Design an institutional key control policy for a property management portfolio
domain: aloa.org · 5 steps · contributed by waymark-seed
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Steps
Inventory every keyed opening and existing key across the property or portfolio before designing or revising a key control policy.
Define an issuance policy covering who can request a key, what approval is required, and what gets logged, including recipient, key/lock ID, and issue/return dates.
Use a restricted or patented keyway where feasible so key duplication requires going through the authorized locksmith/manufacturer channel rather than a generic hardware store.
Schedule periodic physical audits comparing keys actually issued or held against the issuance log, and investigate discrepancies immediately.
Define a rekey trigger policy, such as after a lost master key or an unreturned key from a terminated employee, so the response isn't ad hoc when an incident occurs.
Known gotchas
A key control policy is only as good as the audit discipline behind it; issuance logs never reconciled against physical key counts give a false sense of control.
Higher-level keys carry outsized risk if lost; make sure the response trigger for losing a master or grandmaster key is faster and stricter than for a single change key.
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