B.17.01 Issuing and Securing Keys (National Procedure)

Procedure Standard

• All keys are held secure and accounted for at all times

Procedure

1. Staff must successfully complete training in the use of keys prior to their keys being issued.
2. Staff who have successfully completed training are issued with an identification tag.
3. The authorised user presents the identification tag to the officer in control of keys, when entering the prison.
4. The identification tag is exchanged for the appropriate keys.
5. Officer in charge of the key press checks the number of keys and tags in the key press and confirms the check in writing.
6. Identification of each key, its location, and the ring, to which it is attached, is maintained in the key register.

Key Security

1. Must be kept in a purpose built indestructible key press if not currently being used or stored.
2. Must be accounted for at all times.
3. Must be within the prison perimeter except with the written approval of the Prison Manager.
4. Prisons must have an up-to-date key register, which identifies each key, the number and its location.

Key Press Check Register

The following information is recorded in the key press check register: 

1. Date and time of the check.
2. Name of the Officer undertaking the check.
3. The result of the check; and
4. Signature and name of the person who witnessed the check.

Other issues

• The Officer in Charge undertakes a check at the beginning and the end of each shift and at least once during the shift.
• Keys are not duplicated unless authorised in writing by the Delegated Officer.
• Spare locks and spare keys are kept in an approved secure and safe area.

Key Roles and Responsibilities

Unit Manager (or delegated officer)

1. Checks all institution keys periodically against key register.
2. Authorises key replacement.
3. Accounts for storage of spare keys and spare locks.
4. Organises maintenance programmes for locks in use.
5. Checks competency of key user.

Officer in Charge of Key Press

1. Ensures key press is secure.
2. Issues and receives keys.
3. Accounts for the whereabouts of keys.
4. Reports required replacements, additions or missing keys to Unit Manager as soon as practicable.

Key Holders

1. Are responsible for keys in their care.
2. Secure keys on an approved chain to a waist belt.
3. Conceal keys in either a pouch or pocket.