Key Management - Administrative Policies and Procedures

Keys provide an inexpensive, though imperfect, method of access control for access to properties like buildings and vehicles. For this reason effective Key management is essential in securing any building.

PURPOSE:

To set forth the procedures for control of keys and to provide procedures for requesting keys. To protect the facilities through strict accountability for keys issued to staff.

POLICY:

A functional and working key control system enhances building security. Every effort should be expended to provide convenience while ensuring that security measures are not violated. Keys will be issued to staff on the basis of need. Staff who require access to the building must receive their keys through a designated person and staff who require access to electronically controlled areas will be authorized by submission of a signed key request form signed by the respective department head. The number of keys will be kept to a minimum. All key requests must be submitted on a key request form following the procedures outlined herein. The issuance of Grand Master Keys will be issued on a limited basis. Terminated employees must return all keys issued to them prior to departing.

KEY ISSUANCE PROCEDURES:

Prepare a Key Request Form for all key requests, including access to electronic locks.

If multiple persons need access to the same electronic lock, then all can be listed on the same form. On issue list the following information in the Key Register.

1. Name of person to whom key will be issued

2. Date of request

3. Department

4. Title

5. Telephone number

6. Building for which key is requested

7. If this is a door key, list room numbers, or indicate exterior door.

8. If other than a door - specify desk key, file cabinet key.

9. If more than one (1) of the same key is needed, list each separately.

10. Purpose for key request

11. Department Head signature is required for all requests.