Transcript campus key control & accountability

Key Control & Accountability
Rich Hassard
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Introduce speakers
Purpose
Plan of action
Program Overview – Simple K
Key Policy
Key Architecture
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
Purpose & Action plan
• The Purpose of 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 .
Key Control
• Purpose, what is a key worth?
• Campus expectations are moving towards
higher security systems.
• A system to control key distribution down to
the key holder level.
• Patented keyway system
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.
Key Policy Development
• Security levels, perimeters and devices.
Combination, Card Reader & Key Override
• Overall safety and security goals.
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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.
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
Access Control Key
Representative
Key Request is Made
Key Control Software
Determine Security Level
Routine Key
Lock Shop
Cut Keys
High Security
Approved for High Security
Keys Delivered to Campus Police
Deliver Keys to
Access Control Key
Representative
Issue Keys to
Key Holder
Campus Police
EHPS
SAT
Tara Williams
• Building Layout – 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
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 .
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?
“PERIMETER DOORS”
SERVICES:
• Mechanical
• Electrical
• Zone Shop
Swinging and
Roll up doors
are considered
Perimeter
access.
• Telecom
• Roof Access
• Card Access
• Elevator
Machine Rooms
HOUSEKEEPING
• Closets
• Offices
• Storage Areas
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.
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.
THINGS TO BRING WITH YOU:
• Building Layout / Floor Plans (copies for everyone at the meeting)
• Paper for Notes
• Business Cards with your contact information
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
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.
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.
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
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:
Who has what key?
What access do
they have?
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.
Different access for different people. Is there a
procedure if a key is not returned to the key rep,
who pays for the rekey?
MODIFIED EXISTING INFORMATION: Existing Key & Bldg Records for interior
Rekeyed Exterior doors: NO Keys given & Access through Card Reader Doors
Blake Holmes
• Unique Key Identifiers
• Discovering Problem Areas
• Web Based Software
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
Discovering Problem Areas
•Existing Key Systems
• All Doors that get inventoried have the change
key 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 3
different keys crossed into single core
• Software shows that in addition to 3 intended
keys, an additional 25 keys would work that door.
• Security has been reduced to allow for easy
access into this space.
•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.
•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.
•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
Thank You !!!
We will now open up the panel
for any questions.