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ENG Key Control

The key control policy requires that all staff handling keys must follow hotel guidelines and procedures. Keys must only be held by authorized individuals who have signed for the key and are responsible for its use. Blank keys are kept securely locked away and there is a process to carefully cut and issue duplicates. Lost or stolen keys must be reported immediately and all associated locks changed. Strict logging of all keys issued and returned is necessary to maintain accountability.

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Kirby C. Loberiza
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249 views2 pages

ENG Key Control

The key control policy requires that all staff handling keys must follow hotel guidelines and procedures. Keys must only be held by authorized individuals who have signed for the key and are responsible for its use. Blank keys are kept securely locked away and there is a process to carefully cut and issue duplicates. Lost or stolen keys must be reported immediately and all associated locks changed. Strict logging of all keys issued and returned is necessary to maintain accountability.

Uploaded by

Kirby C. Loberiza
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Task/Objective: Key Control

Standard:

All staff who have control over the handling or issuing of keys must follow the hotel guidelines and department
procedures to the letter. At no time shall the integrity of the key system by put at risk by actions that are in
conflict with the policy.

Policy and Guidelines:

(Note: Individual procedures will vary considerably from one hotel to the next, depending on the style and size
of the hotel and the depth of the executive and senior management teams).

The essence of the key control policy is that; at all times, the key is held only by an authorized individual and
that the person has signed for the key and therefore its physically control and the use of the key are the entire
responsibility of that person.

This requires that the blank keys from which hotel keys are cut are themselves under secure lock and key and
that there is a robust system in place to control how and when duplicates are cut and to whom they are issued.

Lost keys can compromise the safety of both guests and staff members and are a risk to the hotels physical
assets. Therefore the handling of all keys by all staff needs to be backed up with proper training and awareness
programs and with support through the issue of key chains and any other paraphernalia that can help an
individual to retain physical possession of their assigned keys.

Lost or stolen keys must be reported immediately.

All locks that can be accessed by a lost or stolen key must be immediately changed.

All department procedures and processes dealing with the issuing and control of keys at the department
operational level must be reviewed and approved by the General Manager (GM). (TrainingScope can assist
greatly in managing the coordination across the hotel).

The GM and the Financial Controller have joint responsibility for key control policy and its over sight and must
also be the holders of key blanks (blank keys are generally held by the FC in a safe that requires both the GM
and FC to open in each others presence).

Keys must be labelled by reference numbers that reference back to the key register.

No matter what department in the hotel, all keys issued and returned must be traced via key logs. The details
will record;
The person the key .was issued to and their department (employee number may also be relevant)
Date.
Time in and out.
Reason for issuance.

In operational areas the issue and return of keys is generally daily or at the beginning and the end of shift
changes.

Keys that are issued on a permanent basis will be recorded in the appropriate log when they are first issued.

Human Resources will ensure that the return of keys is a part of the employee termination check list. Keys
from past employees must not be given to new employees. Issuance will occur ONLY through authorized
supervisor. (In some circumstances locks may need to be changed).

To be able to update your operating procedures, and to manage the training and performance evaluation of your staff in an efficient
environment, you need to consider signing on to the TrainingScope system..visit the Contact Us page at www.TrainingScope.com
( Note that where passwords and combinations are part of a key system (same as for safes and computers)
the passwords and combinations must be immediately changed).

Employees who have lost a key will be responsible for replacement at their expense and the event noted on their
personnel file for tracking purposes.

All employees must know that if they are found with unauthorized or unregistered keys in their possession they
may face serious disciplinary action.

During renovations or construction of the Hotel, contractors are required to use construction keys. Once
completed, the hotel will change locks and keys and assume responsibility for the property.

Specific procedures will apply to Safety Deposit boxes.

To be able to update your operating procedures, and to manage the training and performance evaluation of your staff in an efficient
environment, you need to consider signing on to the TrainingScope system..visit the Contact Us page at www.TrainingScope.com

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