Key Control Logs

Key Control Logs. (a) All key lock boxes that contain sensitive and restricted keys are controlled through restricted access and key control logs, which are completed (ditto marks, etc. are not allowed) every time a key is checked out and in. Before a key can be issued, the employee issuing the key must verify that the employee requesting the key has authority to access the key. The key control log shall include, but is not limited to, the following: 1. Date of issuance (month, day and year); 2. Time of issuance; 3. Signature of employee receiving the key(s) (The employee signing the key control log should be the individual ultimately receiving the key.); 4. Key tag/ring number(s); 5. Reason for removal of key(s) (i.e., perform slot drop, etc.); 6. Signature of employee issuing the key(s); 7. Signature of employee witnessing the issuance of key(s) and/or escorting the key(s); 8. Date of return (month, day and year); 9. Time of return, and 10. Signature of employee returning the key(s) (All keys must be returned by the same employee who signed them out.) and signature of employee witnessing the return of key(s) and/or escorting the key(s) back to the key box location (This employee must be present and observe the key check-in procedure.); and 11. Signature of employee accepting return of the key(s). (b) An employee is prohibited from transferring possession of an issued key(s) to another employee without proper documentation in the key control log, with the exception of an emergency the key(s) can be returned by the employee’s supervisor. The employee the key is transferred to must be authorized to obtain the key. An employee is further prohibited from maintaining possession of sensitive keys during breaks. Key(s) must be signed back in at the key box location, with documentation in the key control log. (c) All key control logs must be completed in ink. (d) On a daily basis, key control logs will be forwarded to the Accounting department where they will be reviewed for completeness and propriety of transactions and retained. All discrepancies will be investigated and documented. (Adopted: 12/20/2007.)