Setting up Policies for Key Control & Management with TelKee Key CabinetsJeff Love
The purpose of a Key Control & Management Policy is to ensure that there is reasonable security to the likes of members, employees, residents of a property for their personal protection as well as the property/properties in it. Key cabinet solutions can greatly see to it that it’s fulfilled with the help of such a policy system set in place. In order for you to set up a Key Control Policy, you’ll need to define the following areas of scope and concern.
1. Definition of Key Control Department: Define the department which is responsible for key control, management and maintenance and assign responsibilities, roles and action plans.
2. Personnel Authorised to Issue Keys: Denote how the issuance of keys is authorised, by which personnel and the procedure required to accomplish it
3. Rules Regarding Issuance of Keys: Denote to which category of personnel each rule is relevant to and how they are apply to them in terms of key control, management and maintenance
4. Lock Policy: Provide information to whom the responsibilities of keys lie with, as well as processes they must follow.
5. Numbering System for Keys: Providing a form of identification for each key in the form of coloured and/or printed tags, with a numbering system that will be used for key control and management.
6. Lost/Stolen Keys: In the instance of lost or stolen keys, you are required to follow certain protocols, of which should be written down and shared with relevant people via some form of communication, either with a safety manual, memo or pamphlet.
7. Termination/Retirement/Separation from Organisation: List down the procedure that should take place in the instance a member/employee or resident of your organisation is terminated/retired/separated in order for operation to proceed without issues.
8. Repair of Locks, Keys or Door Hardware: Set guidelines as to who is responsible for the repair of locks, keys or door hardware, and how it should be carried out in order to follow through on processes and ensure that tasks are completed and all locks, keys and door hardware are operational.
9. Storage of Keys: All keys in use will require safe keeping, therefore it’s best to utilise reliable, sturdy and lockable key cabinets such as those offered by TelKee Lockable Cabinets that cater to various sizes and capacities, as well as offer means of key control and management options via its accessories.
10. Key Control Database: It’s important to ensure you have proper management and control of your keys, therefore set in place a system that is centralised with the key storage location which includes key control data such as key issuance details, key numbering systems, purpose and other information that is relevant to your organisation