Centralized Key Control

Objective :

The primary purpose of this procedure is to spell out the proper guideline on the issuance of departmental keys by the Security. 

Under this plan, a logbook will be maintained at the Security for staff members to sign when checking keys in and out. All these keys must be kept under locked key box with only access to authorized security staff only. 

No deviation from the procedure laid down is permitted.

Procedure :

1. All departmental keys should be kept in the Security without exception

2. A list of departmental keys to be retained in the Security should be duly approved by the Director of Finance & Business Support and the General Manager.

3. A Key Control Log book should be prepared and maintained in the Security with the information therein as follows:

   1. Issuance of the key

   Date 

   Time 

   Requisition Department 

   Name of requesting personnel (in block letter, NOT signature) 

   Signature (person who acknowledges receipt the key) 

   Witness signature (Security Personnel on duty)

   
   

   b. Key Returning to the Security 

   Date 

   Time

   Department 

   Name of the person returning the key (in block letter, NOT signature)

   Signature 

   Witness signature (Security Personnel on duty who received the key )

   
   

4. The Security Personnel should release the key only when all the required information is duly recorded by the requisition personnel.

   
   

5. All the keys must be returned to the Security daily after the closing time of the outlet.

   
   

6. All sensitive secured areas keys (e.g. Computer Room, Stores) must be kept in a sealed envelope with the following information: 

   No. of keys 

   Location 

   Date 

   Name 

   Other keys must be properly tagged for easy reference and kept in locked key cabinet.

   
   

7. The overnight shift Security Personnel is responsible to review the Key Control Logbook and prepare a Daily Key Checking List to ensure that all the keys are properly returned to the Security. Any un-returned key should immediately follow up with the respective department if possible and report to the Chief Security in writing on the following day.

8. The Daily Key Checking List should properly filed in Security for future reference after approved by the Chief Security.

   
   

*** Sample of Key Envelope ***

KEY ENVELOPE 

No. of keys : __________________

Location : ________________________

Date : ___________________________

Name : __________________________