Purpose

To detail the system of control for client keys.

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Policy

The Company accepts responsibility for the proper and diligent care and maintenance of all keys assigned to its custody for the purpose of delivering the services for which contracted. In accepting this responsibility the Company will:

  • Ensure all keys are kept secure at all times.
  • Conduct regular checks and account for all keys.
  • Promptly investigate the circumstances of all lost or misplaced keys, and ensure appropriate corrective action is taken to prevent a recurrence.
  • Advise all lost keys to the customer as soon as a lost key is identified.

Responsibility

Responsibility for the enforcement of and compliance with this policy is assigned to the site Supervisor/Manager with accountability to the Operations Manager.

Procedure

Customer Keys – Guard Sites

The keys may be signed out to the Company as the contractor, in which case the keys are to be registered and controlled as detailed herein.

Keys held for a guarding site should be held on a key loop. The ‘loop screw’ is to be soldered in the closed position.

Missing / Lost Keys

Keys may occasionally be lost or misplaced. When this occurs the onus is on the person first noticing the loss / misplacement to immediately report to loss to the Operations Manager or Duty Manager in his absence.

Once keys are reported lost or missing, the responsibility lies with the Operations/Duty Manager to immediately and thoroughly investigate the loss and to take appropriate action to reissue / replace the keys. All unrectified losses (eg the keys are not found / replaced) are to be noted accordingly in the Site Key Register DMP-SKR or site specific documentation. Replacement keys are to be given a new key number and the lost keys cancelled in the Register. Care is to be taken to ensure all appropriate documents are updated to reflect the change.

When keys are lost the customer (owner of the keys) MUST be immediately informed. In such cases the client should be reassured that the key number system limits any chance of the lost key being used for illegal entry, theft, etc. Where there is any real chance of the latter occurring, however, the client should be advised to re-key the related areas. If such advice is not given then the Company could be open to litigation.

On no account is a person other than the Managing Director to commit to the cost of re keying a premise either wholly or in part. Before making such a commitment the Managing Director will consult/seek advice regarding contractual legal and insurance obligations / implications.

Master Keys

Because of the risk associated with lost/misplaced keys, personnel associated with receiving keys from clients should avoid acceptance of master keys. It is preferable to be responsible for a number of keys for a single client than to be held responsible for a Master key which, if lost, could make the Company liable for re-keying an entire complex at significant cost.

Once keys are reported lost or missing, the responsibility lies with the Operations Manager to immediately and thoroughly investigate the loss and to take appropriate action to reissue / replace the keys. All unrectified losses (eg the keys are not found / replaced) are to be noted accordingly in the Site Key.

Register DMP-SKR or site specific documentation. Replacement keys are to be given a new key number and the lost keys cancelled in the Register. Care is to be taken to ensure all appropriate documents are updated to reflect the change.

When keys are lost the customer (owner of the keys) MUST be immediately informed. In such cases the client should be reassured that the key number system limits any chance of the lost key being used for illegal entry, theft, etc. Where there is any real chance of the latter occurring, however, the client must be advised to re-key the related areas. If such advice is not given then the Company could be open to litigation.

On no account is a person other than the Managing Director to commit to the cost of re-keying a premise either wholly or in part. Before making such a commitment the Managing Director will consult will seek advice regarding contractual legal and insurance obligations / implications.

Issue of Keys to Unauthorised Persons

On no account are keys to be issued to any person other than an authorised representative of the Company.

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Whenever issued / received, a signature is to be obtained for all keys in the Key Control Register DMP-KCR or site specific documentation.

On-site personnel are required to complete a Key Register Audit Form DMP-KRAF or site specific documentation prior to the completion of each period of duty and provide to their respective Supervisor/Manager.

What we do

Diamond Protection Pty Ltd (Diamond) is a leading provider of security, emergency and training services. Established in 1995, this Australian owned and operated company is committed to leading the way – to be the standard of excellence. Diamond operates an internationally certified Integrated Management System (IMS) incorporating ISO accreditation for Quality (ISO 9001:2008), Occupational Health & Safety (AS/NZS 4801 & OHSAS18001:2007) and Environmental Management (ISO 14001:2004) Systems. The company has placed significant importance in continual improvement and commitment to the community and environment.

Diamond works closely with clients throughout Australia and beyond to provide security audits, security guards / officers, patrols, risk management, emergency service officers, safety officers, life support and nationally recognised training courses in partnership with Australian government and private Registered Training Organisations.

Visit our website at www.diamondprotection.com, call our team on 1300 669 155 or email: info@diamondprotection.com to outline your specific requirements.