 |
|
|
For more information contact the Risk Management Helpdesk on 1300 660 827
|
|
Key Management
Catholic schools, colleges, parishes and aged care facilities may from time to time need to entrust contractors, volunteers or staff with the keys to their buildings. While in many cases this will not pose a problem, there is always a risk that those you have trusted keys to will lose or steal them.
Key management, including the management of electronic access passes, is about ensuring your buildings and assets are secure by implementing a system of work and operation that enables you to keep track of keys or electronic passes and ensure their return.
Lost or stolen keys can and often are used to access vehicles and buildings, resulting in potential vandalism, theft and malicious damage incidents that can impact organisations both financially and psychologically.
For these and many other reasons it is important for organisations to ensure that they manage the lending of keys diligently.
General risk management considerations when managing keys include:
- conducting regular asset inspections
- implementing a hierarchical key management system. (Explanation: a hierarchical key management system is basically a system of allocation that distinguishes between positions when allocating keys. For example, within this system the Parish Priest may have a master key to access all buildings while the Office Administrator may have the key to access his/her office and petty cash only.)
- implementing a key management policy and procedures to assert the appropriate protocol when managing and allocating keys
- including rules on the management and allocation of keys in your staff handbook
- keeping a record of who is in possession of keys at all times and ensuring keys that have been signed out are returned
- using a key safe to store keys and ensuring that it is locked unless in use
- labelling keys with a colour or number codes, rather than location or object i.e. office, administration area or vehicle RXG 256 etc.
- ensuring keys are registered to avoid copying
- employing members of the Master Locksmith Association of Australia to cut keys, install locks, re-code electronic passes etc.
- ensuring contractors return keys at the end of each day
- reviewing key distribution regularly
- prohibiting staff from giving keys to other staff members, family, friends and others
- attaching office keys separate to personal keys
- ensuring that staff, contractors and people hiring buildings secure buildings before they leave
- including locks, doors and windows in the preventative maintenance program
- making certain that lost and stolen keys are reported to management and Catholic Church Insurances as soon as possible to avoid further loss.
The above recommendations provide a foundation for good key management practice. For further information on managing keys, please contact the Risk Management Helpdesk on 1300 660 827.
Disclaimer: This article is provided by Catholic Church Insurances Limited to its clients for informational purposes only and should not be used or considered as a comprehensive coverage of the topic discussed. As this information is of a general nature you should consider obtaining professional advice to ensure that your own circumstances are properly considered.
|
