How key control is lost
- Keys copied at a hardware counter without anyone recording it.
- Staff turnover with no return process at the end of employment.
- Contractors and cleaners issued keys with no return date.
- No single person responsible for the register.
A workable register
Write down every key number, who holds it, the date it was issued and the date it was returned. A spreadsheet is fine. What matters is that it is updated the same day a key moves, by one named person.
When restricted keys pay for themselves
Restricted systems cost more up front because keys can only be cut with the registered holder's authority. If you have more than a handful of key holders, or staff turnover, that control usually costs less than one unplanned lock change.
Do not compromise exits
Whatever the system, exit doors must open from inside without a key. Locking staff in is both unlawful and dangerous, and it is a common mistake when a business tightens security after a break-in.
General information only. Requirements for rental properties, owners corporations and building compliance change — confirm current rules with the relevant Victorian authority for your situation.