform" (one key) key system.

Specification language: The manufacturer shall provide a system where all cylinder/core formats can be operated by a single key within the same key system (Cylinder/core formats would include, but not be limited to: rim/mortise/KIK/KIL/SFIC/LFIC/Cam Locks).

3. Question: Is your key system patented? What type of patent protects your keyways?

Why is this important?
A patented keyway offers protection against unauthorized key duplication. A manufacturer with a UTILITY patent key system design controls the manufacturing and distribution of the cylinders and key (key blanks). To the customer, this means that keys and key blanks are not readily available in the open market. Only authorized individuals, whose signatures are on file with the factory, can order key blanks, cut keys, and combinated cylinders for a key system.

Specification language: The manufacturer will provide a highly restricted, patented keyway that will be assigned to the end user.

4. Question: Have you had to defend you patent(s) in court before? If so, were you successful?

Why is this important?
Weak patents get challenged, and sometime get ruled as “invalid.” You want to know that if the manufacturer’s key system patent comes under scrutiny in the court of law that:

#1 ‐ The manufacturer is willing to go to court to defend and protect the patent.

#2 ‐ If the patent has been defended in court, was the defense successful and the patent upheld. If you select a key system that doesn’t have a very strong patent, and it is ruled as “invalid” you could find that your key system could get compromised in the future by an unauthorized, non‐original key.

Specification language: The manufacturer must show a history of successfully defending patent challenges to in the court of law.

5. Question: Is your key system capable of having millions of combinations under a single keyway profile?

Why is this important?
You want your key system to last. It's an investment, and you need that investment to pay dividends for years to come. With a common pin tumbler lock, your system expansion is limited by the number of mathematic possibilities that are available.

Based on the history of the existing key system, and the need for a system that can support the future need for growth, a key system capable of expanding its bittings by at least 64,000 under a single keyway profile is highly recommended. Having a key system that can produce these amounts of bittings under a single keyway profile is also important to keep the integrity of the key system intact, the manageability of the key system simple, and requires less inventory to keep on hand.

Specification language: The manufacturer’s key system should be capable of producing at least 64,000 useable combinations under a single keyway profile.

6. Question: Is a Key Control Agreement(s) required to use your key system? What documentation do you require for an end user keyway?

Why is this important?
As manufacturers trying to make a sale, we all make promises. It's important to document those promises in writing so that they are fulfilled. Any manufacturer that is asking you to commit to a key system or keyway that offers a high level of restriction and patent life should also require the use of Key Control Agreements. Key Control Agreements outline the basic guidelines and principles for good solid key control, and help keep the integrity of your key system intact for the life of your system.

Think of it this way. The last time you bought a cell phone you signed an agreement. That agreement spells out the guidelines and promises between you and your cellular provider. Key Control Agreements for a key system act the same way but with a lot more importance. Key Control Agreements help protect the cylinders and the keys you use to protect life, property, and assets. Be wary of any manufacturer that does NOT require you to sign an agreement that protect you and protects your key blanks and your master key system.

Specification language: The manufacturer will require signed Key Control Agreements for the keyway that is assigned to help with the enforcement of key control and to maintain the integrity of the key system.

7. Question: Can you describe the process for ordering combinated cylinders, cut keys, and key blanks? Do you require a Letter of Authorization to order combinated cylinders, cut keys, and key blanks?

Why is this important?
The value of a patented key system lies in its ability to control key duplication. This control extends to the ordering process. One way to control and manage the ordering process for your key system components is through a Letter of Authorization.

Authorized signers are established with the manufacturer, and only those individuals whose names are on file will be allowed to order product and materials for your system. Check with the manufacturer on what checks and balances they have in place to ensure that only authorized individuals can order restricted key system materials for your system.

Specification language: The manufacturer will implement Letters of Authorization that only allows an authorized individual(s) to authority to order custom coined cut keys (send sample letter of authorization)

8. Question: How do you mark cut keys and key blanks? Will cut keys and key blanks be stamped or custom coined?

Why is this important?
Custom coining is a factory key marking process that is used to enhance the security value of the key. Custom coining is different than key stamping. Stamping a key is good, but eventually that stamping can rub off due to wear. Keys that are merely stamped are also susceptible to alteration (removing or changing the stamping to something else, or simply removing the stamping all together). Custom coining uses the same process that the U.S. Treasury Department uses to mark coinage. During the coining process, about 10 tons of pressure is put on the key to embed a unique ID/marking (you chose the marking) on the key bow surface.

The coining process leaves the key with a raised marking; similar to the raised markings you would find on a piece of US currency. The coining process also leaves the key with a jewelry style finish that signifies its high quality.

Specification language: The manufacturer will require the use of a specialized custom coined die (not stamped) to mark all of the keys for the system.

9. Question: What material are your keys made of?

Why is this important?
Keys made of nickel silver are extremely strong. In fact, nickel silver is one of the strongest materials to make key blanks from, versus keys that are purely made out of brass. Strong, nickel silver keys helps prevent key breakage. Reducing key breakage reduces maintenance and service calls and also helps prevent unnecessary lock‐outs due to a key breaking.

Specification language: The manufacturer will only supply cut keys and key blanks that are constructed of nickel silver.

10. Question: Do you have a warranty on your key? What is the warranty on your keys? Do you offer a lifetime warranty on your keys?

Why is this important?
From time to time, keys will break. There’s no getting around it. It’s good to know that a manufacturer will stand behind their high value, high quality keys with replacements if, and when, they do break.

Specification language: The manufacturer will offer a lifetime warranty on all key blanks.

11. Question: What is the patent life of your key system?

Why is this important?
Your key system, and its ability to protect your facility, is only as good as your ability to prevent keys from being duplicated without your knowledge. Having the ability to control who can copy keys, and where keys can be copied is the cornerstone for good access rights management. Your ability to protect your keys from unauthorized key duplication is a determining factor in your key system success.

Don’t be fooled by gimmicks such as “Do Not Duplicate” or “Unlawful to Duplicate” messages on your keys. These messages do nothing to protect keys from being copied. The only method for preventing keys from being copied without your knowledge lies in your ability to control the key blanks used in your facility. This can only be achieved through the protection offered with a patented key system that is reinforced with strong, legally binding agreements that account for keys and their method of distribution.

The patent protects your keys against unauthorized production and duplication. It’s like an insurance policy. Look for a utility patented key system with the longest life possible, while also taking into consideration the other elements listed in this guide. The key system should have all of the elements listed here as well as a patent life that is valid until 2027 or beyond.

Specification language: The manufacturer’s key system (keys) will be a utility patent protected through at least 2027.

12. Question: How many shear lines do your cylinders have? Do your cylinders require the alignment of a minimum of at least two shear lines before a key will turn?

Why is this important?
A common pin tumbler lock only has one shear line. A cylinder with only one shear line provides less security than a cylinder with multiple shear lines. Multiple shear lines increase pick resistance, and depending on the design, also offers other benefits such as expanded master keying capacity.

Definition: Shear line – in a cylinder lock, the shear line is where the inner cylinder (the plug – what you put your key in to) ends and the outer cylinder (the shell) begins. The shear line is created when a key’s cuts align the tumbler pins in the cylinder to a point where there is an unobstructed separation of bottom and top pins that allow the plug to rotate within the shell.

When a key with the wrong cuts is inserted into the cylinder, the bottom and top pins won’t align and either one of the two (bottom or top pin) will block the rotation of the plug.

Specification language: The manufacturer’s key system design shall at a minimum include two locking elements that will require two shear lines be established by an authorized key (traditional shear line for split pin tumbler cylinders/cores and a shear line established by the sliding mechanism and an internal locking pin)

13. Question: What material are your bottom and top tumbler pins made of?

Why is this important?
Bottom pins that are made of nickel silver, or nickel silver plated, don’t wear as easily as brass pins, especially when using a nickel silver key. Some cylinders in your system could get used hundreds of times a day. If a nickel silver key is used in an application like this, and the cylinder contains brass bottom pins, those pins will wear extremely quickly. This reduces the life of the cylinder, could cause unnecessary lock‐outs, and requires additional maintenance and service to key the cylinder functioning properly consistently.

Specification language: The manufacturer’s bottom pin segments will be required to be nickel silver.

14. Question: If we needed to pin (new cylinder) or rekey (installed cylinder) a rim or mortise cylinder, can you describe the servicing procedure? How is your rim and mortise cylinders capped? Do you use threaded set screws to cap your rim and mortise cylinders?

Why is this important?
For rim and mortise cylinders, a threaded set screw cap adds additional security to the cylinder. The set screw cap design prevents the pin stack from being forced up, and out the top of the cylinder during an attack (comb attack). The threaded set screw design also offers additional benefits. From a servicing standpoint, when a cylinder needs to be rekeyed, the entire pin chamber cover does not need to come off ‐ only the pin chamber that needs to be rekeyed needs to be serviced. Also, cylinders with individually capped pin chambers do not require the use of a plug follower. This design increases maintenance and service productivity, and will drastically cut down on the time that it takes to rekey a cylinder and re-establish security.

Specification language: The manufacturer’s non‐interchangeable core cylinders, rim and mortise cylinders, shall be so constructed to use threaded set screws, not staked covers or caps, to cover each individual pin chamber.

15. Question: If we needed to pin (new cylinder) or rekey (installed cylinder) a key‐in-knob/lever cylinder, can you describe the servicing procedure? How are your key‐in-knob/lever cylinders capped? Do you use a slide on/remove able pin chamber cover to cap your key‐in‐knob/lever cylinders.

Why is this important?
Key‐in‐knob/lever cylinders that have a single, capped pin chamber design are less efficient to rekey and service than key‐in‐knob/lever cylinders that have a slidable, removable pin chamber cover. With a removable pin chamber cover, pin segments can be loaded through the top of the cylinder versus using a plug follower. A slidable, removable pin chamber cover makes rekeying or servicing the cylinder easier.

Specification language: The manufacturer’s non‐interchangeable key‐in‐knob/lever cylinders shall be so constructed to use a sliding pin chamber cover, not stakes covers or caps, to cover each individual pin chamber.

16. Question: How many possible combinations can be produced using your key system under a single keyway profile?

Why is this important?
You want your key system to last. It's an investment, and you need that investment to pay dividends for years to come. With a common pin tumbler lock, you system expansion is limited by the number of mathematic possibilities that are available.

Those mathematic possibilities are called key bittings. There are only so many ways you can arrange the pins inside the lock, or the cuts on the key in order to get the maximum number of bittings possible. Most common locks only offer a few thousand bittings. A patented key system though, typically incorporates additional locking elements inside the cylinder, or on the key, to enhance the number of mathematic possibilities available to the user. Based on the history of the existing key system, and the need for a system that can support future need for growth, a key system capable of expanding its bittings at least 64,000 under a single keyway profile is highly recommended. Having a key system that can produce these amounts of bittings under a single keyway profile is also important to keep the integrity of the key system intact, the manageability of the key system simple, and requires less inventory to keep on hand.

Specification language: The manufacturer’s key system shall incorporate unique internal components that allow a key system's bittings (combinations) to be expanded beyond normal A2 or 2‐step progression key system specifications under a single keyway profile.

17. Question: What type of key cutting equipment can your keys be cut on? Does your key system require special equipment to cut keys? Can your keys be reproduced on a duplicating machine?

Why is this important?
You will want to know what type of servicing equipment will be required in order to service the key system. Specialized equipment or tools can be quite expensive. It’s not that this type of equipment isn’t worth it – most of the time it is. However, you do not want to be blindsided with additional charges for equipment you did not know about up front, or be caught in a situation where you need this special equipment and don’t have it. Also, since you are keeping a first generation cut key for each bitting in a security container, you will want to know if the key blanks to the system can be used in a key duplicator.

Specification language: All keys shall be capable of being cut by a punch machine or electric or pneumatic key machine that originates the exact cut in the key from the bitting list, instead of using patterns.

18. Question: Are your cylinders field serviceable? Can your cylinders be rekeyed in the field? Can you describe how your cylinders are serviced in the field?

Why is this important?
You want cylinders and keys that can be serviced in the field, by your own locksmiths and technicians. You do not want a system where you have to rely solely on a manufacturer or distributor to do your cylinder servicing and key cutting for you. You will want a system that is completely self‐serviceable. This will eliminate servicing delays.

Specification language: Cylinders and cores shall be immediately rekeyable to new combinations or a new combinations or a new system at any time desired and shall be serviceable on location in the field. Installation of the cylinders shall require no modifications to U.S. manufactured commercial grade locksets.

19. Question: What is your warranty on cylinders, cores, and servicing equipment?

Why is this important?
This will be important in the event that cylinders fail or become inoperable due to a manufacturing defect. You will want to know what the warranty policies for the manufacturers’ key system you select.

Specification language: The manufacturer shall provide a warranty on cylinders, cores, and service equipment for a minimum of 2 years.

20. Question: With your key system design, who owns the master key system? Will I have complete ownership of the key records?

Why is this important?
Who owns the key system? The end‐user or the manufacturer? A key system that is owned by the manufacturer could severely limit what can and cannot be done with the key system. Such limitations could include:

How and when the system is deployed
Create a situation where additional key bittings for future expansion must be purchased from the manufacturer
Not having access to the COMPLETE (all possible bittings/combinations) set of key records (being held hostage by the manufacturer for new bittings, or copies of existing bittings).

It is also important to know what the ordering procedures are for cylinders, cut keys, and key blanks. Ensure that these key system elements (cylinders, cut keys, and key blanks) require an authorized individual (designed by the end user) to order. It is also good to know what levels, or what types, of authorization methods exist to order materials. The most secure authorization method is an original letter, on letterhead, that is signed and notarized by an approved and listed individual.

Specification language: The key system established for this project shall be proprietary and owned by the end user. The end user will have complete access to the key records for the system. The end user will furnish the manufacturer a list of those persons and their signatures that will be authorized and required to order additional pinned materials or duplicate keys. Orders not bearing authorized signatures will not be filled.

21. Question: What happens when the patent on your key system expires? How does the key system stay protected after the patent expires?

Why is this important?
A key system patent protects you from unauthorized key manufacturing, distribution, and duplication. However, patents do expire. What happens when the patent expires? Just because the patent expires it does not mean that your cylinders are going to stop working, or fall off the door. Operationally the cylinders and keys are fine. What patent expiration does mean though is that the original manufacturer can no longer legally control the manufacturing and distribution of after‐market key blanks that match your keyway.

After‐market key blanks are “open to the public” and are no longer restricted. Knowing how the manufacturer handles keyways after the patent expires is extremely important. You will want to ensure that even though the patent expires, the manufacturer still honors the original Key Control Agreements that were signed when the system was first purchased. This means that the manufacturer will still limit orders for cylinders, cut keys, and key blanks for your system to only authorized individuals at your facility. The manufacturer should also agree that your custom coined keys and key blanks will continue to NOT be sold to anyone except the original facility, and only with proper authorized signors. The alternative to this of course, is that the patent expires and the manufacturer opens up purchasing of your keyway and key blanks to anyone with an account.

Specification language: The manufacturer shall continue to enforce the key control policies and ordering authorization/verification for cylinders, cores, cut keys, and key blanks for the life of the key system, even after patent expiration.

22. Question: Can you provide 3 references that have been using your key system for at least a minimum of 2 years?

Why is this important?
It is good to know what experiences other customers have had with a manufacturer’s key system. How is the manufacturer to work with? Did they honor the promises they committed to? Were there any challenges deploying the system? Were there any challenges with delivery or installation?

Specification language: The manufacturer shall provide a list of 3 references that have been using their key system for a period of at least 2 years.