What is the #1 thing I can do to secure my business?
When the term security comes to mind, many business owners think of cameras, electronic locks and alarms. All of which provide excellent layers of security and server their purpose. When it comes to security there are a LOT of options to consider but one of the simplest and most cost effective FIRST steps to securing you facility is …
KEY CONTROL!
What is key control? Key Control is simply a system of tracking who has keys and what areas their keys allow them to access.
A large facility may have a complex system of Masterkeys, Sectional Keys Systems, Cloud Based Key Managers and multiple tiers of control, but for most small businesses you really just need 3 basic parts to your Key Control system. The information below can be copied and pasted into your own system and personalized to meet you needs.
1. Policy
2. Key Form
3. Key Record
In practice key control follows a few steps:
1. Create, issue and enforce a Key Control Policy. The sample below is an excellent simple version from Assa-Abloy that can be tailored to fit your needs:
Key Control Policy
Purpose
The purpose of this Key Control Policy is to help protect the life, property, and security of this facility and all its occupants.
Specification
This facility shall use a key control system and administrative policies that facilitate the adoption and enforcement of this Key Control Policy.
General
The introduction of a key control policy is essential for the security of this facility and the protection of personnel, property, and equipment.
Facility shall appoint a Key Control Authority with power and authority to: develop all policies and procedures related to the facility’s key management system; and, appoint or become the Key Control Manager to execute and enforce key control policies and procedures.
The Locksmith Shop (internal or contracted service), unless otherwise directed, is responsible for making keys, installing and maintaining locks and cylinders.
No person shall knowingly alter, duplicate, copy, or make a facsimile of any key to a lock of a building or property thereof without receiving permission from a person duly authorized.
Key Control
The Key Control Authority will determine appropriate policy and method for the issuing and collecting of all keys.
All keys shall be stored in a secured locked cabinet.
The Key Control Authority shall utilize an effective key control management program and assign the appro- priate individual(s) to maintain its use.
To facilitate effective key control, the Key Control Authority may impose a nominal key deposit.
Policy and Procedures
Issuing of Keys
All keys remain the property of (Insert name of facility).
All keys shall be properly authorized by signature before issuing, and shall only be issued by a designated individual.
The process for which keys shall be issued will be based on defined policies and procedure as set forth by the Key Control Authority.
Keys should be issued only to individuals who have a legitimate need for the key. The number of master keys issued should be limited.
Returning Keys
All keys shall be returned to the issuing department by the keyholder of record.
All lost keys shall be reported immediately to the Key Control Authority. It shall be the facility’s policy that when keys are lost or stolen, to recombinate immediately any cylinders accessed by the lost keys.
All found keys shall be returned to the Key Control Authority.
Employee Responsibilities
Employees shall only use their keys to access their assigned work areas and should lock doors when leaving any secured area. Employees must also ensure that keys are safeguarded and properly used.
The unauthorized possession, use or reproduction of a key may constitute theft or misappropriation. Any employee who violates this policy may be subject to disciplinary action.
2. Create and Maintain a list of keys and locks. This may be as simple as written list with door numbers and key numbers or as sophisticated as a cloud based key management system. A good place to start is by using a spreadsheet program, with a list of keys on the left and locks, doors or areas across the top.
Sample:
3. Keep a written record every time a key is issue, the form below can be helpful in documenting each key issued. This should be filled each time a key is:
-Issued
-Lost
-Returned
Click this LINK to Download a Key Request Form Sample that you can use.
Summary:
By following these Key Control Procedures, you have added a great deal of security to your facility, with little to no out of pocket expense. This is a great first step, however even with a well managed key control system in place, there is still a risk of unauthorized duplicate keys being cut.
To mitigate this risk, Pop-A-Lock can provide a number of different Restricted Key Systems to meet your needs ranging from basic to very sophisticated, whatever will best fit your needs.
What does a typical restricted key and lock system cost? Most door can be equipped with Restricted Key Locks for less than $100 per door, often less depending on the brand and type of existing hardware already on the door.
Pop-A-Lock can provide a Turn-Key (pardon the pun) solution to your facilities lock and key needs from Masterkey System design to fully implemented key control and restricted key systems. We are just a click or phone call away.
Contact us by Voice: 251-272-3626
Contact us by Email: [email protected]
