If a key on your managed key system was flushed down the toilet, would you authorize a rekey?  The knee jerk response of facilities managers is generally “OH NO! I can’t get those keys back. Someone’s going to find them and waltz right into my store!” Rewind. Let’s think about this for a moment. Who is going to find this set of keys in the sewer – are sewer rats considered a threat to the facility? That being said, you can absolutely rekey your facility in this instance – but you may as well send the rats $250 to go with those keys. 

On the flip side, there are instances where emergency rekeys could prevent terminated and/or generally disgruntled former employees from taking out their frustration in a dangerous form.  An emergency rekey may have prevented this fatal robbery by a disgruntled ex-employee.

If you don’t have detailed rekey policies and procedures in place that run the gamut of crazy situations that may occur- how much money is being wasted, and how much risk is being assumed?

To ensure you are covering all of your key system bases we recommend using these three elements to build your rekey policies and procedures:

Key System Rekey Policies & Procedures

What Situations Constitute a Rekey?

Lost Keys

Much like our key flushing example above – determine whether or not the key was lost in a manner that can tie it to the store.

• Do you have your store name stamped on your keys? (We don’t recommend this.) 
• Was it lost in the store or in the parking lot? 
• Was it lost with anything else that could tie the key to the store (i.e. an employee handbag or backpack which also has their employee badge)?

If any or all of these apply, there is a high level of risk associated and we recommend a rekey.

Otherwise, if a key was lost in a public area there is generally a very low risk that someone would find the key, trace it to your store, and use it in a malicious way.   Worst-case scenario a child finds it and adds it to their nightly game of “I’m a grown up, look at my real key.”

Stolen Keys

Unless a key is stolen out of state, we recommend a rekey.  There is no way of knowing if the thief knows the victim’s place of employment.  It wouldn’t be implausible that the theft was for the sole purpose of robbing your facility; and as in the situation of lost keys – there may have been indicators as to the victim’s place of employment in the stolen items. This could reach as far as an employee ID, paystub, or uniform with company branding within the employee’s purse, car, or home.

Terminated Employees

If you are using a restricted or proprietary key system and the keys are returned by the terminated employee, there is no reason to rekey.  There is little to no chance he/she would have been able to make duplicates.

If the keys are not returned, you will need to make a judgment call as to whether or not that individual poses a risk.  If they don’t, simply changing the alarm code may suffice.  However, if you prefer to err on the side of caution, it’s best to rekey.

If your key system is on an unrestricted keyway, we would recommend rekeying regardless of whether or not the keys are returned.  This is because of the simplicity of duplicating unrestricted keys. Unfortunately, this is another judgment call for your organization, based on the individual who was terminated, their history with the company, and how they took the news of their termination.

 

When Should Rekeys be Classified as Emergencies vs. Standard Work Orders?

If a key is stolen or lost in a manner that can be traced to the store, we recommend a same-day emergency rekey.  This will significantly minimize the risk for your facility, employees, and patrons.

We also recommend an emergency rekey if you are unable to retrieve a key from a disgruntled employee or if you are on an unrestricted key system and terminate a disgruntled employee (remember: this is regardless of whether or not the key is returned).

The only time we recommend a standard rekey is if you are unable to retrieve a key from a non-disgruntled ex-employee.  If you feel there is a moderate to high level of risk associated with that employee, err on the side of caution and perform an emergency rekey.  If the risk is low, consider saving yourself some money and perform a standard rekey.

Who is Authorized to Initiate Rekeys?

In order to minimize cost and confusion, there should be specific roles in your organization that are authorized to initiate rekeys.  Some prefer the simplicity of allowing store managers to request rekeys; however, the majority only allow District Managers, Loss Prevention Managers, or Facilities Managers to approve and request rekeys.  There is no right or wrong way to do this; it just needs to be clear to everyone in your organization and to your key system vendor.

There are times when facility staff or other members of the organization attempt to operate outside the guidelines of your clear-cut procedures because of an “extenuating circumstance.” Situations such as these make it critical for your key system vendor to understand and enforce the structure in place without exception.

Drum Roll Please……….. Next week we’re wrapping up this intense key system series by examining records management. Do you have a question about anything we’ve discussed thus far? Leave it in the comment section below!

Check out our Key Systems 101 article for more information.

 

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Check out the rest of our series:
The Five Critical Components of Key System Management
Key System Types: Restricted, Unrestricted, and Proprietary
Proprietary & Restricted Key Systems
Standard Cylinders versus Interchangeable Cylinders – What’s the Difference?
eCylinders – The Amazing, The Mundane, and The Considerations
Rekeyable Cylinders – Fast, Easy, & Cost Effective
Master Key Systems – Controlled Access With One Key
Key System Policies – Keep Your System In Tact
Key System Procedures – A Roadmap for Maintaining Your System’s Integrity
Rekey Policies & Procedures – Three Elements to Consider
Key System Records Management – 4 Cornerstones