Lesson 1: Why key control matters
A key is permission to enter. If keys are not controlled, the best locks, alarms and cameras can be beaten by someone who simply unlocks the door. Key control is the system for deciding who gets keys, recording who has them and getting them back.
- A lost master key may mean changing locks across a whole building, which costs a lot of time and money.
- A missing key makes it hard to prove who had access when something goes wrong.
- Keys often protect files, server rooms and offices that hold personal information.
Canada's private-sector privacy law, PIPEDA, says personal information must be protected by safeguards that suit how sensitive it is. Its examples of physical safeguards include locked filing cabinets and restricted access to offices. Good key control is part of meeting that duty.
Lesson 2: How key systems work
Master key systems
| Level | What it opens | Example |
|---|---|---|
| Change key | One lock or one door | Office 204 |
| Sub-master key | A group of locks | All offices on the second floor |
| Master key | Most locks in a building | Every office and storage room |
| Grand master key | Locks across several buildings or areas | The whole campus |
The higher the level, the fewer copies there should be and the tighter the control. A guard may carry a master key for patrols, which makes that guard responsible for one of the most important items on site.
Restricted keys
A restricted key system uses special key blanks that only an authorized dealer can cut, and only with written approval. A key stamped "Do not duplicate" is not enough on its own, because some key-cutting shops ignore the stamp.
Key cabinets and key boxes
Many sites keep keys in a locked cabinet at the security desk. Some newer cabinets release a key only to an authorized code or card and record who took it. Even then, the guard still checks that keys come back and reports any that are overdue.
Electronic access
Cards and fobs work like keys but can be switched off in seconds if lost. Most systems also record each use, which helps investigations. Treat a card exactly like a key: never lend it.
Lesson 3: Issuing and tracking keys
Only give keys to people on the client's authorized list, and only the keys they are approved to have. Check photo ID if you do not know the person.
What the key log records
- The key or card number (not a description like "back door key").
- The name of the person who took it.
- Date and time out, and date and time returned.
- Signature or initials of the person and the guard.
- Who authorized it, if your post orders require that.
Good habits
- Keep spare keys in a locked key cabinet, not in a desk drawer.
- Use numbered tags, not tags with the address or room name, so a lost key does not show what it opens.
- Count the keys at every shift change and record the count.
- Do regular audits: compare every key in the log with the key actually on hand.
- Collect keys and cards from staff, contractors and guards when they leave the job.
When someone pushes back
Sometimes a person who is not on the list insists they need a key right away. Stay polite and firm. Explain that you can only issue keys to authorized people, then contact the client or your supervisor to confirm. Write down the request, even if you said no.
Lesson 4: Lost, stolen or unreturned keys
- Report it to your supervisor immediately, even if you think you will find it.
- Write down which key or card, when and where it was last seen, and who had it.
- For a card or fob, ask for it to be deactivated right away.
- Increase patrols of the areas that key opens until the client decides what to do.
- The client decides whether to re-key or replace the lock cores. Record the outcome.
Do not hide a lost key or wait until the end of the shift. The longer a missing key goes unreported, the longer the site is at risk.
If a contractor has not returned a key by the time on the log, follow up the same day and report it.
Found keys
If you find a key or card on site, do not try it in doors to see what it opens. Record where and when you found it, put it in the locked key cabinet or lost and found as your post orders say, and tell your supervisor. A found key may belong to someone who has already reported it lost.
Lesson 5: Locks on patrol and the guard's limits
On patrol, check doors by pulling or pushing on them, not just by looking. Report:
- Doors that are unlocked when they should be locked.
- Doors propped open or with tape over the latch.
- Damaged, loose or jammed locks, and broken door closers.
- Signs of forced entry such as pry marks.
Record the time, place and what you found. If a door should be locked, check the area with care, secure it if it is safe, and report it.
Locksmith work is a licensed trade
Guards do not rekey, repair or pick locks. In Alberta, locksmiths are licensed under the Security Services and Investigators Act and must be certified journeypersons, and a locksmith cannot also hold a security service worker licence. In British Columbia, locksmith work is licensed security work. Your role is to notice and report lock problems so a qualified locksmith can fix them.