System and methods for tracking electronically trackable items within an access control environment

A method of preparing and transmitting a dispensing record for an electronically trackable item, the method comprising:

• reading user presented identification data from a user key device presented at a dispensing device configured to dispensing at least one electronically trackable item;
• allowing, based on the user presented identification data, user access to the dispensing device by:
• reading at least one electronically trackable item and generating and storing a first dispensing record of the at least one electronically trackable item;
• and
• unlocking a controllable lock on an opening on the dispensing device;
• determining the opening on the dispensing device is returned to a closed position and locking the opening based on determining the opening is in the closed position;
• reading an interior portion of the dispensing device of any remaining electronically trackable items and generating and storing a second dispensing record including any remaining electronically trackable items;
• determining at least one dispensed electronically trackable item by calculating a difference between the first dispensing record and the second dispensing record;
• creating a third dispensing record including the at least one dispensed electronically trackable item and information from the user presented identification data;
• and
• transmitting the third dispensing record to a central electronically trackable item management system.

A method preparing and transmitting a return record for an electronically trackable item, the method comprising:

• reading at least one electronically trackable item in an interior portion of a return device configured to receive and store a plurality of electronically trackable items, and generating and storing a first return record;
• determining an opening on the return device is returned to a closed position;
• reading, based on determining the opening is returned to the closed position, the interior portion of the return device for all electronically trackable items and generating and storing a second return record including all electronically trackable items;
• determining at least one return electronically trackable item by calculating a difference between the first return record and the second return record;
• creating a third return record including the at least one return electronically trackable item and a time corresponding to when the opening on the return device is returned to the closed position;
• and
• transmitting the third return record to a central electronically trackable item management system.

A method of generating and transmitting an inventory report for an electronically trackable item management system, the method comprising:

• receiving, from a dispensing device configured to dispensing an electronically trackable item, a dispensing report including a plurality of dispensing records each identifying at least one dispensed electronically trackable item, an associated user identifier information, and a dispensing time of the at least one dispensed electronically trackable item;
• receiving, from a return device configured to receive an electronically trackable item, a return report including a plurality of return records each identifying at least one returned electronically trackable item and a return time of the at least one returned electronically trackable item;
• creating a master inventory report by merging the plurality of dispensing records and the plurality of return records;
• generating an unreturned inventory report by removing dispensing records in the plurality of dispensing records from the master inventory report having matching electronically trackable item identifiers to return records in the plurality of return records in the master inventory report;
• associating at least one unreturned electronically trackable item and the associated user identifier information in the unreturned inventory report;
• and
• transmitting the unreturned inventory report based on one of a predetermined time of day or a predetermined period of time.