KEY CONTROL PROCEDURE

Purpose: 

To ensure all keys kept securely and monitored during use. It means:

• Hotel must secure keys when they are not in use. 

• Hotel must maintain a key control log for each type of key. 

• Hotel must perform a daily key audit.

• Hotel must ensure keys are signed in/out at all times and are issued to only associates or managers who have an approved operational need for their use.

PROCEDURE

The term 'key' applies to both hard keys and key cards. 

• The principal key types and their purposes are: 

  • Grand Master Key

    • opens all guestroom doors

  • Emergency Master Key

    • overrides the dead bolt lock on guestroom doors

  • Guestroom Back-up Key

    • used to open guestroom doors when a system failure does not allow guestroom keys to be made

  • Section Master Key

    • opens the guestroom locks in a specific section of the hotel (used by housekeeping associates only)

  • Secure Access Key

    • used to secure limited access areas that contain valuable items/equipment; includes (but is not limited to): 

      • liquor cabinets 

      • personnel file cabinets 

      • cash drawers 

      • banquet or meeting rooms

  • General Access Key

    • used to provide associates or guests access to a specific type of item; includes (but is not limited to):

      • fireplace gas valves 

      • hydrotherapy pool controls 

      • soap dispensers 

      • back of the house or public area thermostats

Lost Keys

• Hotel may take disciplinary action against associates or managers who lose keys. 

• Hotel must re-key (or re-program key cards) all guestroom locks within a reasonable amount of time if one of the following keys is lost: 

  • Grand Master 

  • Emergency Master 

  • Section Master 

    • Only the specific hotel section for which the key was lost must be re-keyed.

• Hotel must complete an incident report for lost Grand Master, Emergency Master, and Section Master keys 

  • Incident reports must include the re-key procedures taken and all other pertinent information.

Grand Master Key

• Hotel responsibility for Grand Master key belongs to one of the following: 

  • General Manager 

  • Loss Prevention Department 

  • Hotel Controller 

  • Chief Engineer

• Hotel must not keep excess copies of Grand Master keys. 

• Hotel associates/managers 

  • must not loan or pass Grand Master keys/key cards to other associates/managers 

  • must not leave Grand Master keys/key cards unattended

• Hotel should not allow the Grand Master keys to leave the property unless authorized by the General Manager. 

Emergency Master Keys

• Hotel must store Emergency Master keys in a secured lock box* that is accessible 24 hours a day. (*typically a breakable glass box)

• Hotel must not allow the Emergency Master keys leave the property. 

• Hotel must not permanently assign the Emergency Master keys to any individual. 

Guestroom Back-up Keys

• Hotel using an electronic lock system that utilizes guestroom back-up keys, must make a set of back-up keys for each guestroom and store them in a lock box or in the hotel safe. 

Section Master Keys

• Hotel housekeeping management is responsible for all Section Master keys and must 

  • Perform a key audit at the end of each shift 

  • Ensure keys are not to be kept loose/separate 

    • Keys must be attached to a hardened steel key ring belt clip.

Secure Access Keys

• Hotel must label Secure Access keys per their function. 

General Access Keys

• Hotel must label General Access keys per their function.