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HomeMy WebLinkAbout035 96STATE OF WASHINGTON County of Jefferson In the Matter of Establishing a Key Policy for the Offices and Buildings of Jefferson County RESOLUTION NO. 35-96 WHEREAS, the Jefferson County Board of Commissioners are responsible for the safety and security of county owned and operated facilities; and, WHEREAS, County buildings and offices are opened and secured by lock and key systems maintained by the Facilities Division of Public Works Department; and, WHEREAS, the security and integrity of the key system should have established procedures to effectively maintain the key control system; and, NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners that a Key Policy for the distribution, use and maintenance of Keys for County offices and buildings be established; and, BE IT FURTHER RESOLVED, that the policy provided for in Attachment "A" of this document is hereby adopted. BE ITFINALLYRESOLVED, that all Elected Officials, Department Heads and Employees shall comply with the requirements of Attachment "A" key policy system. APPROVEDthis2o~lyof ~ 1996. JEFFERSON COUNTY BOARD OF COMMISSIONERS , ! -.. .... '-' ............ ~ Ro n, Member korna k ~olanoy, C~ ~ ~~ Clork of tho Board UGlon Hunb~f~rd~~r Jefferson County Key Policy Section 1 - Subject Policy Governing the distribution, use, and maintenance of key and lock systems for employees in Jefferson County buildings and offices. Section 2- Purpose Jefferson County recognizes the importance of building safey and security with it's lock and key systems. This policy is to provide centralized procedures in the distribution, use, and maintenance of the lock and key Section 3 - Affected Parties All Jefferson County Departments, including elected or appointed officials, and employees. Section 4 - Key Control Policy A. Responsible Department. Jefferson County Public Works, Facility Division shall be the County's key control agent. As such, The Facility Division shall be responsible for: Making/purchasing keys which are requested on a Key Request form. 2. Making/purchasing and installing cores corresponding to the keys made in response to key requests. 3. Making/purchasing and installing cores required for maintenance of the buildings key control program and/or security program. 4. Maintaining accurate and current records listing numbers of keys and cores in existence, an alphabetical file with individual name cards for all individuals issued keys, a numerical file listing all key cards, listing of all lock combinations used throughout the building, listing of locations of all lock combinations. 5. Maintaining, in a secure and access limited p/ace, all keys and cores not currently in use. 6. Maintaining, issuing, and receiving back ali temporary check-out keys obtained by and/or assigned to individuals. 7. Maintaining, issuing and receiving back all permanent check-out keys VOL obtained by and/or assigned to individuals. Notit~cation is given by the Personnel Department and Department Head of affected area. B. Key control guidelines. In order to promote longevity in the keying system, guidelines are established as follows: 1. Master and sub-master keys shall be issued only after all other possible solutions have been explored. All requests for master and submaster keys must be approved by the requesting parties' Department Head and Facility Division Manager in writing before issuance. The reason for this po/icy is that it is far less expensive to recore and issue new keys to individual rooms and/or areas than to re-core and issue new keys to the entire building or large areas. 2. No office or departments shall have a "floating set" or "o~ce ring" of keys available for their use. All keys shall be issued and/or checked-out specitTcally to individuals for their persona/ use. If an "office ring" is needed, the ring shall be held at the Facility Division for check-out to authorized individuals on a temporary check-out basis. The length of temporary use will be determined at the time of check out and strictly adhered to. 3. Keys shall be issued and/or checked-out only by the Facility Division staff. When keys are needed, a key request form shall be submitted to the Facility Division o~ce bearing all required signatures. 4. Keys shall not be passed from one individual to another. Individuals shall obtain needed keys directly from the Facility Division. 5. Keys shall not be duplicated by individuals. If duplicate keys are needed, a key request form shall be submitted to the Facility Division office who shall then duplicate the key. Individuals found to be in possession of an unauthorized key shaft be disciplined accordingly. 6. Keys shall be turned in only at the Facility Division. Ail temporary and permanent keys issued and/or checked-out shall be returned only to the Facility Division. C. Key check-out procedures. In order to maintain consistency and provide predictability, specific check-out procedures shall be followed: 1. Temporary key check-out. Temporary key check-out shall be for a period not to exceed the total length of the specific purpose. Any authorized individual shall be permitted to check-out a key on a temporary 2 basis. Authorization shall be granted by the affected Department Head or administrator in writing or by telephone before a key may be issued. If the individual needs the key for a longer period of time, the key card shall be updated accordingly. a. Vendors and contractors. Vendors and contractors may be authorized to have temporary-loan keys after the affected department has given authorization. The keys are to be returned at the end of the job. Non-returned keys are reported to the department authorizing the check-out. If this does not secure the return of the keys, Facility Division staff shall contact the vendor or contractor directly. The Facility manager shall determine if a recore is necessary should the key not be returned. The recore shall be done at the expense of the vendor/contractor. A lost key report shall be completed for each lost key or non-returned key. b. Lost key fines and penalties. Any cost attributed to a lost key will be forwarded to the department requesting the temporary key. c. Late key returns. If the keys are not returned within this time frame, the requesting department staff shall attempt to contact the person via telephone and/or letter until a response is received as to the status of the key. 2. Permanent key check-out. Permanent keys are those which are issued for other than a temporary purpose. General/y, the permanent key shall be required for access on a routine basis. Keys shall be requested on a Key Request form. The request must be received by the Facility Division seven working days prior to needing the key to ensure their availability. a. When the key is returned to the Facility Division, a receipt for the key shall be filled out and given to the person. It shall list the key(s) received and dated and signed. b. If the person returning the keys is doing so as a requirement of an exit interview, key records will be checked to vedfy that all keys checked-out to the person have been returned, if not, the receipt will indicate the number of keys outstanding. Exit interviews can not be concluded by the Human Resources Manager until all keys have been returned and the person obtains a receipt indicating all keys have been returned, it is requested that 24 hours notice is given by the Human Resources Manager to the Facility Division to ensure the records are inspected before the Exit Interview. D. Non-returned and lost keys. In order to establish consistency and predictability, a policy has been developed with regard to non-returned and lost keys. 1. All lost keys are to be reported to the Facility Division within one week of loss. A penalty shall be assessed to the individual department responsible for the non-returned or lost key. The penalty shall be equal to the actual cost of the re-coring and re-keying required to establish security to the area made vulnerable by the non-returned or lost key. 2. If a key is not returned when persons leave employment with the County, a penalty shall be applied, in an effort to induce return of the key(s). The penalty shall be assessed to the department the employee previously worked in. 3. /f a key is determined to be lost, Facility Division wi//log it as lost, determine the security threat involved, and seek funding to recore as necessary. Funding shall be determined by the actual cost of material, time and labor associated with re-establishing key security to the affected area. Guidelines for the Administration of Jefferson County Key Policy Section 5 - Purpose of the Manual This Manual shall describe the Jefferson County key control policy and all procedures to be followed in implementing the policy. Toward this end, the manual shall establish procedures which will effectively maintain the key control system. In addition, this manual shall describe the auditing methods to be used in carrying out the various procedures. This Manual and the procedures and processes contained therein shall be effective only if they are strictly fo/lowed. Likewise, the key system integrity will only be maintained if the Manual is followed. However, if the Manual is adhered to on a routine basis, the key system can reasonably be expected to have a secure existence for a long period of time. Key Svstem Desi;n The objective of the key system design shall be to limit the number of keys required by individuals to a maximum of two (where possible) while maintaining required levels of security without issuing master keys. With the possible exception of those performing maintenance and/or security work, issuing of master keys shall be discouraged. If a master key is lost, all combinations on the 4 building's key system, which are passable by the lost master, shall be compromised. Key systems shall be designed for each area in consultation with the area director. The design process shall include a study of the use patterns of the old key system together with an analysis of current and future use patterns for and within the area. After the study and analysis are complete, a projection shall be made as to how many combinations and levels of access will be operational at each area in the new key system. /n developing a projection of necessary combinations, the following considerations shall be employed: Common areas, some requiring no key control, which are to be accessible to all personnel shall be identified. 2. Keyed alike areas shall be identified. Administrative and other areas which are required to be keyed uniquely shall be identified. After developing a projection, the key system shall be designed and recorded on a door schedule, floor plans, and entered into the computer based key control program for on-going maintenance. Key Terms A. Buff cards: Any change concerning the possession of a key is updated on the key's buff card. All information on the card is kept current on the County's key control computer program. Cards are fi/ed in the key shop by key number. They provide an accurate record of information as to the location of individual key. B. Combination iournal: This journal records combinations as they are put into use. It includes a listing of the number of keys made for each combination.. Each area within the building shall have a section in the journal New combinations are selected from the Master Combination. Notebook and are recorded on the appropriate journal page. The number of keys created (if any) are recorded along with the date and initials of the key maker. 5 C. Master. key book:. This 3 ring notebook is kept in the Public Works Department, Facility Division for frequent reference, it contains a list of all cores for all building areas. This book is updated whenever a new combination is added or an old one is changed, the notebook allows the Facility Department personnel to determine which keys are needed by those requesting temporary and permanent loan keys. D. Key,control memo: Key control memos are used to record special circumstances, to give additional information regarding a key, or to request the Facility Division staff research a key problem. The key control memo is attached to the appropriate signature card. E. Lost kev report: Any person losing a temporary or permanent loan key must report the loss to the Facility Division. A report form detailing the time and probable location of loss is filled out by Facility Division staff and signed by the person who lost the key. The lost key report is copied to the Facility manager who shall determine if a recore is necessary. The lost key report is attached to the signature card and placed in data entry. The computer listing and buff card is updated and the signature card is filed alphabetically with the Facilities Division.. F. Master.combination notebook; Three-ring notebooks containing all possible combinations to County facilities shall be designed by the County's designated key manufacturer. The notebooks are the source they reference when a new, unused combination is needed. G. Permanent.check-out keys'. Keys which are needed for several weeks or longer are considered on permanent loan and are processed in a special way. Key request forms are required before the key may be issued and key receipt forms are given to the key holder upon return of the key. H. Temporary check-out keys: Keys which are needed on a short-term basis are considered temporary loan keys. Keys are signed out and back in again in a key log which is kept at the Facility Department. I. S(qnature card: Key holders of permanent loan keys must sign on their own signature card for each key they receive. The cards are permanent records and are filed alphabetically in the Control Center. J. Data processing: Approximately once a week changes recorded on the signature cards and buff cards are entered in the Facility Department computer database. Temporary loan keys shall be data processed on a weekly basis also. 6 Administrative Procedures A. Maintenance staff. Temporary loan keys are available to maintenance staff if aCCess is needed in an area they have not been issued a key. Temporary loan keys are to be turned into the Facility Division at the end of the work requiring issuance. Bi-monthly a computer list is compiled of outstanding keys. Reminder postcards are sent to the maintenance staff ho/ding keys. The maintenance staff are then responsible to turn in keys or make arrangements for longer term use. B. Recore. process. If the Facility manager or Department Head determines a recore is required, various steps shall be followed in order to facilitate the recore process: 1. A work order is written by the Facility manager. 2. The work order is logged in the recore Notebook by the Facility Division staff. 3. The next combination in the series for the building area to which the work order applies is identified in the Master Combination Notebook or by calling the County's designated key manufacturer. 4. The Combination Journal is filled out with the new combination number and formula, date created, and initials. 5. A core without a designated combination is stamped with the combination number on the side of the core. 6. A combination for the core is then determined from the formula in the Master Combination Notebook. 7. The core is placed in an envelope which is labeled with the combination number and destination. 8. The materials used and combination number are recorded on the work order. 9. The work order and core are then handed to the maintenance staff member who will perform the recore work. 10. The maintenance staff member performs the recore and returns the old core in the same envelope marked with the date indicating that the recore is complete. 7 I 1. New keys for the new combination are issued according to the normal key request process for permanent-loan keys. Copies of temporary loan keys are placed in the key cabinet in the Facility Department. C. permanent loan key' request procedu~,,. A key request form is filled out to obtain a permanent loan key. The key request must have the fo/lowing: Name of the person to receive the key. 2. Signature of the person to receive the key. 3. The position of the person to receive the key. 4. Date of request. 5. Signature of the Department Head of area to be opened by the key and/or the requesting person's Department Head. 6. Upon receipt of the completed key request Fac#ity Division staff will: a. Check the key for the current key number and record this on the key receipt. b. Check the requesters permanent signature card to see if a suitable key has already been issued. c. Submit the key request to Facility Manager for approval. Facility Manager will check to see that issuing the key will not compromise the key system unnecessarily and will initial approval. Denial of key requests will be made by telephone to the key requester or to their Department Head. 7. Approved key requests will be sent to Facility Division where the key wi// be pulled from the fi/es or cut according to the designated combination. The fo/lowing steps will be taken: a. Key files are checked to see if a copy is available. b. A new key is cut if there are no existing spare copies. c. The new key is stamped with the key number and copy number. d. A buff card is made for the new copy and the person named on the key requests is listed as the key holder. Previously made keys a/ready have buff cards which are pulled from the file and updated. The date of issue is also recorded. e. Buff cards are put in a waiting bin for computer update. 8 f. The requested key is attached to the key request and returned to the Facility Division for distribution g. The person who makes the key will attach the key and request to the recipients key card and file it for pick up. h. The signature card includes: l) The name and social security number of the new key holder. 2) The signature of the new key holder. 3) The date the key is given to the key holder. 4) The initials of the Facility Division person giving out the key. 5) The number assigned to the key. i. The key request is stapled to the signature card and placed in the data processing section of a key holding box. Computer records are updated to reflect keys checked in or out on the signature card. The signature card is then filed alphabetically. D. Permanent loan key return:, A key receipt is filled out in duplicate upon the return of any permanent loan key. The original of the receipt is given to the person turning in the key. The key is attached to the carbon copy and placed in the data processing section of the key holding file. Key receipts show the following: a. Name of the key holder. b. The key number of the key being returned. c. The initials of the Facility Division person receiving the key. d. The date the key was returned to the Facility Division. 2. The number of the key that has been turned in is compared to the keys listed on the signature card to verify that consistency. 3. The key is removed from the receipt and is placed on file in the key cabinet for future use. 4. The receipt is attached to the signature card and is placed in date entry. 5. The buff card is updated to show the date the key was returned. 6. The computer records are updated to show the key has been returned. 7. The signature card is filed alphabetically in the Facility Division. E. Key returns prior to an exit interview: The County's Human Resources Manager must notify the Facility Division within 24 hours to ensure the key 9 VOL records are inspected for the exit interview. Key receipts for personnel who are leaving the County must indicate that all keys have been accounted for. This is determined by a check of the individuals signature card and a check of the current listing of outstanding temporary keys. The key receipt is stamped ~Final Receipt" and is signed by the FaCility Division worker. The Personnel Office and the Department Head of the departing staff member wi//receive copies of the "Final Receipt" for the exit interview. Grand master and control keys shall be locked securely in a key cabinet in the Facility Division at all times. The Facility manager and personnel appointed by them shall be the only personnel with access to the grand master and control keys. Maintenance staff working on re-coring shaft be permitted to check out the keys.