Medeco Security Locks: Key Control Guide
Developing & Managing Key Control Policies & Procedures
I. Introduction
This manual is provided by ASSA ABLOY, a leading global group of manufacturers and suppliers of locking solutions, dedicated to meeting end-users' needs for security, safety, and convenience. It draws upon extensive experience and best practices developed through providing advanced key systems.
This guide emphasizes that providing key systems and hardware is only the first step. A robust key management system is crucial for customers to fully benefit from the products and extend the lifespan and value of a key system. The policies and procedures outlined herein are designed to significantly enhance the safety and security of any facility.
This document serves as a model or guide. End users are encouraged to adapt all or part of the recommendations to suit their specific needs.
Disclaimer: ASSA ABLOY encourages the use of this document, in whole or in part, but does not imply or warrant its fitness for any purpose beyond reference. The adoption and implementation of this document are solely the responsibility of the facility.
II. Comprehensive Model Key Control Policy
A. Purpose
The primary objective of this Key Management Policy is to safeguard the life, property, and security of the facility and all its occupants.
It establishes a framework for managing, issuing, duplicating, storing, controlling, returning, replacing, and accounting for all keys and access credentials through a designated Key Control Authority (KCA).
The KCA is defined as the individual, group, department, or committee authorized to adopt, administer, and enforce the facility's Key Management Policy. This policy applies to all keys, including those for spaces, office equipment, vehicles, padlocks, lockers, and safes owned, operated, or controlled by the facility.
The policy aims to create a documented chain of accountability and access for all credentials, keyholders, and locations by establishing key issuance authority, issuing appropriate keys to individuals, and defining authority for all key control policies.
Furthermore, this policy seeks to implement and maintain a proper key control process, ensuring security is restored promptly when key control is threatened or compromised.
B. Specification
Facilities shall implement a key control system and administrative policies that support the enforcement of Key Management Procedures as detailed in this guide.
Key control specifications should minimally include:
- Appointment of a Key Control Authority (KCA) and/or Key Control Manager to implement, execute, and enforce policies and procedures.
- A defined policy and method for issuing and collecting all keys.
- Secure storage of keys and key blanks in a locked cabinet or container within a secured area.
- Utilization of a key control management program, preferably a dedicated software application like Key Wizard® or an equivalent.
- Acknowledgement that all keys remain the property of the issuing facility.
- Issuance of keys only to individuals with a legitimate and official requirement. Access alone, achievable through other means (e.g., unlocked doors, intercoms), does not automatically grant entitlement to a key.
- Requirement for all keys to be returned and accounted for.
- Obligation for employees to safeguard and use keys properly.
C. Enforcement
This policy requires universal consent and administrative mandate from the highest levels for full implementation and enforcement.
Keyholder responsibilities and prohibitions include:
- All keys remain the property of the facility.
- Keys no longer required must be returned to the KCA.
- Possessing or borrowing a key without proper authorization is prohibited.
- Altering, duplicating, or copying a key without KCA permission is prohibited.
- Administrators may impose a deposit for each key issued.
- Keyholders must use assigned keys only for authorized locks.
- Keyholders must protect and safeguard issued keys.
- Loan of facility keys to others is prohibited.
- Using keys to grant access to non-authorized individuals is prohibited.
- Attempting to duplicate or alter facility keys is prohibited.
- Lost, missing, stolen, or damaged keys must be reported immediately.
- Individuals entering locked areas are responsible for re-securing doors and must not prop them open.
- Keys must not be stored in unsecured areas like desk drawers.
Violations of these enforcement policies may lead to disciplinary action, up to and including dismissal.
D. Elements of a Key Control Policy
Key Control Authority (KCA)
The facility shall appoint a Key Control Authority with the power and authority to:
- Develop all policies and procedures related to the facility's key management system.
- Appoint or serve as a Key Control Manager responsible for:
- Implementing, executing, and enforcing key control policies and procedures.
- Issuing and receiving keys with proper documentation, authorization, and transaction records.
- Supervising, authorizing, and controlling the security of key and key blank storage, and the key cutting process.
Storage
Keys, credentials, and key records must be stored securely (digitally or physically) and protected by locks or vaults.
- Keys should be stored in a locked cabinet or container in a secured area.
- Key rings issued for temporary use should be tamper-resistant to prevent key removal before return.
- Keys stored in non-centralized locations may utilize sequence locks that release one key upon insertion and trapping of another, allowing for remote issuance of master keys and potentially fewer permanent master keys. Emergency key storage boxes (e.g., Knox, Supra type) may be used, subject to local regulations, but should not store master keys. Computerized key cabinets with access control and audit capabilities can be used for temporary key issuance in remote areas.
- Key records must be stored securely against fire and theft, including bitting lists, authorization forms, key issuance/return records, and password-protected/encrypted data files.
Key Management Formats
The key management system can be maintained in either a manual or computerized format.
- Manual Format: Uses card and index files for information on:
- Keys: Blind code numbers, Standard Key Coding Symbols (SKCS), serial/inventory/sequence numbers, authorized issuers, temporary issue keys and rings.
- Keyholders: Name, address, ID, telephone, key deposit, signature, optional photo/PIN.
- Locations: Room number, door number, description/usage, departmental control, security level/access restrictions.
- Hardware: Lockset, exit devices, deadbolt, cylinder type, door closer, hinges, finish, protection plates.
- Computerized Format: Uses password-protected and data-encrypted software for information on keys, keyholders, locations, and hardware, similar to the manual format.
- Both formats must allow for fully searchable cross-referencing (e.g., Keys x Location, Keyholder x Keys, Location x Keyholder).
Record Keeping
All key records must be kept current, secure, and confidential.
- Records should be stored securely.
- All transactions must be recorded promptly.
- Standardized forms should be used for record-keeping.
Policies and Procedures
1. Identifying Keys and Keying
- Keys should be marked with a blind code number that does not reveal usage or level.
- Standard key coding for marking cylinders or keys is not recommended.
- Keys should not be marked with keying levels (M, MK, GMK, GGMK).
- Issued keys must have an inventory or serial number for unique identification.
- Keys should not be stamped with bittings.
2. Issuing Keys
- Key orders require authorization from a signer and the keyholder before issuance.
- Each key can have its own authorization level, with higher-level keys potentially requiring higher authorization.
- Keys should be issued based on need, not desire, granting only appropriate access levels.
- Keyholder agreements require signatures from both the keyholder and the authorizer.
- Photo ID is required for key issuance.
- Keys are issued for the duration of need, not employment term.
- Keys must be picked up in person; mailing is discouraged, but delivery via certified carrier with return receipt is permissible if necessary.
- Keys shall be individually serialized or numbered, identified by blind code and serial number.
- Individuals typically receive only one copy of each keyset, with exceptions for approved multiple keyholders.
- The KCA establishes authorization levels based on key type. Generally, an authorizer approves keys for spaces under their direct control, though multiple authorizers may be needed.
- Types of keys include Change, Master, Grand Master, Top Master, Entrance, Control, Mechanical/Maintenance, and SKD/Security keys.
- Standardized key deposits should vary by keyholder type and key level (e.g., higher deposit for master keys).
- Keys may only be duplicated or issued through the KCA or an authorized facility locksmith.
- Issuance should be by a designated individual, except for electronic key cabinets with audit control or sequence locks.
- All keys, especially temporary ones, must be tracked with a return due date and time.
- Shift keys or rings must be returned at the end of each work shift and should be sealed and tamper-evident.
3. Returning Keys
- All keys must be returned to the issuing department by the keyholder.
- Upon return, any key deposit will be refunded, and a key return receipt issued.
- Found keys must be turned into the KCA.
- Final paychecks, records, or transcripts may be withheld pending the return of keys.
4. Non-returned Key Policy
- A fee structure for lost or stolen keys must be established.
- If facility keys are lost or stolen, cylinders accessible by those keys must be immediately recombinated.
- All re-keying charges are the responsibility of the department, individual, or company that lost the key.
- Rekeying charges will be based on the number of locks operated by the lost or stolen key(s).
- Individuals with two or more incidents of lost, stolen, or non-returned keys within a year may have their key privileges revoked.
5. Administration of the Master Key System
- The key schedule and bitting lists must be updated as new codes and bittings are issued.
- Periodic updates should be sent to the cylinder manufacturer if factory control over the key system is maintained.
- Cross-keyed conditions should be minimized or avoided; if unavoidable, they must be fully recorded.
6. Audits
- Keyholder Audits: Annually, the responsible department must conduct random key checks on at least 25% of departmental keyholders to ensure proper accountability.
- Key System Audits: Keys and cylinders should ideally be changed or evaluated for change every five years. Periodic audits of key cutters are recommended to detect unauthorized duplicate key acquisition.
- Reports should be generated and distributed, requiring written confirmation of accuracy from departments.
7. Transfer/Temporary Use
Keys cannot be transferred between individuals without proper authorization and record-keeping by the KCA.
Forms
It is highly recommended that standardized forms be developed to document all key transactions. Key forms should include basic information such as:
- Key Request Form: For requesting individual or multiple keys, including keyholder agreement, authorization, work order details, and deposit information.
- Key Return Form: For documenting the return of keys and refund of deposits.
- Lost or Stolen Key Report Form: To describe the circumstances of loss and any applicable rekey fees.
- Service Form: For cylinder recombination, requests for specific keying (SKD/NMK), or lock opening requests.
Common information across all forms includes:
- Keyholder name, address, ID, and department.
- Keyholder signature and date.
- Key identification (symbol/blind code).
- Location where the key is needed.
- Type of transaction (issue, return, lost, stolen, recombination, opening request).
- Authorization signature(s).
- Date of transaction.
Servicing
Key and lock servicing must adhere to strict protocols:
- Cutting Keys: Only facility-approved locksmiths may cut keys, using factory-approved code cutting machines to ensure accuracy and prevent wear transfer.
- Pinning/Recombinating Cylinders: This must be performed by a facility-approved locksmith department, on the facility's key system, and with KCA approval for specific combinations (e.g., SKD).
- Installing Locks: Must be performed by a facility-approved locksmith department on the facility's key system, with KCA approval.
- Preventative Maintenance: Regular maintenance ensures proper operation and security. Worn keys and cylinders should be replaced. Key machines require monthly calibration.
- Locksmithing Work: Must be performed by an in-house locksmith department or a facility-approved outside locksmith business.
III. Condensed Model Key Control Policy
This section provides a condensed guide for developing a key control policy, intended for use with the detailed elements presented earlier. It can be tailored to specific facility objectives.
Purpose
To protect the life, property, and security of the facility and its occupants.
Specification
The facility shall employ a key control system and administrative policies that facilitate the adoption and enforcement of this Key Control Policy.
General
Implementing a key control policy is essential for facility security and the protection of personnel, property, and equipment. The facility shall appoint a Key Control Authority (KCA) to develop policies and procedures and appoint a Key Control Manager to execute them. The Locksmith Shop (internal or contracted) is responsible for key making, lock installation, and maintenance. Altering, duplicating, or copying keys without authorization is prohibited.
Key Control
The KCA determines the policy and method for issuing and collecting keys. All keys must be stored in a secured locked cabinet. The KCA shall utilize an effective key control management program. A nominal key deposit may be imposed.
Policy and Procedures
- Issuing of Keys: All keys remain the property of the facility. Keys require proper authorization and signature before issuance by a designated individual. Issuance is based on defined policies and procedures, and keys are provided only to those with a legitimate need. The number of master keys issued should be limited.
- Returning Keys: All keys must be returned to the issuing department by the keyholder. Lost keys must be reported immediately to the KCA, and cylinders accessed by lost or stolen keys must be recombinated. Found keys must be returned to the KCA.
- Employee Responsibilities: Employees shall use keys only for assigned areas and must lock doors when leaving. Keys must be safeguarded and used properly. Unauthorized possession, use, or reproduction of a key may constitute theft or misappropriation and may result in disciplinary action.
IV. Specific Applications
1. Educational K-12 Facilities
K-12 facilities require heightened key and lock management due to vulnerable populations. Policies must restrict key distribution and ensure retrieval. Access through entrance doors needs tight control. Threats include drugs, kidnappings, vandalism, terrorism, violence, and abuse. Lockdown conditions and procedures are critical. Extended school year breaks require key return or lock-out management. Community usage may necessitate special access authorization and unlocking requests. School districts with multiple, geographically dispersed buildings may need special considerations for service and remote key issuance. Unique keyholders include teachers, substitute teachers, administration, and maintenance/service/security staff. These facilities are often administered by local government and subject to state, federal, and local laws.
2. Healthcare Facilities
Healthcare facilities (hospitals, clinics, nursing homes) have unique demands, protecting vulnerable populations like children, the aged, and those with infectious or mental impairments. A strong KCA is essential to enforce policies despite potential pressure from doctors and administrators. HIPAA privacy requirements are paramount. Departments have varying security needs, including Obstetrics, Pediatric wards, Psychiatric detention areas, Infectious disease areas, Emergency rooms, Elderly care, elevator controls, Pharmacy, Security, Radiology, and Laboratories. Custodial and cleaning staff require full access for sanitation. Facilities often allow broad visitor access but require strict internal control. Many healthcare facilities may be united under a single key system. Unique keyholders include Doctors, Nurses, Administrators, Maintenance/Technicians, Cleaning Supervisors, Security, temporary staff, outside contractors, and Researchers. Facilities must also comply with unique accreditation and government inspection/legal requirements.
3. Colleges and Universities
Colleges and universities require heightened security for faculty, staff, and students. Policies must control key distribution and retrieval, blending physical security with other access control measures. Different security needs exist for academic buildings, housing (undergraduate/graduate), administrative areas, physical plants, and contracted services. Threats include theft, vandalism, terrorism, violence, student pranks, and protesters. Departments have varied requirements (Academic, Dormitories, Athletics, Real Estate, Apartments, Hotels, Physical Plant, research labs). Standard school year calendars with extended breaks require key return or lock-out management. Community usage may necessitate special access authorization and unlocking requests. Keyholders include Administrators, Staff, Professors, Maintenance/Security, Students, Contracted services, and Researchers. Keys for students should typically be returned at academic year-end or during lock-out periods.
4. Office Buildings
Key control policies for office buildings must consider the administration of tenant space versus core space. Tenant spaces change frequently, while core space (private, mechanical, electrical, communications, janitorial, public areas like lobbies, stairwells) forms the building's backbone. Tenants may request independent key systems. Key administration can be floor-based and may or may not align with tenant usage structures. High traffic of non-keyholders during the day contrasts with limited access after hours. Vacant or unoccupied spaces and high tenant turnover require adaptable key system management.
V. Glossary of Terms and Definitions
This glossary relates to the Key Control Policy and is not intended to be universal. Definitions adopted from ALOA's publication are marked with an asterisk (*).
- Bitting*: The dimensions of the key cuts or the actual cuts/combination of a key.
- Blind Code Number*: A designation assigned to a key combination for future reference, unrelated to the bitting.
- Change Key (CK): Also known as "Day Key," the lowest level key in a key system.
- Credential: See Key.
- Controlled Cross Keying*: A condition where multiple different keys of the same level operate a single cylinder under a higher-level key (e.g., XAA1 operated by AA2).
- Cross Keying: The process of combinating a cylinder to operate with two different keys that are not typically expected to work together. This can involve pinning a cylinder to operate with additional keys beyond its standard designation.
- Control Key: A key used to remove or install an interchangeable or removable core.
- Grand Master (GM): The Top Master Key (TMK) in a 3-level Master Key system, or a Grand Master key in a higher-level Master Key system.
- Great Grand Master (GGM): The TMK in a 4-level Master Key system, or a Great Grand Master key in a higher-level Master Key system.
- Great Great Grand Master (GGGM): The TMK in a 5-level Master Key system or a Great Grand Master key in a higher-level Master system.
- Key: A token, credential, or device used to grant or deny access. In this manual, "key" refers to electronic and mechanical devices.
- Key Control*: Any method or procedure that limits unauthorized key acquisition or controls the distribution of authorized keys; a systematic organization of keys and records.
- Key Control Authority (KCA): The individual or group responsible for creating, enforcing, and administering key control policies and procedures.
- Key Symbol*: A designation used for a key combination in standard key coding systems (e.g., A, AA, AA1).
- Keyed Alike (KA)*: Pertaining to two or more locks or cylinders that share the same combination, potentially as part of a keying system.
- Keyway (Kwy): The pattern of milling or groove configurations on a key blank, which can be for a single keyway or part of a multiplex keyway family.
- Key Section: A single grooved pattern milled onto a key blank, belonging to a factory keyway family.
- Master – Key Sections: Groove patterns representing individual key sections milled into both sides of a key blank, part of a pre-defined group of groove patterns within a factory keyway family.
- Master Key (MK): The TMK in a level 2 Master Key system, or a Master Key in a higher-level Master Key system.
- Multiple Keyholder: An individual authorized to receive multiple copies of a single key for bulk issuance purposes.
- Multiplex Key Blank: A key blank whose milling or wardings are part of a manufacturer's specific series of key sections.
- Multiplex Master Key System: A master key system utilizing a manufacturer's sectional keyway family to create extensive master key systems.
- NMK - Not Master Keyed: A suffix indicating a cylinder operates only with the change key, not master-level keys. Interpretation may vary by manufacturer.
- Sequence Lock: A lock designed to retain one or more keys until another key is inserted, turned, and trapped. The retained key is released only when the first key is returned and turned.
- Shift Keys: Keys or key rings issued to individuals only for their work shift, to be returned at the end of the shift.
- TMK * - Top Master Key: The highest level master key within a specific key system.
- Uncontrolled Cross Keying*: A condition where multiple different keys under different higher-level keys operate a single cylinder (e.g., XAA1 Operated by AB1).
- VKC - Visual Key Control System: The stamping of cylinders and/or key bows with the "Standard Key Coding System" identification symbol.
- UL437: The Underwriters Laboratory Test Standard for High Security Cylinders.
Some terms and definitions are sourced from "The Professional Glossary of Terms Relating to Cylinders, Keys, and Master Keying," a recognized industry standard. Terms not marked with an asterisk have evolved at ASSA ABLOY AMERICA.
