ETH has been growing for years. More students and employees require more space, so new buildings are added constantly. This increases the demands on the infrastructure services. Managing the access to buildings is a particularly sensitive issue: with 96,000 keys, this is a mammoth task. Every year, hundreds of keys are lost. This is not only costly but also poses a security risk for the ETH buildings. To reduce costs and improve security, the infrastructure department Operations (Infrastrukturbereich Betrieb) has standardised the key management system.

Just one database

Until now, ETH has managed its keys with 19 databases. Now the data has been integrated into a single system. This not only simplifies the management of keys but also allows the Information and Service Centre (ISC) to look up key owners for employees and students. “The new system saves us a lot of time and lets us find out more quickly which people have a key,” says Ruedi Brunner, head of technical facility management in the infrastructure department Operations. In addition, the data on external key owners such as cleaning companies is checked every six months.

Issue of keys via registration portal

The issuing of keys as also been simplified and standardised. Each department at ETH has designated key managers. Only these 650 people are authorised to approve key applications. These can be filled in on the registration portal, which is accessible through login. After approval by the designated key managers, the keys can be picked up at the ISC within a day. A comprehensive guide on key applications (in German) provides detailed information. 

The cost of loss

Every year, hundreds of keys are lost at ETH. Depending on the key, this can lead to damages of hundreds of thousands of Swiss francs when the entire locking system has to be replaced for security reasons. Taking care not to lose your key is a good idea, because loss results in a fine of 200 Swiss francs. In cases of gross negligence, the person responsible can even be charged the entire cost. Detailed information can be found in the new house rules.

The system of the future

Ruedi Brunner points out that in order to ensure the security of buildings and labs, the keys may only be used by the people authorised to do so: “Under no circumstances may keys be given to third parties or to strangers.” In some places, access to ETH Zurich is already managed electronically: here, people can enter with their ETH “Legi”. This system will be expanded in the future.