Key Duplication

Objective:

Any keys (except room keys, which a separate policy applies) confirmed lost or damaged, replacement must be approved by the Director of Finance & Business Support or his designate (in his absence) before the key(s) can be duplicated.

This is to prevent unauthorized duplication of keys and in circulation without the knowledge of the management. Unauthorized duplication of key(s) is a serious offense.

Procedure :

1. If a key is missing, the concerned associate must get his Department Head’s approval to duplicate the missing key in writing using the Key and Lock Duplication Request Form.

2. The Key and Lock Duplication Request Form will be then approved by the Director of Finance & Business Support. If there is a spare key from his replacement set, he will issue it from the key box and the key control log will be updated accordingly.

   
   

   However, if there is no spare key from the replacement set, a key will be released from the key box to be passed to the Chief Engineer to duplicate a new key upon receipt of the Key and Lock Duplication Request Form from Finance. (if hotel do not have a key cutting machine, the key will be duplicated externally by an authorized key maker.)

3. After duplication, the Chief Engineer will return both keys to Finance Department and the Key and Lock Duplication Request Form to Finance indicating the task completed.

   
   

4. Finance will tag the newly-cut key and issue the duplicate key to concerned associate. The key control log will be updated accordingly. 

   
   

5. Should there be the need to switch lock sets, the procedures above shall apply, i.e. approval must be obtained from Director of Finance & Business Support (in this case, the General Manager must also be advised) and the lock switch done by the Chief Engineer. Upon completion of the above, the key control log must be updated accordingly.