Full Traceability for Campus Keys and Equipment

Before modernizing their access control, the university’s facilities department just used mechanical key boxes. While these boxes could be physically locked, they provided absolutely no auditability or access tracking.

When a key went missing, there was no way to prove which employee or external contractor had taken it out, or if they ever returned it. This lack of visibility into key use created ongoing security vulnerabilities and many day-to-day administrative headaches, particularly when trying to manage after-hours access for essential personnel like the cleaning staff, who would often end up with long stretches of unsupervised access to facility keys.

To tighten security and improve the facilities department’s operations, TU Wien deployed multiple key and locker systems from ecos. They installed nine key cabinets to handle varying key volumes across hub buildings, ranging from a compact ecos 40-key depot to a high-volume 240-key cabinet in their central office. They also installed seven smart locker systems to manage equipment. Because the ecos systems are integrated directly with personnel records and use TU Wien ID badges for access control, they can act as fully automated gatekeepers.

The shift from mechanical boxes to intelligent ecos systems changed how TU Wien manages its campus facilities.

• Complete Traceability: The university's security team can now trace exactly which employee took which key and precisely when it was returned, helping reduce lost keys to near zero.
• 24/7 Autonomous Access: Custodians can securely retrieve the keys they need to work and equipment at any time of day or night without needing any in-person assistance from the manager or security guard.
• Improved Efficiency: The automated, error-free workflows enabled by ecos lockers have lowered administrative costs and made employees happier and more self-sufficient.