Key Control & Accountability

1. Key Control & Accountability

2. Rich Hassard • Introduce speakers • Purpose • Plan of action • Program Overview – Simple K • Key Policy • Key Architecture

3. Team Members • Rich Hassard – North Carolina State University General Manager/Trade Shops • Tara Williams – North Carolina State University Locksmith • Pat Ferguson – North Carolina State University Locksmith • Blake Holmes – North Carolina State University Facilities Maintenance Coordinator

4. Purpose & Action plan • The Purposeof key control and accountability is to help protect the life, property and security of the facility and all it’s occupants. • Our action plan is to integrate a patented keyway system with a data base for key management software which will help us attain our goal .

5. Key Control • Purpose, what is a key worth? • A system to control key distribution down to the key holder level. • Campus expectations are moving towards • higher security systems. • Patented keyway system

6. Key Accountability • Lock shop accounts for key codes and Master key system layout. • Campus Police are responsible for high • level security access and key distribution. • Departments account for key’s.

7. Key Policy Development • Security levels, perimeters and devices. • Combination, Card Reader & Key Override • Overall safety and security goals. • Establish roles and responsibilities. • Document approval levels. • Accountability and audit. • Establish financial responsibilities. • Define Staff, Student, Contractor and • Affiliate access at the lowest level possible.

8. Key Architecture • Key approval matrix • Key approval type and distribution • Audits • Building and service key ring locations • Long term contractor rings • Key ring content • Forms

9. Access Control Key Representative Key Request is Made Key Control Software Determine Security Level Routine Key High Security Campus Police EHPS SAT Lock Shop Cut Keys Approved for High Security Keys Delivered to Campus Police Deliver Keys to Access Control Key Representative Issue Keys to Key Holder

10. Tara Williams • BuildingLayout – Current Floor Plans • Holding a Key Meeting • Planning a System • Patented Keyway • Keeping the Re-key cost under $8,500 • Issuing Keys at the Lowest Level Possible– NO Grand Masters • Types of Accountability

11. Building Layout – Floor Plans: Department Usage • How the departments are configured in the building • Determine any common spaces for all departments Tip: At the Keying meetings: Having a floor plan will give the department a visual of the rooms in their area and you will be able to make any changes on the plans your records .

12. PERIMETER DOORS: A building layout will identify these points, if needed to add them to the files • Location of the Card Access Entries – Records who & when after hours • Are there any exterior Service Doors that have interior doors into the building? Who will have access to the perimeter key? Is there a policy about this topic in place?

13. “PERIMETER DOORS” SERVICES: • Mechanical Swinging and Roll up doors are considered Perimeter access. • Electrical • Zone Shop • Telecom • Roof Access • Card Access • Elevator Machine Rooms In this example, would this be on the service key system or on a perimeter key system? Changing the lock around at door G118 was an option. The Life Safety codes and the AHJ were consulted and the decision was made to leave G118 as a safe egress path into the building from this mechanical area and the perimeter doors remained at the exterior of the building. HOUSEKEEPING • Closets • Offices • Storage Areas

14. HOLDING A KEYING MEETING The purpose of a keying meeting is to determine how the department operates within the building and plan the keying system accordingly. Buildings should NOT be keyed to the convenience of the people in the department. Invite the decision makers and persons responsible for the record keeping. Delays in any change decisions can be avoided if these people are at the meeting(s). TOPICS TO COVER: • Convenience vs. Security: One key, two keys or More… Cross keying destroys a keying system and security - Offer different solutions! • Keys: Faculty & Staff, Students, Campus Police, Fire Protection, Services • Take Home keys & Work Keys • Interaction between departments: Common for all / Specified use • Interaction between offices / labs: Keyed alike or Keyed differently • Card access points: Records perimeter access after hours • At the initial key meeting, explain the possibility of more than one meeting: • One to outline • Another to assign • One to authorize notes and layout for the work to begin.

15. THINGS TO BRING WITH YOU: • Building Layout / Floor Plans (copies for everyone at the meeting) • Paper for Notes • Business Cards with your contact information

16. Planning a System Security vs. Convenience Keeping it Simple Cross keying complicates the system and reduces security. Planning around personnel inevitably shortens the life span of a system. Do not expand key systems beyond a single building. Achieving Balance Source: ASSA ABLOY Master Key System Design Guide

17. Patented Keyway • Patent-protected keying systems are an essential part • of access control as security becomes more in • demand, managers strive to prevent the • unauthorized duplication of keys. • The patent ensures that keys can only be • manufactured by the specific manufacturer who will • only sell keys to end user customers after verifying that • the individual is an authorized purchaser.

18. Keeping the cost of rekey under $8,500 Issuing keys on a lower level helps to limit the cost of rekeying. Re-keying a portion of a system due to a lost key vs. Replacing a complete system for the loss of a grand master.

19. Issuing Keys In any system, security is only as good as your capability to maintain and control: allocation, distribution and use. Issuing keys on a lowest level helps to maintain more of the available resources for future needs, thus, extending the life of the system. Top Master Key Level

20. TYPES OF ACCOUNTABILITY ACCOUNTABILITY: Who has what key? What can they access? A $3.00 key can open: an office, a building, your home, your lab, your safety deposit box… What is that key really worth? Wouldn’t you want to get that key back? TOTAL REKEY: Each key is accounted for from the beginning In a 100% rekey project, there is total key accountability. EXISTING KEY INFORMATION: Only good as the information brought forward Over the years people come & go, keys get left in desks or given to someone to pass on, etc. Who has what key? Different access for different people. Is there a procedure if a key is not returned to the key rep, who pays for the rekey? What access do they have? MODIFIED EXISTING INFORMATION: Existing Key & Bldg Records for interior Rekeyed Exterior doors: NO Keys given & Access through Card Reader Doors

21. Blake Holmes • Unique Key Identifiers • Discovering Problem Areas • Web Based Software

22. Unique Identifiers • Existing Key Systems • Key Code Displayed at Top of Key • Uniquely Identified using alpha-numeric symbol, Our Program is using “K-1, K-2, …” • Entered into Key Tracking Software as key inventory meetings are held. • Example: E1C4B5-A7, E1C4B5-A8, etc • New Key Systems • No Key Code Displayed on Key • Uniquely Identified with Premarked Sequential Numbers, to avoid number duplication • Entered into Key Tracking Software at time that key is cut • Prevents users from finding lost keys and knowing where they allow access • Restricted Keyway – Only allows keys to be cut and ordered by University Authorized Personnel • Example: 0000111, 0000112, 0000113, etc ALPHA-NUMERIC SYMBOL PREMARKED SEQUENTIAL NUMBERING

26. Discovering Problem Areas • Existing Key Systems • All Doors that get inventoried have the changekey entered for tracking purposes • Any cross keying can be added in the“Additional Keys” Field • All accidental Ghost Keys that work in this door are shown. • Example • Key Inventory and Purge shows door with 3different keys crossed into single core • Software shows that in addition to 3 intendedkeys, an additional 25 keys would work that door. • Security has been reduced to allow for easyaccess into this space.

27. Key Tracking Software • Individual Key Identification Markings (Sequential Numbering) – Allow to track life of individual key • All keys assigned to individual holder, including date in which those keys were assigned • Notes indicating location key is intended to work. We include this information for the Key Representative to view which helps in reissuing keys previously assigned to departed faculty members • Only shows keys that belong to a Holder under the key representative or on doors within that Representatives assigned area.

28. Request Keys for a Specific Holder • Allows for University Lock Shop and Campus Security to determine Security Level • Can Assign Holder to key prior to issuance, allows University to know will have access to areas on campus • Request By Door – Not By Key Code • Can limit access to building areas by issuing lowest level possible for the individual key request • Previously, people would request Master Keys for access to individual office, allows too many people in secure areas • University “High Security Areas” have been identified, and any requests for these areas must get appropriate clearance prior to issuance of keys.

29. Key Holder Inventory • Track Individual Holders Keys • Checklist To Take Back Keys Upon Separation • Return Lost Key(s) to Proper Owner • Determine Access To High Security Areas • Increase Holder Accountability

30. We will now open up the panel for any questions. Thank You !!!