Key Control

Managing a facility keying system

What is key control?

Key Control Design Guide
Master Key Design Guide

Key control is an organized and formal security system which addresses control of master keys within a building or facility. Key control prevents unauthorized access using documentation management and status reporting of critical elements in the master key system.

The critical elements of facilities security are:

• Physical keys (either issued keys or stored keys)
• Key holders
• Physical locations
• Information on the products used in a location

Important key control questions you should know the answers to:

• What is your keying systems?
• What keys do you have?
• What keys have you issued?
• What keys are not accounted for?
• Where are the keys?
• Who has them?
• Where did they go?
• Can I account for all my keys?

How can I cut keys for my DEGREE key system?

The following manufacturers offer key cutters that are capable of cutting all levels of DEGREE keys. Please contact these manufacturers directly for pricing and availability:

• Framon Manufacturing Company
  Telephone: 989-354-4238
  E-mail: sales@framon.com
  www.framon.com
• ITL — Intralock Tools Limited
  www.intralocktools.com

Common problems in controlling the key system

Can you answer these questions about your system?

Do you know all the buildings/locations at your facility?

• What are they?
• Where are they?

Can you identity the door openings and door hardware used in these buildings?

• Where are they?
• What hardware and keys operate them?
• who has key access through them?

Can you identify all the key holders?

• Who are they?
• What keys do they have?
• What doors do they access?

Can you account for all the keys in the key system(s):

• What are the key identities?
• How many are there?
• Where are they?
• Who has them?
• What doors do they access?
• What are they and where do they go

Common problems with a building’s mechanical master key system:

The following is a list of weaknesses that undermine your mechanical master keying system(s) — the system protecting your facility.

• Indiscriminate loaning of keys between personnel
• Poor records
• Insufficient administration backup for key control
• Too many master keys issued
• Lost or stolen keys
• Ineffective or no return key policy and procedures
• Failing to issue the proper level key to individuals
• Key system not adequate or improperly designed for actual usage
• Issuing keys by desire, not need
• Doors not properly secured when not in use
• Ineffective or lack of following proper maintenance procedures for cylinders
• Ineffective or no key control management program
• Lack of or ineffective on-site personnel to provide services for cylinders and keys
• Multiple non-related master key systems for the facility
• Variety of manufacturers’ master keying system(s) being used in the facility
• Security not properly planned out
• Introducing key control and administration practices were none existed before

Keying system(s) risks:

Your facility is at risk if you have...

• No overall facility plan for keying system(s)
• Established system(s) that don’t match usage
• Multiple non-related keying systems
• Key systems from different manufacturers

Key system management and control risks:

Your facility is at risk if you have...

• No introduction/program of effective keying management
• No administration backup for keying management
• No record keeping policies
• Poor record keeping procedures
• No overall approved key management policy
• Inaccurate documentation on lost/ stolen keys

Record keeping and policy risks:

Your facility is at risk if you have...

• Too many master level keys issued
• Failed to issue the proper level keys
• Issued keys by desire instead of need
• No effective issue/ return key policy
• Indiscrimate loaning of keys by key holders
• Unauthorized key duplication***
• Unlocked dorrs — the most common casue of unauthorized entry!!!

Developing a key control plan

Security starts with a key control plan. Use the outline below to develop and implement your key control system.

Developing a plan: Gain Support and Approval

• Examine your facility’s approach to key systems control:
  • Is key control understood by all?
  • Senior administration must support the system.
  • Define policies on issue and collection of keys.
  • Define the current level of record keeping.
  • Who’s responsible for key control?
  • Who’s accountable?
• Organize documentation and gather information:
  • Document existing keying system(s) data.
  • Determine the accuracy of keys inventory.
  • Perform a site survey:
    • identify buildings, floors
    • door/opening
    • hardware
    • keying identity
  • Identify current key holders and their keys.
• Develop policies on controlling the keying systems:
  • Who or what area will be responsible?
  • Formalize policies governing the key systems.
  • What level and amount of information is needed?
  • Signatures authorization procedures
  • Issuing keys
  • Collecting keys

Select a key control method: Computer Control vs. Managed Control

Computer Key Control:

• Level of detail
• Depth of information
• Cost
• Equipment
• Software selection

Managed key control systems:

• The types of managed control systems are:
  • Informal manual record keeping
  • Manual file card systems
  • Computer supported software
• What a managed control system accomplishes:
  • Institutes responsibility
  • Develops accountability
  • Creates documented control

Summary

• Successful key control is accomplished by:
  • Adopting a formal key control policy
  • Developing formal monitoring and reporting
  • Addressing key control as a long-term commitment
• Key control systems fail due to:
  • Lack of dedicated effort
  • Viewed as an overwhelming task
  • No formal written/approved policy
  • Lack of senior administrative support
  • Lack of discipline in maintaining information
  • Inconsistent input of information
  • Lack of dedication to maintaining the system
  • Lack of enforceable authority