- Check keys you have on site, what they’re used for and who has access to them, before making any decisions about what procedures to put in place.
- Don’t forget, it’s not only premises keys that need to be secure, think also about keys that open safes, and keys for vehicles like fork lift trucks. - Consider using a secure key cabinet for when keys aren’t in use. Place it where it isn’t accessible to the public/customers, and where it is protected by your intruder alarm system.
- Some key cabinets let you track which employee has which key by requiring a ‘peg’, unique to the employee, to be inserted into a corresponding ‘plug’ in the cabinet to release the key. More sophisticated computer controlled cabinets are also available. - Don’t forget to consider the location and security surrounding any spare keys.
- Remind staff to ensure key cabinet doors are kept closed (with the key to open it removed) and locked, other than when keys are being deposited or removed.
- Review which employees hold keys (if any) and which keys they actually need access to for their day-to-day jobs. The fewer keys in circulation and the fewer employees with access reduce the chances of keys going missing.
- Have procedures in place for when a member of staff leaves your employment, so keys are collected, access codes changed and access privileges on computer systems are promptly deleted. You may also want to consider changing locks, especially if the employee was dismissed from their position. Review these procedures on a regular basis, or when changes are made to security.