Jan. 14, 2010

Where are your keys? First annual key audit begins next week

by Anne Krapfl

A revised Key and Building Access Card Policy, approved in October, requires annual audits of keys and access cards. The goal is to account for all keys and access cards, document their location and improve building security, said Maggie Hamilton, manager of building access services, a unit of facilities planning and management.

Hamilton said keys issued temporarily to students can be especially difficult to track down and retrieve. The revised policy sets limits for keys or cards issued to students: 60, 90 or 365 days. The annual audit should identify any missed deadlines.

"We're trying to be more aggressive about getting back keys that are no longer in use," Hamilton said.

Three steps

Beginning Jan. 19, the first key audit will be done in three phases:

  • Phase I: Staff in building access services will e-mail all key holders, listing the keys currently issued to them. By Feb. 2, key holders are asked to respond and confirm the items in their list.
  • Phase II: Between Feb. 3 and Feb. 16, ISU's 330 department key coordinators will be asked to follow up with any employees in their units for which building access services has not received a response to the e-mail. Key coordinators can complete these updates by logging into the key request form on the FPM web site.
  • Phase III: By April 1, building access services staff will prepare a summary of the audit, including historical information about department space (as identified in the university's 2008 space survey) and all keying information. The department key coordinators should review the summary with the dean, department chair or administrative officer to evaluate the historical information, confirm the accuracy of the audit and decide if their areas are secure or if any rekeying should occur. Signed copies of the audit should be returned to building access services by April 30.

Handling discrepancies

If key holders see a discrepancy in the e-mailed information next week, they should contact their department key coordinator for assistance. If key holders have issued keys in their possession that don't appear in the e-mail, the key coordinator should submit a key request to account for those keys. If key holders don't have a key or keys in their possession listed in the e-mail, the key coordinator should indicate how the department would like to proceed. Options include:

  • Charge the individual key holder for the lost key(s)
  • Evaluate the level of security for the lost key. Discuss with dean, department chair or administrative officer to request a rekey of the locks, if deemed necessary. The rekeying would be at the department's expense.
  • Write off the key (no charge for the department). Key coordinators must contact Allison Mickelson to request that a key be written off. Include the name of the individual, ISU ID number and the key mark.

Optional one-hour training for key coordinators

One-hour training sessions on the audit process will be offered in 146 General Services Building three times for department key coordinators:

  • Jan. 14 (1 p.m. and 2 p.m.)
  • Jan. 19 (1 p.m.)

Hamilton said the training is not mandatory, but may be beneficial to some coordinators prior to the first key audit. To register for a session, contact Allison Mickelson, 4-4211.

Questions about the audit may be directed to Hamilton, 290-5200; or Mickelson. Access card audits are scheduled separately. Because this will be an annual process, Hamilton said her staff welcomes input from members of the campus community on how to simplify the audit.