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Digital but Physical Management with MyTAG

MyTAG Keys
02 August 2022

MyTAG’s paperless security system has been proven with some of London’s largest portfolios.

MyTAG aims to provide trusted proof of presence, security, compliance and tracking solutions to safeguard people, property and assets. 

The technology saves time and money, replacing outdated processes with a trusted and secure cloud based system, which cannot be copied or cloned. MyTAG combines Near Field Communication (NFC), Geo-Positioning (GPS) and HID Trusted Tags to meet a multitude of client needs in sectors ranging from facilities management and security to retail and healthcare. 


“We have been using the system for many years and the functions have increased to meet the every changing environment and electronic demands."


– Lee Murray
Head of Facilities Management, JLL, The Crown Estate


MyTAG & JLL at The Crown Estate


The Crown Estate London portfolio comprises 10 million sq ft of property, incorporating Regent Street and about half of St James’s. The large number of visitors mean safety, security and customer experience are top priorities, and in 2019 JLL was appointed managing agent.

MyTAG solutions are helping JLL to drive quality and efficiency through innovation and consistency, contributing to a market leading service offer across the Crown Estate’s properties in London’s West End. 

MyTAG has helped to improve property management processes, drive efficiencies and significantly improve reporting, as all information is instantly available in the cloud.

“We were initially looking for a single platform that could provide us with a key, asset tracking and security patrol management capability and selected MyTAG,” said Lee Murray, Head of Facilities Management, JLL at The Crown Estate. “We have been using the system for many years and the functions have increased to meet the every changing environment and electronic demands. We believe that MyTAG solution is one of the most innovative and easy to use platforms on the market, and the best by far without a doubt. There is no other product on the market in my view which even comes close.”


MyTAG & BNP Paribas at 200 Aldersgate


200 Aldersgate is one of London’s landmark buildings, providing 434,000 square feet of office space and occupied daily by more than 2,500 people. BNP Paribas manage the building to provide an optimal working environment for the tenants and ensure the safety and security of everyone based there or visiting. 

Alan O’Connor, Security Manager at 200 Aldersgate commented on the specific difficulties the property presented. 

“The building has 165 fire extinguishers as well as numerous keys and escape routes so ensuring that all the necessary checks were regularly carried out, and the results recorded, was quite a challenge. It wasn’t unusual for things to get missed. In addition, we were not able to prove that all security patrols were completed in full, with each floor of the building having been checked, which resulted in us sometimes being challenged by tenants.” 


Security Patrols 


Trusted Tags now define security patrol routes, and the guards tap each tag with their Near Field Communication (NFC) enabled phone. This simple tap of a tag is all that is needed to prove presence at a given checkpoint, and the records are available instantly from wherever managers are.


Proving Compliance with Building Regulations 


Protocols and schedules have been set up in the MyTAG system to ensure that all necessary compliance check on fire extinguishers, escape routes, lifts, plant rooms and panic alarms are carried out. MyTAG Trusted Tags provide the security guard with details of the check to be carried out when he taps the tag, and the required information is then inputted into his mobile device. If anything is overdue, an alert is issued so that the problem can be immediately addressed. 


Service Partner and Contractor Management 


All service partner employees have a MyTAG identity card and are required to check in and out of their shift. This provides time and attendance data and allows BNP Paribas to ensure that contractual obligations are being met by their security, cleaning, engineering , reception and mail room service partners. It also provides verification that employees who are required to arrive in advance of their shift are present and allows managers to track the timekeeping of individuals. 

Contractors are issued temporary passes, providing an auditable trail of the date and times they were in the building, which can be cross referenced with invoicing to ensure the correct payments are being made. 


Managing Portable Assets 


Managing keys with a paper based system was a time consuming process, with contractors frequently forgetting to return keys before leaving the building, and no-one realising for several days. MyTAG alerts contractors to return keys if they have not been checked back in to the system at the expected time, which has greatly reduced mislaid keys and saved significant amounts of time. 

MyTAG is also helping to solve a problem with bicycles being stored in the racks for several years, without being used. All bicycles now have a tag attached, which contains details of the owner and their contact details, allowing them to be easily contacted if their bicycle needs to be moved.


Picture: MyTAG key management at 200 Aldersgate. Image credit: MyTAG.

Article written by Bailey Sparkes | Published 02 August 2022


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