PROCEDURE FOR KEY MANAGEMENT

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Introduction Proper procedures for management of keys are vital for both safety and security. These procedures are made known after realizing that one of the main reason for lost of items is because of the weakness in office key management system.

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Purpose The purpose of these procedures is to standardize the office key management system that has to be implemented by all Cost Centers.

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Responsibility 3.1 Occupational Safety and Health Committee have decided that the following officers are held responsible for office key management system at their respective Cost Center :Responsible Officer Manager or Senior Manager Assistant Manager, Manager, or Senior Manager Hostel Assistant Manager

Cost Center Department/Center/Unit Faculty Hostel 3.2

For Cost Centers without the above officers, the management of these keys will be under the responsibility of their respective senior officer.

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Classification of Key Categories 4.1 Office key can be classified into three categories:i. Reserve Keys – these key (main entrance door key, room door key where keys are kept, key box cabinet key) is the duplicate keys which are handed over to Security Department for use in emergency only. These keys are not given to anyone except to the officer in-charge during emergency and only with permission. ii. Daily Keys – office keys which are kept by Cost Centers. iii. Crucial Areas Keys – office keys which are in crucial areas. The keys under this category can be held and used only by certain officers.

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Rules 5.1 Head of Cost Center has to hand over responsibility of holding keys in writing to officer as in ref 3.0. A copy of the letter has to be given to Security Department. All movement of keys to be recorded in a Log Book. Keys that are given to student/staff to access laboratory, tutorial room etc is to be written to the responsible officer after being use. The period of using the facilities is to be decided by the said officer. If the key given to staff/student is lost or not returned to the officer in-charge within the approved period, a report has to be made to the officer concern and a copy has to be handed to Security Department. If a duplicate key of office/lab/studio must be made, a written approval has to be obtained from the officer in-charge. A copy of this letter is to be given to the Security Department. A separate log book of this duplicate key has to be kept. Keys of office, laboratory, tutorial rooms etc have to be kept in a key cabinet. The list of keys must be kept and produce when it is asked by Security Department for inspection.

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Cost Center must inspect the list of keys and its presence from time to time. Security Department will conduct an audit or spot check whenever needed. The Security Department must be informed of any changes to door or padlock or anything else regarding to security of office, workshop, laboratory etc. In the event of emergency, the Security Department has the right to break the door concerned to take necessary action if the keys given to the Security Department or in the key cabinet cannot be used.

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5.10 Cost Center will bear the cost of doors broken during emergency. 5.11 Each Cost Center will have to prepare a list of their laboratory/room and the name of person’s in-charge of their keys. 5.12 Individual with own office are not allowed to change or duplicate keys without the written approval of the officer in-charge. 6.0 Closing All Cost Center are requested to implement this procedure. With this procedure, we hope that there will be better safety and security reduction in theft and lost of MMU property in the campus.